Requirement

  • Received Documents - Tracking documents you have already received from employees, or are expecting to receive, is completely optional. In order to add/capture documents in OpenRDA, you must first create a list in OpenRDA of documents you would like to track. Create this list in HR → Personnel → Setup → Document Types.

Best Practice

  • Tracking New Hires - If you would like to track new hires' documents, utilize this Add/Capture Documents button, as part of the Add Personnel process, to do so. If you do not use this preferred method, you can add the documents later by going to HR → Personnel → Documents → Add/Capture Documents.

Add/Capture Documents

  • HR → Personnel → Add Personnel → Save → Add/Capture Documents
  • Populate all required fields, as well as optional fields, as desired.



FIELDSOpt.Rec.Req.Description
Personnel ID——♦Populates automatically from Add Personnel
Received Yet—♦—Indicates that you have already received the document
Date Received♦——Date you received the document from the employee
Date of Last Notification♦——Date you last notified the employee to provide the document; populating this field indicates that you have not yet received it
Check SSN with SSA♦——Link to the Social Security Administration's website, where you can register for their free SSN verification service
Document Type ID——♦Click Load to search for the document type you want to track; pulls from Personnel → Setup → Documents
Default Document Name to Document Type♦——Flag to populate the Document Type in the Name field
Name——♦Name of the document; this can be same as the Document Type, or a more specific name if you choose
*Capture Archive♦——Flag to make the Archive Type field available
*Archive Type♦——Click Load to search for the applicable file type; usually pdf
*Directory♦——Directory where the document exists; defaults from Archive module GSVs or from user's security profile
*Files Available for Capture♦——List of files in the stated directory that are available to be captured/saved; click to select the desired document
*Source Filename♦——Populates automatically once you have selected the desired document in the list of Files Available for Capture; select monitor icon to the right to view prior to saving
*Destination Filename♦——Populates automatically once you have selected the desired document in the list of Files Available for Capture; format is SSN.Document Type.YYYY-MM-DD-hh-mm-ss
Opt. = Optional  Rec. = Recommended  Req. = Required


(*Indicates F.A.S.T. Level 3 only, all these fields would be required to successfully attach a document)

  • Click the Save button.
  • Repeat for each document you want to track on this new employee.

Next Step