People · How-to
Keep an employee's documents and their expiry dates
Upload contracts, permits and certificates to a record, set an expiry date, and get a reminder when one is 30 days from lapsing.
Open the Documents tab
Open the person on People and choose “Documents”. “Files & expiry” lists what is on file, the soonest to expire first.
Upload a file
Press “Upload”. Choose the “File” (a PDF, an image or a Word document), pick its “Type” (passport or ID, contract, work permit, medical, certificate or other) and, if it expires, an “Expiry date”. Press “Upload”. Uploading needs a role that can edit People.
Read its status
A document with an expiry date shows “Valid”, “Expiring soon” when 30 days or fewer are left, or “Expired”.
Get the reminder
Once a document is within 30 days of its expiry date, everyone whose role can see People gets one notification about it. Change the date and the reminder is set again for the new one.
Correct, download or remove a file
Use the pencil (“Edit type or expiry”) to fix a type or date, the file name or the download button to open it, and the bin (“Remove”) to delete it. Setvos asks first, because a deleted file cannot be restored. Changing and removing files need a role that can edit People.
Ask for a Diia signature
The signature button (“Sign with Diia.Signature”) opens a dialog. Press “Ask for a signature”; the signer scans the code or opens the link on the phone that has Diia and confirms there. Setvos keeps the document as it was sent and the signature Diia returns. If the dialog says signing is not connected yet, it is not available to you yet.
Common questions
- Is the employee reminded as well?
Only if their own role can see People. The reminder goes to everyone whose role can, once per document.
- Do employee documents use my storage?
Yes. They count towards your workspace storage like any other file.
- Can I add documents from the phone?
Yes: on a record’s Documents, Upload from the Camera, Photos or Files, with a type and an expiry date; each shows as valid, expiring soon or expired. Open a document, change its type or expiry, or delete it, which asks first. “Sign with Diia” is there when signing is available; in test mode nothing is signed for real.
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