For working with documents we have:

Contract documents
These can be generated from contract templates or directly uploaded. They are attached to contract terms which has a contract start date.
Personal documents - also known as label documents
These are uploaded files attached to a label from Personal document types.

Note: Our server limit for single document is 50MB

Permissions

Personal documents

Action	Access
Create document	Personal document type is available to current employee Employee documents permission (full access) Current employee is admin or higher ranked
Update document	Personal document type is available to current employee Employee documents permission (full access) Current employee is admin or higher ranked
Destroy / delete document	Document is not in pending state Delete contract document permission (full access) for a contract document Personal document type requires access to the type itself and permission to update document
Send document	Document is not sent or cancelled Allowed to execute e-signatur actions
Cancel document	Document is in pending state Allowed to execute e-signatur actions
Re-send document	Document is in expired state Allowed to update e-signatur actions
Add signers	Document is not in pending state Allowed to execute e-signatur actions
Update signers	Document is not in pending state Allowed to execute e-signatur actions

Users with lower access levels, such as store managers, cannot update documents for other employees. If access is required, they must contact the system administrator to request the necessary permissions.

Contract documents

Action	Access
Create document	Employee documents permission (full access) Employee contracts permission (any access) Current employee is admin or higher ranked Salary administration permission (any access)
Update document	Employee documents permission (full access) Employee contracts permission (any access) Current employee is admin or higher ranked Salary administration permission (any access)
Destroy / delete document	Document is not in pending state Delete contract document (full access)
Send document	Document is not sent or cancelled Allowed to execute e-signatur actions
Cancel document	Document is in pending state Allowed to execute e-signatur actions
Re-send document	Document is in expired state Allowed to update e-signatur actions
Add signers	Document is not in pending state Allowed to execute e-signatur actions
Update signers	Document is not in pending state Allowed to execute e-signatur actions

Users cannot upload documents for employees who hold a higher title or access level than their own. Document uploads must be performed by someone with an equal or higher access level than the target employee.

We have an option that allows employees to upload documents directly to specific categories on their own employee card from web. To use this feature, both of the following conditions must be met:

Permission requirement

The employee must have either "limited access" or "full access" to the permission type: My data card (own user card)

Label access requirement

The employee’s title must be associated with the relevant document category (label) via: Settings - HR - Personal document types.
Please note!
Employees can't upload documents to the Contracts category.
Once uploaded, documents can't be edited or deleted by the employee.

Role-Based Restrictions

Updating Documents for Other Users
- Users with lower access levels, such as store managers, do not have the ability to update documents for other employees. If access is required, the user must contact the system administrator to request the necessary permissions.
Uploading Documents for Higher-Level Employees
- Users cannot upload documents for employees who hold a higher title or access level than their own. Document uploads must be performed by someone with an equal or higher access level than the target employee.

Esignatur settings

The setup for Esignatur is handled in General settings. From the client we will need:

License key
Sender email
User id

Then we will have to establish:

Days to the end of signing request: how long can the document be in a pending status before it will expire.
Days amount when to send first reminder and reminder interval in days
Titles that can sign documents: this will decide which titles that can be employer signer
Signature from legal guardian required up to age

Who can sign documents

To be able to be an employer signer for a document, a title will need to:

Have title selected under Titles that can sign documents in General settings
Have permission: Employee Documents (Full access), Send to Esignatur (Full access)

Extra permissions and signing

Title 1 is selected in the General settings and has the correct permissions.
Title 2 is not selected in the General setting and does not have the correct permissions.
Employee X has title 1 and is employed in department A.
Employee Y has title 1 and is as well employed in department A.

Case 1:

X gets a “Copy from title” permission as a Title 1 for Department B. This will mean that X can be selected as employer signer and can sign documents for employees in Department B.

Case 2:

Y gets a “Copy from title” permission as a Title 1 for Department A. However this will not mean that Y can be selected as employer signer and can sign documents for employees in Department A. It would be the same if it was given for Department B.
The system will still look at your “original” title and check if it is in the General settings.

Documents and e-signatur

Permissions

Role-Based Restrictions

Esignatur settings

Who can sign documents

Extra permissions and signing

Flow for document process