DMS Employee

The employee has access to their own personal file. The documents that are visible for employees are based on their security access (categories assigned and access level). Some documents are available as 'Read Only' for employees but they are not allowed to upload those documents. These documents will be added by Managers or HR users.

When an employee is logged into the application, the dashboard provides the starting point for all actions. These can be access via the tiles available on the dashboard.

Figure 1: Employee dashboard

Explanation of the fields/actions:

Items	Description
My Documents	This gives an overview of all documents of the employee.
Expiring content	Based on the maintained expiry date, expired documents will be visible here.
Add new document	This can be used by the employee to upload a new document.
Documents to approve	Includes documents that need approval from the employee.

Employee: Add new document

Click on the tile Add new Document to start the process:

A pop-up screen will appear to upload the new document:

Figure 2: Add a new document

Explanation of the fields/actions:

Items	Description
Upload file	Use this menu item to upload a new local file. This can be selected by clicking on ‘Browse’ or use the drag and drop functionality.
Name	This field is greyed out and will inherit the name of the uploaded document. Once the uploaded document is selected, the name of the document can be changed.
Description	Additional description that can be added when uploading the document.
Category	The document category assigned to the document.
Content expiry date	Used to define the expiration date of the document. If left empty, the expiration date will default to never.

Employee: My Documents

From this tile, all documents in the employee file that are available (based on security) will be visible. Even when a lot of documents are present, you will see the column headers:

Figure 3: My documents

Note the 3 tabs, where worker can see Active, Archived or All versions of documents. If there are newer versions of a document, the older, archived documents are not in the Active tab.

Explanation of the fields/actions:

Items	Description
Blue icons	These are the category groups and can be used as filters:
	Figure 4: My documents filtered on category
Name	The title of the document.
Description	Additional description that can be added when uploading the document.
Category	The document category assigned to the document.
Content Expiry Date	Used to define the expiration date of the document. If left empty, the expiration date will default to never.
Uploaded by	The worker name of the user, who uploaded the document.
Uploaded at	The date when the document was uploaded.
Assigned to	The user the document is assigned to.
Status	The workflow status of the document.
3 dot menu: Detail	Use this to see a preview of the document, and documents of the document itself.
	Figure 5: Document details
3 dot menu: Download	Use this option to download a version of the document.
3 dot menu: Update document	This option can be used to update the document. The old version will be archived.
New	Use this to upload a new document:
	Figure 6: Upload a new document

Employee: Expiring content

Click on the tile Expiring content to start the process:

From this tile, the "expired" and "expiring soon" documents in the employee file that are available (based on security) will be visible:

Figure 7: Expiring content

Explanation of the fields/actions:

Items	Description
Blue icons	In the figure above these are “All”, “Expired” and “Expiring soon”
	These are the predefined filter that can be used to see the documents. Per default the filter will be based on “Expired”.
	The “Expired soon” filter is based on the parameter setting [Click here] (Setup.md#parameters).
	Figure 8: Icons
Name	The title of the document.
Description	Additional description that can be added when uploading the document.
Category	The document category assigned to the document.
Content Expiry Date	The expiration date of the document.
Uploaded by	The worker name of the user, who uploaded the document.
Uploaded at	The date when the document was uploaded.
3 dot menu: Download	Use this option to download a version of the document.

###Documents to approve

This page shows documents from the worker that still have to be approved, and to whom it is assigned:

Figure 9: Documents to approve

Via the 3 dots, the document detail can be viewed:

Figure 10: Documents to approve - detail