Overview of Document Records
Document Records is a generic and extensible transaction within HCM. It can be used in various ways as it supports granular levels of security, approvals, auditing, custom fields, attachments and so on.
The basic usage of Document Records is to capture documents records related to an employee's personnel file that are required by the various business processes of the organization. For example, birth and marriage certificates required for benefits processing, passport and visa documents required for business travel arrangements.
There's a difference between Document Records and attachments. Document Records is a combination of metadata and attachments. It enables you to capture key metadata information about the attachment that they upload. For example, Issue Date, Expiry Date, and Document Number.
| Document Records | Person Identification Info |
|---|---|
| Built after the initial release of HCM Cloud and designed to be a generic solution for capturing details of various document types across various roles. | Built to support easy migration from PeopleSoft to HCM Cloud. Also, these objects have some specific fields and potential localization validations applied to them and are intended for HR professionals and employees, not Line Managers. |
| There's no limit on the number of document types that can be configured. | Only these types are available: Citizenship, Driver's Licenses, Passports, Visa and Permits. |
| Additional document types can be added using the Document Types setup task. | Can't add additional types. |
| Stores all information in a single HR document records table. | Separate tables to store specific information such as passports, visas, and so on. |
| Supports Attachments. | Attachments aren’t supported. |
| Follows approval rule of Manage Document Records. | Follows approval rule of Change Personal Information: Citizenship, Change Personal Information: Driver's Licenses, Change Personal Information: Passports, Change Personal Information: Visa and Permits. |
| Access to document records can be managed through document type security profiles. | Access to objects in person identification info can be managed through specific aggregate privileges. For more information, see Securing HCM guide. |