How to Add a Document Type to a Employee Document Folder?

Introduction

Once you've created a folder in the Employee Documents section, you can define specific document types for that folder. A document type specifies what kind of file should be uploaded—such as a PAN card, offer letter, or relieving letter—and allows you to configure who should upload it and what validations should apply.

Adding document types helps ensure that the right documents are uploaded by the right people, with clear expectations.

Steps to Add a Document Type

To add a document type to a folder:

Go to the Documents tab from the top navigation bar.
Open the Employee Documents section.
Click on the Settings tab.
In the left pane, select the folder where you want to add a document type (e.g., Offer Letter).
Click +Add Document Type in the right pane.

Fill out the document type settings:

1. Name of the Document

Example: PAN Card, Offer Letter, Graduation Certificate
This is a required field and will be shown to employees or admins based on who needs to upload.

2. Description (Optional)

Add guidance or upload instructions for employees. Example: “Upload a scanned copy of your PAN Card.”

3. Upload Frequency

Choose whether:

Employee can upload only one document of this type
(For documents like Aadhaar, PAN, Passport)
Employee can upload multiple documents of this type
(Useful for certificates, experience letters, etc.)

Upload Rules and Settings

You can configure additional rules to control how this document type behaves:

Option	What It Does
✅ This document is mandatory	Marks the document as required for submission
✅ Employee can mark as not applicable	Lets employees skip if it doesn’t apply (e.g., Passport for local-only staff)
✅ File upload is optional	Allows use of form fields without uploading a file
✅ Document verification required	Marks the document for admin review and approval
✅ Ask for document expiry date	Prompts employee to enter expiry details (e.g., for visas, IDs)

Adding Form Fields

When defining a document type, you can add form fields to collect extra information from employees beyond just uploading a file. These fields appear during the document upload process.

Auto-added Field: Expires On

If you select “Ask employee for document expiry date”, a form field called Expires On will automatically appear.

Field Type: Date
Mandatory: You can choose whether it's required.
Use case: Ideal for documents like ID proofs, passports, or certifications that need renewal tracking.

Note: This field is auto-generated and doesn't need to be added manually.

Add More Custom Fields

You can add other fields by clicking +Add Field.

Available Field Types:

Field Type	Description
TextBox	Single-line input (e.g., Certificate Name)
Textarea	Multi-line input (e.g., Additional Notes)
Date	Date picker (e.g., Date of Issue)
Number	Numeric input (e.g., License Number)
Single Select Option	Dropdown with one selectable option (e.g., Grade: A, B, C)
Multi Select Option	Allows multiple selections (e.g., Technologies: Java, Python)
Time	Time-specific data (e.g., Slot timing for appointment letters)
Table	Structured input table with multiple rows/columns (e.g., project details or score breakdowns)
Date Time	Date picker & Time-specific data

For each field, you can:

Define whether it’s Mandatory.
Set default values or leave it open for employee input.

Save and Use

Once all settings are configured:

Click Save to add the document type to the folder.
It will now appear under the selected folder in the Settings tab.
Employees or admins will see the document listed in the profile document section based on the permissions set for the folder.

Example Use Cases

Folder Name	Document Type	Upload By	Special Rules
Identity	PAN Card	Employee	Single document, mandatory
Degrees & Certificates	Postgraduate Degree	Employee	Multiple allowed, optional expiry date
Employee Letters	Appraisal Letter	Admin	Marked for verification
Exiting Documents	Resignation Letter	Employee	Single upload, mandatory
Form I-9	I-9 Form	Employee	Expiry date required, mandatory

Tips

Use “Mark as not applicable” for document types that apply only to some roles or locations.
Use verification required when admins need to approve the uploaded document.
Add expiry dates for documents like ID cards or work permits so you can track renewals.