Employee Documents

Overview

Updated 07/08/2021

The Employee Documents section allows a user to alter and view the Documents and eDocuments attached to an employee. The two documents types are separated into sections and displayed on the Document and eDocument Tabs respectively.

Note: With the exception of ".exe" and ".dll," most document file types may be uploaded to Avionté Documents pages. 

Documents Tab

The Documents tab of the Documents item of the Employee section enables the management of documents that are pertinent to the employee.

 

 

 

Add a Document to the Employee

1. Select the type of document from the drop-down menu of the bottom-most cell of Type column.
   Note: The options in this drop-down will be set by your site administrator.
   
   
2. Click the Upload button to search the system for the document being added.

• Once the document has been uploaded, the name of the file will be displayed in the File Name column.
• Click Open to display the document. This will open the document in a new window.
  
  
• If email integration has been setup for Avionté, the document can be emailed by clicking the Email icon.
  
• Enter any special messages regarding the document into the appropriate cell of the Note column.
• Enter a date of expiration for the document by selecting a date from the date selector in the appropriate cell of the Expiration Date column.
• The cells in the Date Entered column will auto-populate a date according to the day the document was put into the system.
• The cells in the Entered By column will auto-populate the name of the user who entered the document into the system.
  
  

eDocuments Tab

 

The E-Documents tab is located in the Employee Documents section which controls and displays the eDocuments related to a selected employee.

Add an eDocument

1. Click the New eDocument button on the upper-left corner of the grid. The eDocument window will open.  
   
   
   
   
2. Indicate which eDocuments to add by placing a check in each corresponding box of the Select column.
   
   
3. When all of the edocuments to be uploaded have been selected, click the Finish button on the bottom-right corner of the window to add the selections to the grid.
   
   

 

View PDF Version of an eDocument

Once an eDocument has been saved into PDF format, either automatically or as described in the section that follows, the View PDF button for that document is enabled.

1. If not already displayed in the grid, choose View PDF from the Field Chooser options.
   
   
2. In the View PDF column, those documents that have PDF versions available are indicated by displaying the enabled View button.
   
   
   
   
3. Click the View PDF button to display the document in PDF version.
   
   
   

Save an eDocument to PDF Format

 

The Save PDF option for eDocument is available if the document is not configured to automatically generate a PDF version.

1. If not already displayed in the grid, choose Save PDF from the Field Chooser options.
   
   
2. In the Save PDF column, those documents that have not already been saved in PDF version and are at a complete status can be saved to PDF format by clicking the Save PDF button. If an e-Document is not yet complete, the button will appear disabled.   
   
   
   
   
3. A message will appear that the document was successfully saved as a PDF. The next time the screen refreshes, or if you force a refresh, the Save PDF button will appear disabled and the View PDF button will be enabled.
   
   
   

eDocument Field Chooser

Options available from the Field Chooser menu:

Field	Description
Active	Provides a check box to indicate whether or not the eDocument is active.
Date Completed	Indicates the date the eDocument was completed.
Date PDF Generated	Indicates the date that the PDF version of the eDocument was created.
Date Submitted	The date the e-Document was submitted.
EDocument Type	Displays the kind of eDocument.
Expiration Date	Indicates the date that the eDocument stops being valid.
Save PDF	Provides the option to save the eDocument in a PDF format.
Signature	Allows you to view signatures added to the eDocument.
Status	Indicates the status of the eDocument.
Verified	Provides a check box to indicate if the eDocument has been verified.
View	Provides an option to view the eDocument.
View PDF	Allows you to view the saved PDF file created from the eDocument.

 

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