What This Does

  • A Document Type is assigned to each Personnel Document.
  • A Personnel Document can be added to an employee via the Documents tab → Add/Capture Documents. On the Add Documents screen, a Document Type ID must be selected (from the Browse list) as a way to categorize the record.
  • More details can be added in the individual document record (i.e., Date Received, Date of Last Notification).
  • Personnel Documents can be viewed by going to Personnel Demographics → Personnel button → Documents.
  • RDA creates some Document Types (e.g., HIRE EMPLOYEE, TERM EMPLOYEE) in the Document Type Browse, so that reports associated with certain processes can automatically generate and be added to employees' records.
  • You may want to set up additional Document Types, so you can track documents you receive from employees; some types commonly added are Birth Certificate, I-9, W-4, Social Security Card, Drivers License, Transcript and Insurance Forms.


Requirement

  • F.A.S.T. Level 3 includes the added ability to scan the actual documents, and attach them in OpenRDA.


Document Type Browse

  1. Personnel → Setup → Document Types
  2. To make changes to a particular Document Type, select it, make changes as necessary, and click Save.
  3. To add a new Document Type to the table, click the Add (+) button, populate the fields as applicable, and click Save.
FIELDSOpt.Rec.Req.Description
Delete This Record♦——If flagged, the Document Type has been deleted, and will not be listed in the Select Document Type Browse, unless the Select When Delete Flag True boolean is flagged
Document Type Identification——♦Unique name for the type of document; limited to 15 characters
Upload to ESS flag—♦—If TRUE, then Document Type will be able to upload to ESS
Name♦——This field is often populated identically to the Document Type Identification field; however, this field holds up to 40 characters, so IDs can be expanded upon here (for example, an ID may be "DL", and the Name could be "Drivers License")
Description♦——This field is commonly left blank; this additional field is provided so that an even longer/more detailed description of the document type can be stored if desired
Opt. = Optional  Rec. = Recommended  Req. = Required