Guidelines for Loading Document Types

A document type, such as Performance Improvement Plan or Letter of Recognition, defines the purpose and treatment of documents of that type. When defining a document type, you include attributes, such as the document name, dates, and issuing authority, and specify whether they're required.

You can also specify an expiration notification period, indicate whether approvals are required, and enable multiple occurrences of the document. This topic describes aspects of the Document Type object that you must understand to load document types successfully using HCM Data Loader.

Document Categories and Subcategories

Document types belong to a document category and may also belong to a document subcategory. Document categories, such as Expenses or Payroll, provide a way to group document types for ease of retrieval and management. Document subcategories, such as Involuntary Deduction or Additional Income in the Payroll category, provide a further level of detail.

Before loading document types, ensure that referenced document categories and subcategories exist in the target environment. In the Setup and Maintenance work area, use the following to create document categories:

Functional Area: Workforce Information
Task: Manage Document Lookups

In the Setup and Maintenance work area, use the following to create document subcategories:

Functional Area: Workforce Information
Task: Manage Extended Lookup Codes

Document Types

When loading document types, you must provide a unique reference for the record being created. If your document type isn't country-specific, then you must supply a source key. This rule exists because the Country attribute forms part of the user key.

If you're loading a Document Type Delivery Preference component, then set the Hierarchy Code attribute of the Document Type component to either GENERAL or PAYROLL. If you omit this attribute or provide no value, then document delivery preferences aren't enabled for the document type.

The YES_NO_REQUIRED lookup is used for the Relevant and Required attributes when configuring a document type in HCM Data Loader. This table describes the lookup details:

Code	Value	Meaning
Y	Yes	Relevant
N	No	Not Relevant
R	Required	Required

Document Type Delivery Preferences

The Document Type Delivery Preference component enables users to specify delivery preferences for documents of the associated type. For example, you could enable users to specify that payslips can be delivered both on paper and online.

The delivery preferences for the document type can be overridden. That is, you can specify document delivery preferences:

At the payroll statutory unit level, for documents in the PAYROLL category
At the legal employer level, for documents in all other categories

In both cases, delivery preferences can be further overridden at department and location levels.

Document type appears at the top of the hierarchy. Both legal employer and payroll statutory unit appear at the second level of the hierarchy. Department appears at the third level of the hierarchy. Location appears at the fourth level of the hierarchy. — This figure summarizes the override hierarchy for document delivery preferences. Entries at any level of the hierarchy override those above them.

If you set the Allow Worker Override attribute to Y, then workers can specify document delivery preferences for themselves. Worker preferences override preferences at all other levels.