BizCortex documentation

Personnel documents

Keep the personnel file, decide what the employee may see and generate letters from templates.

The Documents tab of an employee record is the digital personnel file. Each document has a category, a title, an optional expiry date and a visibility flag. Documents released to the employee appear in My area under Documents. Sick notes uploaded in Absences and CVs copied from a hired applicant also land here.

Personnel documents
Screenshot of this screen

Who can use this

  • Owner
  • Admin
  • HR manager

Steps

  1. 1. File a document

    In the card "File document" choose the category, enter a title and optionally a "Valid until" date, choose the file (PDF, images or office files) and confirm. The message "Document filed" appears.

  2. 2. Release or hide

    Use the row menu: "Release to employee" makes the document visible in My area. "Hide from employee" makes it HR only again.

  3. 3. Download or delete

    Use Download or Delete in the row menu.

  4. 4. Send for signature

    For PDF documents the row menu offers "Send for signature". It opens the electronic signature wizard with the employee as signer.

  5. 5. Generate a document from a template

    In the Lifecycle tab use "Generate document from template". Choose a template, optionally enter a title and additional placeholders (one key=value per line), decide whether it is visible to the employee, then click Preview or "Generate & download PDF". The PDF is filed in the personnel file automatically.

  6. 6. Generate a reference letter

    In the Lifecycle tab use "Generate reference letter (Arbeitszeugnis)". Choose Final reference or Interim reference, decide whether it is a qualified reference (with evaluation), grade Performance and Conduct from 1 (very good) to 5 (poor), and enter the job title, tasks, end of employment or the occasion of an interim reference. You can use the standard text or your own reference template.

Fields and options

Category

Contract, Reference letter, Payroll documents, Sick note, ID document, Qualification, Written warning, Application documents or Other.

Valid until

Expiry date, for example of an ID document or a work permit.

Visible to employee

Shown with an eye icon. Hidden documents are marked HR only.

Tips

  • Generated letters use the company letterhead and the language of the company country. A signature image from your user settings can be printed above the signature line.

Good to know

  • A final reference needs an end of employment date or an exit date in the record.
  • Uploads are limited to 25 MB per file.

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