Document Type

Document Types are predefined categories used to organize employee documents. System administrators can manage document types to match organizational needs.

Accessing Document Type Configuration

Navigation: Employee Document → Configuration → Document Type

Default Document Types

System comes with 15 predefined document types (see Key Concepts section for full list). These cover common HR documentation needs for Indonesian companies.

Document Type Fields

When creating or editing document types:

Field	Description	Required	Format
Type Code	Unique identifier for the document type	Yes	Alphanumeric, no spaces (e.g., "ID_CARD")
Type Name	Display name for the document type	Yes	Text (e.g., "ID Card (KTP)")
Description	Explanation of what this document type is for	No	Text area
Requires Expiry	Whether documents of this type need expiry dates	Yes	Checkbox (Yes/No)
Default Expiry Period	Default validity period if applicable	No	Number (months or years)
Status	Whether this type is active and selectable	Yes	Active/Inactive
Display Order	Order in dropdown lists	No	Number

How to Use Document Type Configuration

How to Add New Document Type

Steps:

1. Navigate to Configuration

   • Go to Employee Document page
   • Click "Configuration" or settings icon
   • Select "Document Type"

2. Click "Add New Type"

3. Fill in type details:

   • Type Code: Unique identifier (e.g., "VISA_WORK")
   • Type Name: Display name (e.g., "Work Visa")
   • Description: "Work permit visa for foreign employees"
   • Requires Expiry: ✅ Check (Work visas expire)
   • Default Expiry Period: 12 months (if applicable)
   • Status: Active
   • Display Order: 16 (after existing types)

4. Click "Save"

Result: New document type appears in document upload dropdown for all users.

tip

Use clear naming conventions:

• CAPITAL_SNAKE_CASE for Type Code
• Title Case for Type Name
• Brief but descriptive descriptions

How to Edit Existing Document Type

Steps:

1. Navigate to Document Type Configuration

2. Find the type you want to edit in the list

3. Click "Edit" button

4. Update fields as needed:

   • Can change Type Name, Description
   • Cannot change Type Code (used in database references)
   • Can toggle Requires Expiry setting
   • Can change Display Order

5. Click "Save Changes"

What can be changed:

• Type Name (display only)
• Description
• Requires Expiry setting
• Default Expiry Period
• Display Order
• Status (Active/Inactive)

What cannot be changed:

• Type Code (database constraint)

warning

Changing "Requires Expiry" affects existing documents:

• If changing from No → Yes: Existing documents won't require expiry retroactively
• If changing from Yes → No: Existing expiry dates remain but not enforced

How to Deactivate Document Type

Steps:

1. Open Document Type Configuration

2. Find the document type

3. Click "Edit"

4. Change Status to "Inactive"

5. Click "Save"

Effect:

• Type no longer appears in upload dropdown for new documents
• Existing documents with this type remain unchanged
• Type can be reactivated anytime
• Cannot delete types that have existing documents

info

Deactivate instead of delete to preserve historical data integrity.

How to Reorder Document Types

Steps:

1. Open Document Type Configuration

2. Edit each document type you want to reorder

3. Update Display Order field:

   • 1 = First in dropdown
   • 2 = Second
   • 3 = Third, etc.

4. Save changes

Result: Document types appear in new order in all dropdowns.

Best Practice: Order by frequency of use - most common types first.