The complete list of fields and values of the Documents section.
| Field |
Required |
Description |
| Belongs to |
yes |
Asset or Employee, and the asset or employee itself. Can’t be changed after saving |
| Type |
yes |
A document type for the chosen owner. Can’t be changed after saving |
| Number |
no |
Document number |
| Issued by |
no |
The organization that issued the document |
| Issued |
no |
Issue date |
| Expires |
yes |
Expiration date; can’t be earlier than the issue date |
| Cost |
no |
In the company currency |
| Note |
no |
Free text |
| Attachments |
if the type requires it |
A scan or a photo of the document; up to 10 MB per file |
| Status |
When |
| Valid |
More days are left until expiry than the largest “Remind this many days ahead” value of the type |
| Expiring |
No more days are left than the largest reminder value; on the expiration day itself the document is still “Expiring” |
| Expired |
The “Expires” date has passed |
| Replaced |
A new document of the same type has been added for the same owner |
The status is calculated using the company’s date and can’t be set by hand.
| Field |
Required |
Description |
| Name |
yes |
Type name |
| Code |
yes |
An identifier in Latin letters; can’t be changed for built-in types |
| Subject |
yes |
Assets or Employees; can’t be changed for built-in types or for a type that has documents |
| Remind this many days ahead |
no |
Up to 10 values, each from 1 to 3650 days |
| Blocks usage |
— |
An expired document of this type is checked when the asset is checked out or moved |
| File required |
— |
A document is created only with a file, and its last file can’t be deleted; on by default |
A type can only be deleted if it isn’t built in and has no documents.
| Subject |
Name |
Code |
Reminders |
| Assets |
Warranty |
warranty |
30, 7, 1 |
| Assets |
Contract |
contract |
30, 7, 1 |
| Assets |
Certificate |
certificate |
30, 7, 1 |
| Employees |
Employment contract |
employment_contract |
30, 7, 1 |
| Employees |
Certificate |
certificate |
30, 7, 1 |
| Employees |
NDA |
nda |
30, 7, 1 |
Built-in types have “Blocks usage” off and “File required” on by default.
| Filter |
Values |
| Status |
All · Valid · Expiring · Expired · Replaced |
| Document type |
All · the company’s types |
| Subject |
All · Assets · Employees |
| Due within |
All · Next 7 days · Next 30 days · Next 90 days (already expired documents excluded) |
| Event in the notification settings |
Documents |
When |
| Document expiring |
Asset documents |
On the days set in the type |
| Document expired |
Asset documents |
The day after expiry, then once a week |
| Personal document expiring |
Employee documents |
On the days set in the type |
| Personal document expired |
Employee documents |
The day after expiry, then once a week |
By default, reminders go to the company owner; other recipients are added under Settings → Notifications → Routing.
| When it is checked |
What is checked |
Message |
| Checking out an asset, moving it to another location |
The asset’s expired documents of a type that blocks usage; when the asset is checked out to an employee, that employee’s such documents too |
“Expired documents on : ” |
| Company mode |
What happens |
| Warn (default) |
A warning in the form and the question “Check them out anyway?” / “Move them anyway?” |
| Block |
The check-out or transfer isn’t saved |
Returning an asset from repair isn’t checked.
In the role editor, the permissions are in the Documents group.
| Permission |
What it allows |
| View asset documents |
See the Documents menu item, asset documents, and the Documents tab on the asset card |
| Manage asset documents |
Add, edit, and delete asset documents; set up document types |
| View employee documents |
See employee documents and the Documents tab on the employee card |
| Manage employee documents |
Add, edit, and delete employee documents |
Without permission to view documents, the tab on the asset card is called Attachments and shows only files.
