2018 September Release

Documents of a Personnel FilePermanent link for this heading

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 StatePermanent link for this heading

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    A Document that has been replaced by another document gets the “Replaced” state.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:

New State

Old State

In Progress

Closed

Canceled

In Progress

no

yes

yes

Closed

no

no

yes

Canceled

yes (by recovering the old state)

yes (by recovering the old state)

yes

Personnel File DocumentPermanent link for this heading

A personnel file document can contain several documents (even of different types). One document in the personnel file document can be defined as the main document. 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).

Depending on the Use case, you can use documents (for example, Microsoft Word document) and personnel file documents in the personnel file environment.

Creating a DocumentPermanent link for this heading

To create a document, perform the following steps:

  1. Navigate in 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 DocumentPermanent link for this heading

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 DocumentPermanent link for this heading

To scan and import a document directly on the workstation, 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 ScanPermanent link for this heading

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 DocumentPermanent link for this heading

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 DocumentPermanent link for this heading

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 DocumentPermanent link for this heading

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 DocumentPermanent link for this heading

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 DocumentPermanent link for this heading

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 DocumentPermanent link for this heading

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 DocumentPermanent link for this heading

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 DocumentPermanent link for this heading

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“.
  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 AutomaticallyPermanent link for this heading

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:

CSV Column

Field

Possible Value

PersNum

Personnel number of the personnel file

String

FileShelfId

Personnel File Shelf

Fabasoft Cloud ID (has to be specified if the import is carried out not in context of a personnel file shelf)

Folder

Import ID of the folder that should be used to store the document

String

Teamroom

Fabasoft Cloud ID of the Teamroom that contains the source documents

Fabasoft Cloud ID of a Teamroom

Document

Import ID or name of the document that should be assigned to the personnel file

String

DocumentName

Name of the document (optional, if the name should be changed)

String

Category

Import ID of the category that should be assigned to the document

String

ValidFrom

Valid from of the document

Date

ValidTo

Valid to of the document

Date

State

Processing State of the document

String (PersonnelFileDocumentInProgress, PersonnelFileDocumentClosed)

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.

Predefining Metadata With PDF DocumentsPermanent link for this heading

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;