Legal Document

Legal Document is the centralized document management system for storing, organizing, and tracking all employee-related documentation in a secure digital repository.

Overview

On this page you can:

• Store all employee documents in one centralized location
• Track document expiration dates with automatic alerts
• Upload and organize documents by type and employee
• Download and preview documents instantly
• Maintain compliance with audit and legal requirements
• Search and filter documents across the organization

Key Capabilities:

• Multi-format file support (PDF, JPG, PNG, DOC, DOCX)
• Automatic expiry tracking with status indicators (Active, Expiring Soon, Expired)
• Role-based access control for document security
• Document type configuration for organizational customization
• Comprehensive audit trail for all document actions
• Advanced search and filtering capabilities
• Preview functionality for PDFs and images

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Key Features

📁 Centralized Document Repository

Single secure location for all employee documents - no more scattered files or email attachments.

Business Value:

• Find any employee document in 5 seconds vs 30 minutes searching emails
• Eliminate duplicate files stored in multiple locations
• Reduce document loss risk by 100%
• Save 15+ hours per month on document searching

Perfect for: HR teams drowning in physical files and scattered digital documents

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⏰ Smart Expiration Tracking

Automatic tracking and alerts for expiring documents prevent compliance issues before they happen.

Business Value:

• Never miss passport, certificate, or contract renewals
• Automatic color-coded status (Active, Expiring Soon, Expired)
• Reduce compliance violations by 90%
• Get notified 30 days before expiration

Perfect for: Companies with time-sensitive documents (permits, certifications, contracts)

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🔍 Powerful Search & Filter

Find exactly what you need instantly with advanced search capabilities.

Business Value:

• Search by employee name, ID, document type, or date
• Filter by department, document status, or expiry date
• Multi-criteria filtering for precise results
• Reduce document retrieval time by 95%

Perfect for: Large organizations with thousands of employee documents

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📊 Complete Audit Trail

Every document action logged automatically for compliance and accountability.

Business Value:

• Know who uploaded, viewed, or deleted any document
• Meet audit requirements effortlessly
• Complete timestamp history for all actions
• Ready-to-export audit reports

Perfect for: Companies requiring strict compliance and audit readiness

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🔒 Secure Access Control

Role-based permissions ensure only authorized personnel access sensitive documents.

Business Value:

• Protect confidential employee information
• Different access levels (Admin, Manager, Employee)
• Prevent unauthorized document viewing or downloading
• Meet data privacy regulations (GDPR, local laws)

Perfect for: Companies handling sensitive personal data

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📄 Multi-Format Support

Handle any document type - from PDFs to images to Word documents.

Business Value:

• Upload PDFs, images (JPG/PNG), Word documents (DOC/DOCX)
• Built-in preview for PDFs and images
• No need to convert files before uploading
• Support for common document formats used in HR

Perfect for: HR teams working with varied document types

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🏷️ Smart Document Categorization

Organize documents with predefined types and custom categories for easy navigation.

Business Value:

• 15+ predefined document types (ID, Passport, Contracts, etc.)
• Add custom document types for your specific needs
• Automatic grouping and organization
• Consistent categorization across organization

Perfect for: Growing companies needing scalable document organization

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💾 Unlimited Document Storage

Store as many documents as needed per employee with no artificial limits.

Business Value:

• No per-employee document count restrictions
• Complete employee history from hire to retire
• Storage optimized for long-term retention
• Scale without worrying about limits

Perfect for: Companies with extensive documentation requirements

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Key Concepts

Document Status Lifecycle

Every document has a status based on its expiry date:

Status	Description	Visual Indicator	Action Required
Active	Valid document, not expiring soon	Green badge	None
Expiring Soon	Expires within 30 days	Yellow/Orange badge	Request renewal from employee
Expired	Past expiration date	Red badge	Upload renewed document
No Expiry	Document has no expiration date	Blue/Gray badge	None

Key Points:

• Status updates automatically based on expiry date
• System checks daily for status changes
• Expiring Soon threshold: 30 days (configurable)
• Expired documents remain visible for audit trail

Document Fields

The employee document list displays important information in a table format:

Field	Description
Document ID	Unique identifier for the document
Employee Name	Name of the employee who owns the document
Employee ID	Employee's identification number
Document Type	Category of the document (ID Card, Tax ID, Certificate, etc.)
Document Name	Name or title of the uploaded document
File Name	Original file name of the uploaded document
Upload Date	Date when document was uploaded to the system
Expiry Date	Document expiration date (if applicable)
Status	Document status (Active, Expired, Expiring Soon)
File Size	Size of the uploaded file
Uploaded By	Person who uploaded the document

Document Categories

Common document types with expiry tracking requirements:

Document Type	Description	Typical Expiry	Required For
ID Card (KTP)	National identity card	5 years (or lifetime)	All employees
Passport	International travel document	5-10 years	International roles
Tax ID (NPWP)	Tax identification document	Lifetime	All permanent employees
Family Card (KK)	Family registration card	Lifetime	All employees
Birth Certificate	Official birth record	Lifetime	Onboarding verification
Marriage Certificate	Marriage registration	Lifetime	Marital status verification
Educational Certificate	Diploma, degree, certification	Lifetime	Qualification verification
Professional Certificate	License or certification	1-5 years	Specific roles
Employment Contract	Work agreement	1-3 years	All employees
Health Certificate	Medical examination results	6-12 months	Required positions
Insurance Card	Health/life insurance card	1 year	Insured employees
BPJS Card	Social security card	Lifetime	All employees
Bank Account	Account verification document	Lifetime	Salary recipients
Reference Letter	Employment recommendation	Lifetime	Onboarding
Other	Custom document type	Variable	As needed

Access Control & Permissions

Role-based access to ensure document security:

Role	Upload	View All	View Own	Edit	Delete	Configure Types
HR Admin	✅	✅	✅	✅	✅	✅
HR Manager	✅	✅	✅	✅	✅	✅
Department Manager	❌	Department only	✅	❌	❌	❌
Employee	Own only*	❌	✅	Own only*	❌	❌
Auditor	❌	✅ (read-only)	❌	❌	❌	❌

*If self-service enabled

File Requirements

Technical specifications for document uploads:

Aspect	Specification	Notes
Accepted Formats	PDF, JPG, JPEG, PNG, DOC, DOCX	PDF recommended for official documents
Maximum File Size	5 MB per file	Can be configured by admin
File Naming	Auto-generated unique name	Original filename preserved in metadata
Preview Support	PDF, JPG, JPEG, PNG	Word documents download only
Storage	Encrypted cloud storage	Secure and backed up daily

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Configuration

Before adding legal document, configure these master data settings that define document.

1. Document Type

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Best Practices

Document Upload

• Use PDF format for official documents (better security, preserves formatting)
• Verify file clarity before uploading (readable text, clear images)
• Name descriptively using Document Name field (e.g., "Employment Contract 2025-2027")
• Add document numbers when applicable (ID numbers, certificate numbers)
• Include notes for context (e.g., "Renewed on Jan 2025", "Copy - original with employee")

Expiry Date Management

• Always set expiry dates for time-sensitive documents
• Check expiring documents monthly (use Expiring Soon filter)
• Follow up 45 days before expiry to give employees time to renew
• Upload renewals immediately when received
• Keep expired documents for audit trail (don't delete)

Document Organization

• Use correct document types for consistency across organization
• Upload documents immediately after receiving from employee
• One document per upload for proper categorization and tracking
• Verify employee selection before uploading to avoid misplacement
• Review uploaded documents periodically for completeness

Security & Compliance

• Download backups regularly of critical documents
• Restrict access to authorized personnel only
• Audit document access periodically (who viewed what)
• Follow retention policies (keep for required period, delete after)
• Use secure connections when accessing documents (no public WiFi)

Search & Retrieval

• Use filters to narrow down large document lists
• Combine multiple filters for precise searches
• Save common filter combinations (if system allows)
• Export document lists for offline reference or reporting

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How to Use

How to Upload New Document

Steps:

1. Click "Upload Document" or "Insert" button

2. Select Employee:

   • Search by name or employee ID
   • Select from dropdown

3. Choose Document Type:

   • Select category from dropdown (e.g., "ID Card (KTP)")
   • If type doesn't exist, request admin to add custom type

4. Fill Document Details:

   • Document Name: Descriptive title (e.g., "KTP - John Doe")
   • Document Number: Official number if applicable (e.g., ID card number)
   • Issue Date: When document was issued (optional)
   • Expiry Date: When document expires (required for certain types)
   • Issuing Authority: Who issued the document (e.g., "Disdukcapil Jakarta")

5. Upload File:

   • Click "Choose File" or drag-and-drop
   • Select file from your device
   • Verify file name and size appear

6. Add Notes (optional but recommended):

   • Context about the document
   • Special circumstances
   • Reference information

7. Click "Upload" or "Save"

Validation checks:

• File size under 5MB
• Supported file format
• Employee selected
• Document type selected
• Document name provided
• Expiry date if required by document type

Result:

• Document appears in employee document list
• Status assigned based on expiry date
• Confirmation message displayed

tip

File naming convention:

• Use clear names: "Contract_JohnDoe_2025.pdf"
• Include dates when relevant: "Passport_2025-2030.pdf"
• Avoid special characters: Use underscores instead of spaces

How to View and Preview Document

View Document Details:

1. Find document in the list (use search/filter if needed)

2. Click on document name or info icon

3. View details panel showing:

   • Employee information
   • Document type and name
   • Document number
   • Issue and expiry dates
   • Upload date and uploader
   • Status
   • Notes

Preview Document:

1. Click "Preview" button or eye icon

2. Preview opens in modal/new window:

   • PDF: Full document with page navigation
   • Images (JPG/PNG): Zoomable image viewer
   • Word documents: Download only (no preview)

3. Navigate pages (for PDFs):

   • Use arrow buttons or scroll
   • Zoom in/out with +/- buttons
   • Fit to width or full page

4. Close preview when done

info

Preview is instant for PDFs and images. Word documents require download for viewing.

How to Download Document

Single Document:

1. Find document in list

2. Click "Download" button or download icon

3. File downloads to default browser download folder

4. Original filename preserved in downloaded file

Multiple Documents:

1. Select documents using checkboxes (if available)

2. Click "Download Selected" or bulk download button

3. Files download as individual files or in ZIP archive

tip

Save downloaded documents in organized folders:

• By employee: Documents/Employees/JohnDoe/
• By type: Documents/ID_Cards/, Documents/Contracts/
• By date: Documents/2025/January/

How to Update or Replace Document

Update Document Information:

1. Find document in list

2. Click "Edit" button

3. Update fields:

   • Document name
   • Document number
   • Issue date
   • Expiry date
   • Issuing authority
   • Notes

4. Click "Save Changes"

Replace Document File:

1. Click "Edit" on document

2. In file section, click "Choose New File" or "Replace"

3. Select new file from your device

4. Confirm replacement

5. Click "Save"

What happens:

• Old file permanently deleted (download first if needed)
• New file takes its place
• All metadata preserved
• Action logged in audit trail

warning

Before replacing:

• Download old file if you need to keep it
• Verify new file is correct document
• Cannot undo replacement

How to Delete Document

Steps:

1. Find document to delete

2. Click "Delete" button or trash icon

3. Confirm deletion in popup dialog:

   • System shows document details for verification
   • Warning that action cannot be undone

4. Enter deletion reason (if required)

5. Click "Confirm Delete"

Result:

• Document permanently removed from system
• Cannot be recovered
• Deletion logged in audit trail with user and timestamp

danger

Deletion is permanent!

• Download copy before deleting if you might need it
• Consider keeping expired documents for audit trail
• Check with compliance team before deleting official records
• Some documents may have legal retention requirements

How to Search and Filter Documents

Quick Search:

1. Use search box at top of document list

2. Type any of:

   • Employee name
   • Employee ID
   • Document name
   • Document number

3. Results filter automatically as you type

Advanced Filter:

1. Click "Filter" button or filter icon

2. Select filter criteria:

   By Employee:

   • Department
   • Branch/Location
   • Employee Status (Active/Inactive)

   By Document:

   • Document Type (ID Card, Passport, etc.)
   • Document Status (Active, Expiring Soon, Expired)
   • Upload Date Range
   • Expiry Date Range

   By User:

   • Uploaded By (specific user)

3. Click "Apply Filter"

4. Results update to match all criteria

Combine Filters:

• Use multiple filters simultaneously
• Example: "Show all Passports that are Expiring Soon for IT Department"

Clear Filters:

• Click "Reset" or "Clear All Filters"
• Returns to full document list

Save Filter Presets (if available):

• Save commonly used filter combinations
• Quick access to frequent queries
• Example: "Expiring This Month", "Contracts by Department"

tip

Common useful filters:

• "Expiring Soon + Active Employees" for renewal tracking
• "Expired Documents + Specific Department" for follow-up
• "Uploaded This Month" for recent additions review

How to Export Document List

Steps:

1. Apply filters if you want specific subset (optional)

2. Click "Export" button

3. Choose format:

   • Excel (XLSX) - for data analysis
   • CSV - for other systems
   • PDF - for printing/reports

4. Select fields to include (if customizable):

   • Employee information
   • Document details
   • Upload information
   • Status information

5. Click "Generate Export"

6. File downloads to your device

Export contains:

• Document ID
• Employee Name and ID
• Document Type and Name
• Document Number
• Issue and Expiry Dates
• Status
• Upload Date and User
• File Name and Size

Use cases:

• Monthly expiry report for management
• Audit documentation
• Backup of document metadata
• Transfer to external systems

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FAQ

What file formats are supported?

Supported formats:

Documents:

• PDF (Portable Document Format) - Recommended
• DOC, DOCX (Microsoft Word)

Images:

• JPG, JPEG (JPEG images)
• PNG (Portable Network Graphics)

Maximum file size: 5 MB per document (configurable by admin)

Why PDF is recommended:

• Better security (harder to modify)
• Preserves exact formatting
• Smaller file sizes
• Universal compatibility
• Built-in preview support

Can I upload multiple documents at once?

No, currently one document per upload.

Why:

• Ensures proper categorization per document
• Accurate metadata for each file
• Better tracking and audit trail
• Prevents upload errors and confusion

For multiple documents:

1. Upload first document completely
2. Save it
3. Click "Upload Document" again
4. Upload next document
5. Repeat for each document

Tip: If uploading many documents for one employee:

• Open employee detail page
• Use Documents tab for faster sequential uploads
• Employee already selected, just choose type and file

What happens when a document expires?

Automatic status changes:

30 days before expiry:

• Status: "Expiring Soon" (yellow/orange badge)
• Appears in expiring documents report
• Notifications sent (if configured)

On expiry date:

• Status: "Expired" (red badge)
• Highlighted in expired documents list
• Follow-up reminders sent (if configured)

The document:

• Remains fully accessible
• Still visible in searches and lists
• Preserved for audit trail and history
• Can be downloaded anytime

What to do:

1. Contact employee for renewed document
2. Upload new document when received
3. Keep expired document (don't delete) for compliance
4. Old and new documents both visible in history

info

Expired documents are kept, not deleted. They serve as historical records and audit trail.

Can I recover a deleted document?

No, deleted documents cannot be recovered from the system.

Prevention is key:

Before deleting:

• Download a copy to local storage
• Verify you're deleting correct document
• Check with team if anyone needs it
• Consider legal retention requirements

Alternative to deletion:

• Keep expired documents for audit trail
• Use filters to hide expired documents from view
• Archive rather than delete when possible

If accidentally deleted:

• Check if original file exists elsewhere (email, employee files)
• Request from employee if they have copy
• Contact system administrator immediately (may have backup)

Who can see employee documents?

Access depends on role:

HR Admin & HR Manager:

• View all employee documents across organization
• Upload, edit, delete any document
• Configure document types
• Full access to all features

Department Manager:

• View documents for employees in their department only
• Cannot upload or edit
• Read-only access for their team

Employee (if self-service enabled):

• View only their own documents
• May upload own documents (if permitted)
• Cannot view other employees' documents
• Cannot delete documents

Auditor:

• View-only access to all documents
• Cannot upload, edit, or delete
• For compliance review purposes

Security:

• All document access logged
• Audit trail tracks who viewed what and when
• Cannot bypass role restrictions

Is there a limit on documents per employee?

No fixed limit on number of documents per employee.

Practical considerations:

Storage:

• Total system storage may have limits based on plan
• Individual file size: 5 MB maximum
• Organization-wide storage visible to admin

Best practices:

• Keep only necessary and current documents
• Delete truly obsolete documents (after retention period)
• Use compression for large files when appropriate
• Consolidate multiple pages into single PDF

Typical employee document count:

• New hire: 5-10 documents
• Active employee: 10-20 documents
• Long-term employee: 15-30 documents (including historical)

If approaching storage limits:

• Admin can increase storage capacity
• Review and remove unnecessary duplicates
• Compress large image files
• Archive very old documents to external storage

Can employees upload their own documents?

Depends on system configuration.

If self-service enabled:

Employees can:

• View their own documents
• Upload new documents to their profile
• Download their documents
• Add notes to their uploads

Employees cannot:

• Delete documents
• Edit document types or expiry dates
• View other employees' documents
• Access configuration settings

Workflow:

1. Employee uploads document
2. Document marked "Pending Review"
3. HR reviews and approves
4. Status changes to "Active"

If self-service disabled:

• All documents uploaded by HR only
• Employees may view only (if portal access granted)
• Employees send documents to HR via email for upload

Check with your HR admin for current self-service settings.

How do I add a custom document type?

Requirements:

• System administrator or HR Manager role
• Access to Configuration section

Steps:

1. Navigate to: Employee Document → Configuration → Document Type

2. Click "Add New Type"

3. Fill in details:

   • Type Code: e.g., "VISA_WORK"
   • Type Name: e.g., "Work Visa"
   • Description: Brief explanation
   • Requires Expiry: Yes/No
   • Default Expiry Period: if applicable

4. Set Status: Active

5. Set Display Order: Position in dropdown

6. Click "Save"

Result:

• New type available immediately in upload dropdown
• All users can select this type for uploads
• Appears in all document type filters

Common custom types:

• Company-specific documents
• Industry certifications
• Regional permits or licenses
• Internal forms or agreements

tip

Consult with HR team before adding types to maintain consistent categorization.

What should I do with outdated document types?

Don't delete - Deactivate instead.

Why:

• Existing documents still reference this type
• Deletion breaks historical records
• Deactivation hides from new uploads while preserving history

Steps to deactivate:

1. Go to Document Type Configuration
2. Edit the document type
3. Change Status to "Inactive"
4. Save changes

Effect:

• Type no longer appears in upload dropdown
• Existing documents with this type remain unchanged and visible
• Can filter by this type in searches
• Can reactivate anytime if needed

When to deactivate:

• Document type no longer relevant to organization
• Replaced by new, more specific type
• Company policy change
• Regulatory changes

How long should documents be kept?

Depends on document type and regulations:

Indonesian legal requirements:

Minimum retention (common):

• Employment contracts: 10 years after termination
• Tax documents (NPWP): 10 years
• BPJS documents: 10 years
• Salary and payroll records: 10 years
• Work permits: 5 years after expiry

Permanent retention:

• ID cards and personal identity documents
• Educational certificates
• Professional certifications (until superseded)

Company policy:

• May require longer retention than legal minimum
• Check with legal/compliance team
• Industry-specific requirements may apply

Best practice in system:

• Keep all documents for active employees
• Keep resigned employee documents for 10+ years
• Mark for deletion only after retention period
• Export to archive before deleting from system

warning

Before deleting any documents, verify with legal/compliance team to ensure retention requirements are met.