The Documents of Record function enables you to store information on documents such as work permits, visa information, and medical certificates in one place. If required, you can also upload electronic versions of documents as attachments.
As a worker, you can create, maintain, and delete your own documents of record. If your document requires authorization, the verifier receives a notification.
If you select the country name, the document type associated with the country and global document types appear in the Document Type search. When creating a document of record, select the country name and document type based on your requirement. The valid from date value defaults to the Issued Date field. You can retain the date or change it.
Note: The person who registers the document type defines whether it requires authorization.
The default verifier is your supervisor. On verification, you also receive a notification.
Note: If the subject of the document is a contact or other person who does not exist as a user in Oracle HRMS, no notification is received.
As a manager or HR Professional, you can create, maintain, and delete documents for your direct reports and for other individuals whose records you can access.
Note: HR Professional users access the Documents of Record functionality using the forms-based interface. Self-service users (individuals and managers) access the functionality using the appropriate self-service menu.
Using the Documents of Record Function
The initial pages for the Documents of Record function differ according to the navigation path selected. If you use the Employee Self-Service responsibility, the first page lists your existing documents of record. Similarly, if you use the Manager Self-Service responsibility, the first page lists any existing documents of record for the worker selected in the hierarchy. From here, you can view, create, maintain, or delete documents of record.
If you are using a HR Professional responsibility and accessing the function from the forms-based interface, you can display a search page (by navigating to People > Search Documents of Record). Alternatively, to view, create, or maintain the documents of record for a person, display the person's record in the People window and access the Documents of Record function through the task flow (Others button).
As an HR Professional, you can also access the Documents of Record pages by selecting Fastpath > Documents of Record, and then selecting a person for the transactions.
If your enterprise has setup approvals for the Documents of Record function, then when you create or update a document of record, the Next button appears on the Create Document of Record or the Update Document of Record page. When you click the Next button, the Documents of Record Review page appears. It shows the details that you can review. You can view the supporting documents that were attached in the Create or Update page. Also, Add Adhoc Approvers region is available, and you can add further approvers and notification recipients.
When you click the Submit button on the Review page, the transaction is routed for approval. The Confirm page contains a confirmation message describing the status of the transaction.
When a transaction is pending approval, the Update feature is unavailable on the Documents of Record for Person and View Document of Record pages. The Documents of Record for Person page displays the document of record details in a table. Users can click the View icon to view further details on the View Document of Record page and also can click the attachment image to view all the supporting documents.
The Notification page that an approver receives to review the document of record does not display the Return for Correction button and the Update link.
Although Oracle provides several document categories, subcategories, and types for use with the Documents of Record functionality, you may need to create new objects to match your specific business requirements. Use the following process to create these objects.
To create a new document category, use the Application Utilities Lookups window and the DOCUMENT_CATEGORY lookup type. Enter the name of the new document category in the lookup code region, for example, Professional Information.
See: Adding Lookup Types and Values, Oracle HRMS Configuring. Reporting, and System Administration Guide
To create a new document subcategory, use the User Types and Statuses window:
Query the DOCUMENT_CATEGORY lookup in the Name field.
Enter the document category, for example, Professional Information, in the System Type column.
Enter the required subcategories in the Code column, for example, Diploma, Certificate, Award.
See: Creating User Types and Statuses, Oracle HRMS Configuring, Reporting, and System Administration Guide
To create new document types, run the Register Document Types (EITs) process.
When you have created your document types, you must associate them with a responsibility in the Information Types Security window (in the same way as you associate Extra Information Types with a responsibility).
See: Setting Up Extra Information Types for a Responsibility, Oracle HRMS Configuring, Reporting, and System Administration Guide
For more information on document categories and types, see: Overview of Document Categories and Types, Oracle HRMS Configuring, Reporting, and System Administration Guide
Use this process to create new document types for the Documents of Record functionality.
See: Overview of Document Categories and Types, Oracle Configuring, Reporting, and System Administration Guide
Run this process from the Submit Requests window.
To run the Register Document Types (EITs) process
In the Name field, select Register Document Types (EITs).
The Parameters window appears.
In the Document Type field, enter a unique name for the new document type.
Note: When the process runs, the application creates an internal name for the document type. The internal name is the same as the document type name and does not change, even if you subsequently change the document type name, for example, for translation. The internal name is used as the flexfield context.
In the Multiple Rows field, specify whether multiple occurrences of the same document type can exist. For example, for a birth certificate, the value would be No.
Select the country to which the document is applicable. You can leave the Country Code field blank to create a globally applicable document, for example, a passport document.
Enter the Category Code (mandatory) and Sub Category Code (optional).
See: Overview of Document Categories and Types, Oracle Configuring, Reporting, and System Administration Guide
Specify whether authorization is required for the new document type.
Click Submit.