Documents and expiry alerts

A document has a type, a number, an issue and expiry date, who issued it, and any scanned copies you attach. It belongs to one of four owners:

An employee's ID / Iqama, passport, labour card and contract end stay in the HR file (see Employee HR files); they are alerted together with these documents.

Add a document#

1. Open the owner's list (see the table above) and click Add Document.
2. Choose the Document Type and enter the Document Number.
3. For a company or other document, choose the Branch it is for, or Whole company. In Saudi Arabia, for example, each shop has its own municipality licence. For an other document, also enter what it is For (e.g. vehicle, plate no.).
4. Enter the Issue Date and the Expiry Date. Leave the expiry date empty for a document that does not expire.
5. Optionally change Warn Before (days). Empty means the document type's default.
6. Enter Issued By and Notes if you like, and click Save.
7. The window stays open: click Attach Document to add the scanned copy (PDF or picture), then Done.

Click a document in the list to change it or to see and add its files. The list shows each document's state: Valid, Expires in n day(s) when it is in its warning period, Expired, or No expiry.

Renew a document#

When a licence or insurance is renewed, click the renew icon on its row (or Renew on the Expiring Documents page). Enter the new number, issue date and expiry date, click Renew, and attach the new copy. When the document type has a renewal period, the new expiry date is suggested for you.

The old document is kept as Renewed, with its files, so you keep the history of every licence. Tick Show renewed and cancelled to see it. Only the new one raises alerts.

• Cancel a document you no longer need (for example insurance of a vehicle you sold). It stays in the history and stops raising alerts.
• Delete removes a document and its files for good, for one entered by mistake. Deleting a renewal makes the document it replaced active again.

Expiring Documents#

Expired documents and documents due for renewal are shown in three places:

• Management Monitor: the alerts Expired documents and Documents due for renewal cover every kind of document, company, employees, assets and other, in your branches. Click one to open the employee, the asset or the list below. See Management Monitor.
• HR: HR & Payroll›Expiring Documents lists the employees' documents only, both the HR file dates and the documents above, with Renew. See Expiring documents.
• The full list: click the bell in the top bar and choose Documents expired or due for renewal, or Expiring Documents in Company Documents. It lists everything you have the right to see:

• Show: Due for renewal (warning period) lists each document from its own warning period; you can also show expired documents only, or everything expiring within 30, 60 or 90 days, 6 months or a year.
• Narrow it down by owner (For), Branch, or a search on the name, code, document or number.
• The figures at the top count what has expired, what expires within 30 days and what comes later.
• Click a row to open its owner: the employee, the asset, or Company Documents in Settings. Renew renews a document straight from the list.

You only see the owners you have the right to see, in your own branches.

The bell and the email#

The bell in the top bar counts the documents that have expired or are in their warning period, together with the memorized transactions that are due. Click it and choose Documents expired or due for renewal to open the list.

To be told by email too, open Settings›Documents›Document Expiry Alerts:

1. Tick Send an email listing the documents to renew.
2. Enter the Recipients, choose How often (Daily or Weekly (Monday)) and the time to Send at, and save.

The email covers every branch, lists expired documents first, and is sent through the account in Email setup and templates, only when something has expired or is due. Send Now sends it straight away to test. The same screen sets Warn before HR file dates expire (days), the warning period for the HR file's ID, passport, labour card and contract dates.

Document types#

Settings›Documents›Document Types lists the types for each owner. The same lists are also in the modules: the employee types in HR & Payroll›HR & Payroll Setup (Document Types tab), and the asset types in Fixed Assets›Document Types. A change in one place shows in the others. The employee types are also the choices when you attach a scan in an employee's Documents tab, together with the HR file's own documents. Fiscal starts you with the common Saudi and UAE documents. For each type you can change:

• the Name and Regional Name (shown when you work in Arabic);
• Warn Before (days), the default warning period of its documents;
• Renewal (months), to suggest the new expiry date when renewing;
• Active: an inactive type is no longer offered for new documents.

A type that documents use can't be deleted; make it inactive instead.

Who can do what#

• Company and other documents need the Company Documents right.
• Employee documents use the Employee right, and asset documents the Fixed Assets right (only on plans that include fixed assets).
• View lets you see them, Create add and renew, Modify change and cancel, Delete delete. The same rights apply to their document types.
• The email settings need the Preference right.

See User groups and rights.