Documents of a Personnel File

Documents in a personnel file are stored in personnel file folders in a structured way.

For storing documents in a personnel file several possibilities are available:

• Create document
• Scan document
• Pre-capture document
• Import document (e.g.  drag and drop)
• Register document

Note: Documents can only be stored in personnel file folders not directly in the personnel file. However, you can still create document at top-level, because the implicit registration of the document requires selecting a personnel file folder.

Processing State

Each document has a processing state:

• In Progress
  Documents that should be changed after creating them (e.g. objective agreements) have to have the “In Progress” state. The state is visualized by a blue arrow as symbol.
• Closed
  The content of a closed document cannot be changed anymore. When closing a document a final form is generated and a version is stored. Closed documents cannot be set in progress anymore.
• Replaced
  A Document that has been replaced by another document gets the “Replaced” state.
• Canceled
  When canceling a document the “Canceled” state is set.  

Note: When scanning or uploading a document the state is set to “Closed” by default. If the state should be “In Progress”, you have to unmark the Close Document field.

State transitions:

Personnel File Document

A personnel file document can contain several documents (even of different types). Depending on the use case, you can use documents (for example, Microsoft Word document) and personnel file documents in the personnel file environment.

To create a personnel file document:

1. Navigate into the desired personnel file or personnel file folder.
2. Open the background context menu by right-clicking in the free area and select “New.
3. In the dialogue that opens, choose the “Personnel File Document” object class, provide a name and click “Next”.
4. Fill in the requested data to register the personnel file document you created. In the “Documents” field, you can add one or more files to be included in the personnel file documents.
5. Note: One document in the personnel file document can be defined as the main document. To do this, just select it from the “Main Document” drop-down list.
6. Click “Save”. The personnel file document has been created and registered.

Notes:

• When editing a personnel file document, the main document is opened. You can edit the other documents using the properties of the personnel file document (“Personnel File Document” tab > Documents). If you choose however to sign the document or print it with a QR code by selecting the respective options in the context menu of the personnel file, all included documents are displayed.
• It is possible to create also personnel file document templates for example in the configuration of the Personnel File app or in the settings of a personnel file shelf. To read more about the definition of templates, visit “Defining Templates: new window”.

Make the Use of Personnel File Documents Mandatory

If the "Make the Use of Personnel File Documents Mandatory" setting is activated in the configuration or on a shelf, only personnel file documents can be created in a personnel file. When a document is registered, it receives a personnel file document cover and the document is used as the main document. If several documents are registered at the same time, you can decide whether the documents are filed as individual personnel file documents or summarized together in one personnel file document.

Note: With the setting "Make the Use of Personnel File Documents Mandatory" on a shelf, it is possible to overwrite the configuration settings.

Creating a Document

To create a document, perform the following steps:

1. Navigate into the desired personnel file or personnel file folder.
2. Open the background context menu by right-clicking in the free area. Then click “New”.
3. Select the desired document, enter a name and click “Next”.
4. Register the document to the personnel file by entering the metadata.
   Note: If you are in a personnel file folder, it is already preselected.
5. Click “Save”.

The document is stored in the personnel file folder and can be edited in the corresponding third-party product (“Edit” context menu command).

Editing a Document

To edit a document, perform the following steps:

1. Navigate in the desired document.
2. On the context menu of document, click “Edit”.

Note: Metadata of personnel files can be inserted as updateable fields in associated Word documents. The “Property” button is available in Microsoft Word on the “Insert” tab (the Fabasoft Cloud COM Add-in has to be enabled).

Scanning a Document

To scan and import a document directly on the device, perform the following steps:

1. Navigate in the desired personnel file or personnel file folder.
2. Click the “Scan” action.
3. Scan the document.
   Note: The scanner software has to be configured such that the scanned document is copied to the clipboard. If the scanner software does not support this directly, you can define the program copytoclipboard in the post-processing steps of your scanner software. The program can be downloaded from the scan dialog.
4. After the document has been copied to the clipboard, click “Yes” to confirm the upload of the document.
5. If you are at top level in a personnel file, select the desired personnel file folder in which the document should be stored. Otherwise the current personnel file folder is preselected.
6. Add metadata if desired and click “Save”.

Pre-Capturing a Document for a Scan

Paper documents can be scanned and assigned automatically to the corresponding personnel file. The assignment is carried out with a barcode that must be entered in the scan dialog.

To pre-capture a document for a scan, perform the following steps:

1. Navigate in the desired personnel file or personnel file folder.
2. Click the “Pre-Capture” action.
3. If you are at top level in a personnel file, select the desired personnel file folder in which the document should be stored. Enter the barcode that resides on the paper document. Additionally, enter a name for the document.
4. Click “Pre-Capture Document”.

An empty document is created at once. As soon as the document is scanned the content is taken over in the document. In the personnel file shelf, in the “Scan Queue” field you can find the documents to be scanned.  

Note:

• The “Pre-Capture” action is only available, if it is activated in the personnel file shelf.
• Your system administrator has to configure the scanner software such that the scanned document is uploaded to Fabasoft Folio via a web service (see chapter “Providing the Scan Functionality”).

Uploading a Document

To upload a document, perform the following steps:

1. Navigate in the desired personnel file or personnel file folder.
2. You can import files using drag and drop, the shortcuts Ctrl + C and Ctrl + V or the “Upload” action.
   Note: Depending on the web browser not all possibilities may be available.
3. Enter a name and select a personnel file folder if applicable. You can also enter further metadata.
4. Click “Save”.

Defining the Validity of a Document

Documents that need to be renewed recurrently can be provided with a validity deadline.

To define the validity of a document, perform the following steps:

1. Navigate to the desired document.
2. On the context menu of the document, click “Properties“.
3. On the “Document” tab you can enter a date in the Valid from and Valid to fields.
4. Click “Next”.

Note: If a document is not yet valid or expired, it is indicated with a red exclamation mark.

Signing a Document

Documents can be manually signed with signatures like “Approve” or “Release”.

To sign a document, perform the following steps:

1. Navigate to the desired document.
2. On the context menu of the document, click “Tools” > “Manual Signatures”.
3. Enter values in the fields Signature Type, Remark, Signed on/at and Manually Signed by and click “Add”. In the Manual Signatures field all previous signatures and the currently added signature are shown.
   You can repeat this step to sign the document with further signatures.
4. Click “Next” to apply the signatures.

Note: The signatures can also be viewed in the metadata of the document (“Signatures” tab). The tab is only visible, if at least one signature exists.

Classifying and Registering a Document

When a Mindbreeze InSpire service is available for automatic classification, metadata is extracted from the document (if possible) and the registration form is prefilled with this data.

The classification and registration of a document that has not yet been classified and registered can be done either by means of the “Classifying and Registering” context menu command or by placing it directly in a personal file or personnel file folder.

Note: The functionality is only available, if the Mindbreeze InSpire Service is configured correspondingly.

To classify and register a document, perform the following steps:

1. Navigate to the desired document.
2. On the context menu of the document, click “Classify and Register“.
   Note: The command is not available if the document is already classified. The category assigned to the document can also cause that the command is not present. Alternatively, you can directly copy the document in the desired personnel file folder.
3. If possible, metadata retrieved from the document is prefilled and highlighted in color.
4. Check and, if necessary, add metadata and click “Save”.

Registering a Document

Documents that are not registered to a personnel file can be registered using the “Register as Personnel File Document” context menu command. Alternatively, a document can also be directly copied in a personnel file or personnel file folder.

To register a document, perform the following steps:

1. Navigate to the desired document.
2. On the context menu of the document, click “Register as Personnel File Document“.
   Note: The command is not available if the document is already registered. The category assigned to the document can also cause that the command is not present. Alternatively, you can directly copy the document in the desired personnel file or personnel file folder.
3. Select the personnel file and personnel file folder the document should be registered to.
4. Add metadata if desired and click “Save”.

Re-registering a Document

Documents that are registered to a wrong personnel file or personnel file folder can be re-registered.

To re-register a document, perform the following steps:

1. Navigate to the desired document.
2. On the context menu of the document, click “Re-register“.
3. Select the personnel file and personnel file folder the document should be registered to.
4. Add metadata if desired and click “Save”.

The document is removed from the current personnel file folder and stored in the new personnel file folder.

Canceling a Document

A document of a personnel file cannot be deleted directly, but must first be canceled.

To cancel a document, perform the following steps:

1. Navigate to the desired document.
2. On the context menu of the document, click “Cancel Document“.
3. Click “Yes” to confirm the cancelation.

Note:

• Canceld documents can be found in a personnel file ( “Properties” context menu command) on the „Canceled Documents“ tab. The tab is only visible if at least one document or personnel file folder is canceled.
• Canceled documents can be put into the wastebasket by users who have at least change rights. Users with full control can permanently delete the documents, if no retention rules are violated.

Replacing a Document

A document with state “In Progress” or “Closed” can be replaced with another document. The replacing document may have a different format (e.g. a Word document can be replaced with a PDF document).

To replace a document, perform the following steps:

1. Navigate to the desired document.
2. On the context menu of the document, click “Replace“ > “Upload”.
   Note: Alternatively, you can click “Replace“ > “Scan”.
3. Choose a file the document should be replaced with and confirm uploading the file by clicking „Yes“.
4. Add metadata if desired and click “Replace”.

Registering Documents Automatically

Documents that are already in the system can be registered to personnel files using a CSV file. This method is useful if many documents should be registered.

To register documents automatically to personnel files, perform the following steps:

1. Import all documents in a Teamroom. The names of the documents have to be unique.
2. Navigate in the personnel file dashboard or in the desired personnel file shelf.
3. Click the “Register Documents” action.
4. Optionally, click the “Download CSV Template” to retrieve a template that describes the necessary data structure.
5. Enter the path to the CSV file in the Content field.
6. Click “Start Import”.
7. After the import has finished click “Next”.

The documents are stored in the corresponding personnel file folders.

Available CSV columns:

Note: The Fabasoft Cloud ID can be found on the “General” tab of the corresponding object. The import ID can be used to update objects and assign these objects to other objects.

If a user-defined form is assigned to documents, these properties can also be imported (the programming name of the respective property serves as the column caption).

Predefining Metadata With PDF Documents

When uploading PDF documents, the keywords of the document can be used to predefine metadata.

Format: FSC:persnum;fileshelfid;folder;category;validfrom;validto;state;

Example:

• All metadata are predefined:
  FSC:00002;COO.1.506.2.2177;PF_FOLDER_SALARY;PF_CAT_ZE;2013-05-23;2015-07-25;PersonnelFileDocumentInProgress;
• Category and Valid to are not predefined:
  FSC:00002;COO.1.506.2.2177;PF_FOLDER_SALARY;;2013-05-23;;PersonnelFileDocumentInProgress;