Creating document types

Document types are Yomly components that represent the different kinds of documents that your organization wants to collect.

As a platform admin, you can create and configure document types to do the following:

• Configure required documents for all or select groups of employees
• Track the expiry of employee documents
• Integrate signing and countersigning into the document collection process

To create and configure a document type, do the following:

1. In the sidebar, in the Business section, click Settings.

   

2. Go to Documents > Document types.

3. Click + Add document type.

   

   The Create Document Type page is displayed.

   

4. In Title, enter the name of the document type.

5. If applicable, select the Scanning Template that you want to use for the document.

6. To set this document up as a required document, select Required.

   When you select this checkbox, the Audience field is displayed.

7. To track the expiry of this document, select Expiry date.

8. To make it compulsory for employees to sign this document when uploading it, select Signature required.

   If you mandate signature, you can also make countersignature compulsory at the time of approval. To do this, select Countersignature.

9. (Optional) To configure this document as required for only specific audiences of employees instead of everyone in the company, select audiences in Audience.

   

   You can select an audience from the list or create a new one. For detailed information about creating a new audience on the go when configuring a document type, see Creating a new audience.

10. Click Save & Activate.

Adding document reminders

You can add document reminders to send auto-generated email notifications to remind employees and others responsible for document collection and compliance about approaching expiry dates.

Do the following:

1. Open the document type and in the Document Reminders section, click + Add Reminder.

   

2. Enter the following details:

   1. In Title, enter the name of the reminder.

   2. In Days before expiry, enter the number of days before the document's expiry that you want to send the reminder.

   3. In Recipient access level, select all the access levels that you want to send the reminder to.

      You can select the following options based on how you want to send the reminder:

      •   To send the reminder to only the employee whose document is expiring and not all employees, you can select Employee

      •   Similarly, to send the reminder only to the employee's manager and not all employees having the MANAGER access level, you can select Manager

      If you select any other access level, the reminder is sent to all employees having that access level.

   

3. Click Save.

The document reminder is displayed below the details of the document type.

You can add multiple reminders based on your business requirements.

Related information

Configuring required documents