Document Requests & Notes

This guide covers the Document Requests screen, and the closely related Notes feature on an employee's record — requesting and reviewing documents, and keeping dated notes.

Purpose

This answers: "What paperwork do we have on file for this person, and what's the running history worth remembering?"

Document Requests

HR can request a specific document from an employee — with an allowed file format and requirement spelled out. Once uploaded, a document can be approved or rejected, with a reason recorded if it's rejected. Documents can also carry an issue date, an expiry date, and an advance-notice window for expiry reminders.

Notes

A dated, free-text note can be added to any employee's record, with file attachments if needed. Notes build a running history over time — useful for anything worth remembering that doesn't belong in a formal document.

What Each User Sees

Action	Employee	Reporting Manager	HR Administrator
View & upload their own documents	✅	✅	✅
Request a document from their team	—	✅	✅
Approve or reject a document	—	✅	✅
Add a note to their team's record	—	✅	✅
View documents & notes company-wide	—	—	✅

How Visibility Is Decided

1. Ownership. Every employee can view and upload their own documents.
2. The reporting line. A reporting manager can request, view, approve, or reject documents, and add notes, for their team.
3. Permissions. Company-wide access to documents and notes requires the relevant permission.

Customization Options

• Document requests can specify an allowed file format and whether it's required.
• Expiry tracking is optional per document, with a configurable advance-notice window.

Good to Know

• Rejecting a document keeps the record, not just the outcome — the reason is kept on file alongside it.
• Notes are additive, not a replacement for documents — they're for context and history, while documents are the formal paperwork itself.

Every document, every note, on file.