Document Categories

Document categories are used to organize documents in Simployer Classic. Using document categories makes it easier to structure documents, manage access, and quickly find the information you need.

There are two types of document categories:

System-defined document categories

System-defined document categories are created by Simployer and used by different modules in the system.

For example, in the Employment Contracts module, signed employment contracts are automatically stored in the Employment Contracts document category on the employee profile.

Custom document categories

Custom document categories allow you to create your own document structure based on your organization's needs.

Examples include:

• Training certificates
• Personnel documents
• Payroll documentation
• HSE documents

Create document categories

Navigate to:

Administration → Fixed registers → Document categories

Click the + button at the top of the page to create a new document category.

Enter a name for the category and choose where it should be available.

You can choose between:

• Units – the category is available on departments in the organizational structure.
• Persons – the category is available on the employee's Documents tab.

Manage access to document categories

When you choose where the category should be available, some default roles are automatically granted access.

Units

The following roles have access by default:

• Document Administrator
• Department Member
• Department Manager

Persons

The following roles have access by default:

• Document Administrator
• Document Uploader

Additional roles can be added if needed.

For example, you may want to give the Payroll Administrator role access to payroll-related document categories.

Note: Additional roles can also be added to system-defined document categories.

Direct Manager

The Direct Manager role is not added automatically.

If direct managers should have access to a document category, the role must be searched for and added manually.

Expiration date and notifications

You can define an expiration period for document categories.

Enable Expiration date if documents in the category should only be retained for a limited period.

You can also enable Notify about document deletion on expiration date.

Example:

If you select the time unit Years and enter the value 3, a notification will be sent to the employee's direct manager three years after the document was uploaded.

Related articles

• Documents – Overview
• Documents on Units
• Documents on Employee Profiles