Overview

Managing employee documents effectively is crucial for HR departments. This guide will walk you through the various functionalities available in the Employee Document List section, including adding new documents, updating existing ones, viewing employee details, opening documents, filtering, searching, sorting, and exporting data.

Adding a New Document

To add a new document for an employee, follow these steps:

1. Navigate to the Add New Document Form:

   • You can find the form for adding new documents under the “Add New Employee Document” section.

2. Fill in the Required Fields:

   • Employee: Select the employee from the dropdown list. This field is required.
   • Document Type: Choose the type of document (e.g., CV, NID, Passport, etc.) from the dropdown list. This field is required.
   • Document: Upload the document file. Accepted formats are ‘png’, ‘jpg’, ‘jpeg’, and ‘pdf’. The maximum file size is 200KB. This field is required.

3. Submit the Form:

   • Click the “Save” button to submit the form.
   • If you need to reset the form, click the “Clear” button.

Updating an Existing Document

To update an existing document:

1. Locate the Document:

   • Find the document you want to update in the document list table.

2. Edit Document:

   • Click on the three-dot menu under the “Action” column for the specific document.
   • Select “Edit Document” from the dropdown menu. This will open the document editing form.

3. Make Changes:

   • Update the necessary fields and upload a new document if needed.
   • Save the changes by clicking the “Save” button.

Viewing Employee Details

To view the details of an employee:

1. Find the Employee:

   • Locate the employee in the document list table.

2. View Details:

   • Click on the three-dot menu under the “Action” column for the specific document.
   • Select “View Employee” from the dropdown menu. This will take you to the employee detail page.

Opening a Document

To open and view a document:

1. Locate the Document:

   • Find the document you want to view in the document list table.

2. Open Document:

   • Click on the document icon (e.g., image icon) under the “Documents” column.
   • This will open the document in a new tab.

Filtering the Document List

To filter the document list based on specific criteria:

1. Open the Filter Options:

   • The filter options are available at the top of the document list page.

2. Select Filter Criteria:

   • Employee: Select an employee from the dropdown list.
   • Company: Choose a company from the dropdown list.
   • Branch: Select a branch from the dropdown list.
   • Department: Choose a department from the dropdown list.
   • Designation: Select a designation from the dropdown list.

3. Apply Filters:

   • Click the “Filter” button to apply the selected filters.
   • To reset the filters, click the “Clear” button.

Searching the Document List

To search for specific documents:

1. Use the Search Bar:

   • Enter your search query in the search bar located above the document list table.

2. View Results:

   • The document list will dynamically update to show the search results.

Sorting the Document List

To sort the document list:

1. Sort by Column:
   • Click on the column headers (e.g., Employee ID, Employee Name, Department, etc.) to sort the list.
   • Clicking on a header will toggle the sort order between ascending and descending.

Exporting the Document List

To export the document list to an Excel file:

1. Export Data:

   • Click the “Excel” button located at the top-right corner of the document list table.

2. Download File:

   • The document list will be exported and downloaded as an Excel file.