Objetive:
The objective of this article is to analyze and describe the process of document self-management by collaborators on the platform. It will examine how this practice allows collaborators to generate documents directly from their profile, considering the appropriate permissions and document configuration by the administrator. Additionally, it will explore how this process impacts the efficiency of document access and collaborator satisfaction.
Scope / Limitations:
This article aims to provide a detailed guide for both collaborators and administrators, with the purpose of explaining the process of document management and self-generation in the business environment. It describes in detail the necessary configurations that administrators must carry out to enable collaborators to autonomously and successfully manage their documents, an essential requirement in this process.
It is essential to note that for "Normal" profile types, which is the default profile for collaborators, certain permissions must be granted to access the "Documents" tab. These permissions are indispensable for collaborators 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 numerous 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 collaborators 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 self-generated, the configuration of templates falls to 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 must search for the desired template and click on "Edit." Then, in the "Self-Management" section, check the box "Can be self-managed by the Collaborator." Once these adjustments are made, it is important to save the changes so that self-management is available to collaborators.
On the other hand, in the "Normal" profile, it is essential to ensure access to the "Documents" tab. This configuration is carried out 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 collaborators in the "Normal" profile (collaborators) to effectively view and generate documents.
Once ready, collaborators will be able to manage their documents, the procedure for which is detailed below:
Process:
To facilitate access to documents and certificates, collaborators 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 collaborators can generate documents directly from their profile, as long as they have the appropriate (normal) profile permissionsin placeand when the document has been set by the administrator as "self-manageable."
Once the previous point has been reviewed, collaborators 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 self-generation.
Upon selecting the desired document, they will be asked to provide any additional required information and to choose the company signatories if necessary. Once this process is completed, collaborators 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 collaborators 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, collaborator, administrator, profile, autonomous, processes, digitization, access, automation.
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