Document Issuance
How to configure the documents available for self-service issuance by employees.
The Document Issuance module allows configuring a set of documents that employees can generate themselves from their personal panel, without administrator intervention. The administrator defines which documents are available and the generation rules.
1. List of configured documents
The main page displays all the document types that employees can request and generate themselves.
Each document shown represents a document type (from the organization's catalog of mandatory documents) enabled for auto-generation.
2. Adding a document
Click "New Document" and select an available document type from the list.
The list only displays documents from the organization's catalog that are not already configured for auto-generation. If a document does not appear in the list, it means it has already been added or is not available for auto-generation.
3. Configuring a document
Click on a document in the list to configure it. The available options are:
| Setting | Description | Options |
|---|---|---|
| Generation limit | How often an employee can generate this document | No limit / Once a year / Once every 6 months |
| Previous revision status | The status the previous revision must have to allow a new generation | Any approved status / Expired / Expires in 15 days |
| Delete draft | Whether an existing draft is automatically deleted when the employee generates a new document | Yes / No |
| Author | The SSM operator who will appear as the author of the generated documents | |
| Instruction | Help text shown to the employee in the personal panel, before generation | Free text |
4. Deleting a document
Click the delete icon next to the document and confirm. Employees will no longer be able to generate that document type from the personal panel.
Deleting from the configuration does not affect documents already generated — these remain in the employees' files.
1. Main interface
"Issued Documents" section
Displays all documents generated by employees through the self-service mechanism.
| Column | Description |
|---|---|
| Employee | The name of the employee who generated the document |
| Employee ID | The employee's ID number |
| Document | The title of the generated document |
| Revision | The number of the generated revision |
| Status | The status of the revision (draft / approved / archived) |
| Issue date | The date and time the document was issued |
"Configured Documents" section
Displays the list of documents configured as available for self-service issuance. This is where you manage which documents can be issued.
2. Configuring available documents
Adding a document
- In the "Configured Documents" section, click "Add Document"
- Select the document from the available list (RequiredRecords marked as available for employees)
- Configure the issuance rules (see section 3)
- Confirm — the document appears in the list available to employees
A document can only be added once.
- Edit: Click the edit icon (pencil) next to the desired document
- Remove: Click the delete icon. The document no longer appears to employees; already-issued documents are not affected.
3. Issuance rules
| Rule | Options | Description |
|---|---|---|
| Generation limit | No limit / Annual / Semi-annual | How often an employee can issue the same document |
| Previous revision status | Approved / Expired / Expires in 15 days | The condition the last existing revision must meet to allow a new issuance |
| Delete draft | Yes / No | If the employee has an existing draft revision, it is automatically deleted when a new one is generated |
| Author | Free text | The value of the author field automatically filled in on the generated document |
| Instruction | Free text | Short message shown to the employee on the issuance page |
4. Monitoring issued documents
Click on a row in the "Issued Documents" section to navigate to the generated revision in that employee's file.
5. Filtering and search
| Filter | Description |
|---|---|
| Search | Partial text matching the employee's name, employee ID, CNP, or document title |
| Document | Filter by a specific configured document |
| Status | Filter by revision status (draft / approved / archived) |
6. Deleting an issued document
Click the delete icon next to the issued document and confirm.
Deleting removes the record from the Document Issuance module. To also remove the revision from the employee's file, delete it separately from their profile.