Documents - Approval

Overview

The Documents menu in the Approval section displays all employee documents that need to be verified and approved. This feature allows you to manage important documents such as bank books, family cards, CVs, and other documents uploaded by employees.

Page Navigation

The Documents page is located in the Approval » Documents menu.

Document Statistics

At the top of the page, a summary of document statistics is displayed in card form:

Document List View

This page displays a table listing all employee documents with complete information.

Search Feature

A search column is available at the top of the table to help find documents based on:

• Employee name
• Document name
• Filename
• Document key
• Status

Table Structure

The table displays the following columns:

Table Data

Here are examples of data displayed in the Documents table:

Document Status

There are 3 document statuses:

Document Key

Here are commonly used Document Keys:

Actions on Documents

View/Download Attachment

Click the 🔗 (link) icon in the Attachment column to:

• View document preview (if format is supported)
• Download the document file
• Open the file in a new tab

Processing Document Status

To change document status:

1. Select the document to be processed
2. Click the Change Status button at the top of the table
3. Select new status (Approved/Rejected)
4. Confirm the change

Alternatively, you can click directly on the document row and change the status from the detail popup.

Multiple Selection

You can select multiple documents at once for processing:

Indication of selected documents:

• A notification "1 item(s) selected" will appear (or according to the count)
• The Change Status button becomes active
• Bulk actions can be performed for all selected documents

Other Features

Columns

Click the Columns button to arrange which columns appear in the table:

• Check/uncheck columns you want to display
• Arrange column order with drag and drop

Filters

Click the Filters button to filter documents based on:

• Status (Pending, Approved, Rejected)
• Document Key
• Upload date
• Employee

Export

Click the Export button to export table data to:

• CSV
• Excel
• PDF

Create Attachment

The + Create Attachment button is used to add new document attachments.

Create Employee Attachment Form

After clicking the Create Attachment button, the following form will appear:

Form Components:

File Upload Requirements:

• Drop files here or click browse through your machine
• Accepted formats: jpg, jpeg, png, pdf, doc, docx, xls, xlsx
• Maximum file size: 5MB

Optional Fields

Form Action Buttons

How to Create a New Attachment:

1. Click the + Create Attachment button
2. On the form that appears:
   • Select Employee from the dropdown
   • Fill in Document Name
   • Drop or Select file by:
     • Drag and drop file to the provided area, OR
     • Click the area to browse files from your computer
   • Fill in optional fields if needed (File Type, Document Key, Reference ID)
3. Click Create to save
4. Click Cancel to cancel

Processing Pending Documents

Approving Documents (Approve)

1. Filter the table to display documents with Pending status
2. Select one or more documents to be approved
3. Click the Change Status button
4. Select Approved
5. Confirm approval
6. Document status changes to Approved

Rejecting Documents (Reject)

1. Select documents with Pending status
2. Click the Change Status button
3. Select Rejected
4. Fill in rejection reason (optional)
5. Confirm rejection
6. Document status changes to Rejected

Filter by Status

Use the dropdown filter or Filters button to display documents by status:

• All - All documents
• Pending - Only waiting documents
• Approved - Only approved documents
• Rejected - Only rejected documents

Usage Tips

1. Prioritize Pending Documents - Always process documents with pending status first to avoid backlog.
2. Check File Completeness - Before approving, ensure the file can be opened and its contents match the Document Name.
3. Use Bulk Action - Utilize multiple selection to process several documents at once with the same status.
4. Monitor Statistics - Monitor the statistic cards above to know how many documents need processing.
5. Check File Type - Ensure the file format complies with requirements (PDF for official documents, JPG/PNG for images).
6. Good Documentation - Use consistent Document Keys to facilitate searching and grouping.
7. Pay Attention to File Size - Ensure files do not exceed 5MB for smooth upload and download processes.

Troubleshooting

Document Not Appearing in Table

• Check if the status filter is appropriate
• Ensure there are no limiting search filters
• Try refreshing the page
• Check internet connection

File Upload Failed

• Ensure file format is correct (jpg, jpeg, png, pdf, doc, docx, xls, xlsx)
• Check maximum file size of 5MB
• Ensure the file is not corrupted
• Try using a different browser

Change Status Failed

• Ensure status is still pending (not processed by someone else)
• Ensure you have approval access rights
• Try refreshing the page
• Logout and login again

Attachment Preview Error

• Ensure file format is supported for preview
• Try downloading the file and opening it locally
• Clear browser cache
• Check internet connection

Export Not Working

• Ensure no popup blocker is blocking the download
• Try limiting the amount of data exported
• Choose the appropriate format (CSV/Excel for data, PDF for reports)

Integration with Related Menus

Employee Database

Approved documents will be saved and accessible in the Employee Database menu under the employee documents tab.

Notification Center

Each new uploaded document will appear in notifications for users with approval rights.

User Activity Log

All approve/reject actions and document uploads are recorded in the activity log for audit purposes.

Next Steps

• General Information - Approval
• Timesheet - Approval
• Employee Database
• Document Management