Objetive:
The objective of this article is to analyze and describe the process of document self-management by employees on the platform. It will examine how this practice allows employees to generate documents directly from their profile, considering the appropriate permissions and document configuration set by the administrator. Additionally, it will explore how this process impacts the efficiency of document access and employee satisfaction.
Scope / Limitations:
This article aims to provide a detailed guide for both employees and administrators, with the purpose of explaining the process of document management and auto-generation in the business environment. It describes in detail the necessary configurations that administrators must carry out to enable employees to manage their documents autonomously and successfully, an essential requirement in this process.
It is essential to note that for "Normal" profile types, which is the default profile for employees, certain permissions must be granted to access the "Documents" tab. These permissions are indispensable for employees to efficiently view and generate their own documents. The explanation of this process is mentioned below:
Legal Basis and Applications:
The practice of document self-management has become a common trend in many companies, driven by its notable benefits in terms of operational efficiency and reduction of administrative costs. This leads to more effective resource management and contributes to greater satisfaction for both employees and Human Resources or People departments. At Buk, we offer this valuable tool, which is supported by the legal foundations of electronic signatures and access to information related to documents.
It is important to highlight that, for a document to be auto-generated, the configuration of the templates is the responsibility of the platform administrator. This process is carried out by configuring the corresponding document templates. The administrator, to enable this function, must access "Administrativo" in the "Documents and Signature" module in the "Templates" section. In that view, they should search for the desired template and click on "Edit." Then, in the "Self-Management" section, check the box "Can be self-managed by the Employee." Once these adjustments are made, it is important to save the changes so that self-management is available to employees.
On the other hand, for the "Normal" profile, it is essential to ensure access to the "Documents" tab. This configuration is done and verified in the "Administration" (⚙️) section within the "Users and Profiles" settings. In the "Profiles" tab, you will find the button to "Configure the Normal Profile." Here, it is necessary to ensure that the "Documents" box is checked, which will allow employees with the "Normal" profile (employees) to view and generate documents effectively.
Once ready, employees will be able to manage their documents, the procedure for which is detailed below:
Process:
To facilitate access to documents and certificates, employees have two options available. They can request the necessary documentation from the Human Resources department or choose to self-manage the document. Self-management means that employees can generate documents directly from their profile, as long as they have the appropriate (normal) profile permissionsappropriateand when the document has been set by the administrator as "self-manageable."
Once the previous point has been reviewed, employees can go to their profile and access the "Documents" tab. There, they can click on the "Generate Files" option and select the template they wish to manage from the available options for auto-generation.
When selecting the desired document, they will be asked to provide any additional required information and to choose the company signers if necessary. Once this process is completed, employees can obtain the desired file by clicking the "Generate Document" button.
The document will be visible in the same "Documents" tab, where it can be reviewed and/or downloaded.
Here is a list of documents that are generally made available to employees for self-generation and download:
- Seniority Certificate.
- Study Request Certificate.
- Income Certificate.
- Leave and/or vacation requests.
- Employment Certificate.
Required Modules:
Base:People management.
Keywords:
Document self-management, normal profile, documents, certificates, electronic signature, income certificate, employee, administrator, profile, autonomous, processes, digitization, access, automation.
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🤖 This article was translated using artificial intelligence. View original article.