Document categories: what they are and how to create them

Learn how document categories organize documents and control document access in Simployer Classic.

Document categories organize documents in Simployer Classic. They make it easier to structure documents, control access, and find the correct document when needed.

There are two types of document categories.

What are system-defined document categories?

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

For example, the Employment Contracts module automatically saves signed employment contracts in the Employment Contracts document category on the employee's profile.

What are custom document categories?

You create custom document categories to adapt the document structure to your organization's needs.

Examples include:

• Training certificates
• Personnel documents
• Payroll documentation
• Health and safety documents

How to create a document category

1. Go to Administration → Fixed registers → Document categories
2. Click + at the top of the page
3. Enter a name for the document category
4. Select where the document category will be available:
   • Units makes the document category available to departments in the organization structure
   • Persons makes the document category available on the employee's document tab

How access to document categories works

When you select where a document category will be available, specific standard roles are added automatically.

• Units:Document Administrator, Department Member, and Department Manager have access by default
• Persons:Document Administrator and Document Uploader have access by default

You can add other roles when needed. For example, you can give the Payroll Employee role access to document categories containing payroll-related documents. You can also add roles to system-defined document categories.

Important

The Direct Manager role is not added automatically. If the direct manager needs access to a document category, search for the role and add it manually.

How expiration dates and notifications work for document categories

You can define an expiration period for a document category. Select Expiration date if documents in the category should have a limited lifetime.

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

For example, if you select Year as the time unit and enter 3, the direct manager receives a notification three years after the document was uploaded.