Document Management

Document Management User Manual

This screen serves as the central repository for all official corporate and employee documents. The system allows you to archive files, categorize them, and track expiry dates to ensure compliance and avoid penalties, supported by a flexible document approval workflow.

1. Page Header & General Controls

The top section displays key tools for managing administrative tasks:

• Document Types Button (Indigo): Opens a dedicated screen to manage document categories (e.g., Passport, Civil ID, Driving License).
• Upload New Document Button (Blue): Starts the process of adding a new document for a specific employee.
• Status Alerts: Color-coded notifications appear upon successful completion of any action (Save, Edit, or Delete).

2. Advanced Search & Filtering System

To quickly locate a specific file among hundreds, the system provides smart filters including:

• Employee: View all documents linked to a specific staff member.
• Document Type: Filter results by category (e.g., only Contracts or only IDs).
• Status: Display documents that are (Pending, Approved, or Rejected).
• Expiry Date Range: Search for documents expiring within a specific timeframe.
• Upload Date Range: Track documents recently added to the system.

3. Document List (Main Table)

The table displays precise details for each uploaded file:

• Employee & Type: Shows the document owner and its official classification.
• Expiry Date: Displayed clearly for renewal tracking.
• Approval Status: Color-coded badges indicating the status (Yellow: Pending, Green: Approved, Red: Rejected).
• File Access: A blue file icon allows you to download the document directly from the table.

Quick Action Buttons:

• View: Opens the full document details page.
• Download: Saves a copy of the file to your device.
• Edit: Update data or replace the file (available for non-approved documents or authorized managers).
• Approve: Visible to managers only for formal document verification.

4. Upload & Edit Document Screen

When adding a new document, the system requires the following fields:

• Select Employee & Document Type: Mandatory fields to define document ownership and category.
• Expiry Date: Optional, but recommended to activate system alerts.
• File Selection: Upload the digital copy (supports PDF, images, and text files up to 5MB).
• Note: Once a document is approved, specific fields are locked to protect data integrity and can only be modified by authorized personnel.

5. Document Types Management

This sub-screen is used to define the "Templates" used for categorization:

• Add New Type: Enter names in both Arabic and English (the system auto-generates a unique code from the English name).
• Activation Status (Active/Inactive): You can disable a specific type to hide it from selection lists during upload without deleting it.

6. Full Document Details Screen

Provides a panoramic view including:

• Audit Data: The person who uploaded the file, the approver, and the exact approval timestamp.
• Validity Alerts: The system displays a red alert if the document is expired, and an orange alert if it is approaching expiry (within 30 days).