Whether it’s residence permits or employee certifications, documents with expiration dates are numerous and tracking them is often no easy task.
We offer to simplify the management of these documents, and show you how to track and configure them in BoondManager.
Summary
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Add documents to track
The documents to track are located in the Administrative tab of Resource records.
By clicking the + button, you can add a document of any type available in your dropdown menu.
Choose document type
The list here is configurable in Administration. Please refer to the section "Configure document types to track" to learn more.
Tracked / Not tracked state
If tracking is enabled, you will be notified by default 60 days before the document’s expiration date. This allows you to anticipate the deadline and plan the document renewal with your resource.
If tracking is not enabled ("Not tracked"), you will not be notified of the document’s expiration.
Note
When you save your new document, a section allowing you to store an attachment appears, enabling you to store the document directly at this location.
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Manage documents to track
Renewal
Thanks to notifications, the Main manager and HR manager of the Resource record will be alerted when the document reaches its expiration. They can then access the relevant document in the Administrative tab of the Resource (if their role allows access to the resource’s administrative data).
There are 2 options to renew a document:
From the Administrative tab, select the document to renew from the list of documents to track, then click the "Create renewal" link
From the document record to renew, click the arrow icon at the top right to renew it
Note
To end an alert, you can either renew the document or change the document’s state and set it to Not tracked.
Sharing
Just like any record in BoondManager, you can share a document to track with another manager via the sharing bubble:
either by email using the Share option,
or via a Discussion thread.
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Configure document types to track
Administration > Global Settings > HR Data tab > Document types to track section
By default, there are 2 document types: Residence permits and Certifications.
If needed, you can add more: authorizations, medical fitness certificates, transport passes... or any other document type with an expiration date that must be renewed for the resource to remain compliant.
Note:
If you do not wish to track one of the document types registered by default in the interface, you can archive it by clicking the "Archive" icon.
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F.A.Q.
What permissions are required to configure and add documents to track?
To configure / archive document types, you must have access to the Global Settings section in Administration.
To add / edit a document to track on a Resource record, you must have write permissions on the resource’s administrative data.
Once the document is renewed, will I still be notified of the previous document’s expiration?
When you renew a document, the previous document remains visible in the list but is automatically set to "Not tracked" to disable the alert associated with it.
I no longer want to be notified of a document’s expiration. How can I do this?
You can change the document’s state and set it from "Tracked" to "Not tracked".
I want to modify the alert period for documents to track. How can I do this?
By default, a notification will alert you 60 days before the document’s expiration date. To change this 60-day period, go to the Alert app configuration (Administration > Apps / Marketplace): find this alert in the Resources section to modify it if needed.
Who receives notifications for documents nearing expiration?
The notified persons for documents to track are the Main manager and HR manager.
What is the impact if I choose to delete or archive a document type?
You can delete document types you do not wish to use, or archive them directly from Administration > Global Settings > HR Data
If you archive a document type, documents of this type already created on resource records will remain visible but it will no longer be possible to renew the document or add new ones. You can reactivate an archived document type at any time.
If the document type is used on a resource record, it cannot be deleted (only archived).