Configuring required documents

Introduction

Almost all organizations typically collect personal documents of their employees, usually for maintaining records for legal or compliance reasons.

In Yomly, you can collect, manage, and organize employee documents in Documents.

As a platform admin, to make it compulsory for employees to provide your organization with any specific documents, you can set up the related document types as required.

Objective

In this tutorial, you will learn how to configure a required document.

Procedure

You can configure a required document by creating a document type and setting it up as required.

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. (Optional) If applicable, select the Scanning Template that you want to use for the document.

   Yomly has built-in templates for passports, ID cards, and UAE residence visas that scan the uploaded files, extract values, and automatically populate data fields of the document.

   Using scanning templates, organizations can record specific information that they require from employee documents. For example, the Nationality field in the passport template can be used to record each employee's nationality.

   Automatic data extraction and entry saves employees the effort of manually entering the required data when uploading their documents. However, to take advantage of this feature, employees must upload documents that are clear enough for OCR.

6. Select the Required checkbox.

   Enabling this setting makes the document a required document for all employees.

   When you select this checkbox, the Audience field is displayed. Configuring an audience enables you to set up the document as a required document for only a select group of employees. For detailed information, see step 9.

7. (Optional) To begin tracking the document's expiry date (to enable you to send notifications and emails about its impending expiry), select the Expiry date checkbox.

   Enabling this setting makes it compulsory for employees to do the following when uploading the document:

   • Enter its expiry date

   • Upload their renewed document when the expiry date approaches

8. (Optional) To make it compulsory for employees to sign the document when uploading it, select the Signature required checkbox.

   If you enable this setting, you can also make enable the requirement for countersignature during document approval. To do this, select the Countersignature checkbox.

9. (Optional) To configure the document as a required document for only specific audiences (instead of everyone in the company), select one or multiple 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 Assignee Group.

10. Click Save & Activate.

The required document is configured.

When employees view their Required documents folder in Documents, the required documents that they need to upload are indicated as "missing" to them. After employees upload their required documents, they are no longer indicated as missing in the folder.

Creating a new audience

To create a new audience when configuring a document type, do the following:

1. Click Audience to display the drop-down menu.

2. Scroll to the bottom of the list and click + Create New.

   The Create Audience dialogue is displayed.

   

3. Enter the following details:

   1. Enter the Audience Name.

   2. In the Description section, based on how you want to select employees to include in the new audience, do any or both of the following:

      • Enter values in the following fields as required:

        • Audience
        • Organisational Units
        • Roles
        • Grades
        • People
        • Teams

      • Use scripting to select employees for the audience based on custom requirements. Do the following:

        1. Select Use Advanced Audiences.

        2. Enter your script in Audience Selection Script.

        

   3. Click Save.

Your new audience is created and automatically selected in the Audience field as the audience to whom the document type applies.

Related information

Creating document types