Documents & HR Templates

Udyamo HRMS provides a centralized document management system for storing, organizing, and retrieving employee documents — from identity proofs and tax declarations to offer letters and experience certificates. Alongside document storage, the platform includes an HR template system that lets you create reusable templates for payroll reports, offer letters, experience letters, and other standard HR correspondence.

This chapter covers both features in detail.

What You Will Learn

• How to navigate to the Documents section
• How to upload employee documents with proper categorization
• Supported file types and size limits
• How to view, download, search, and filter documents
• How to manage HR templates for payroll and correspondence
• Template creation, editing, and usage
• Document retention considerations

Prerequisites

Required: You must have an Administrator or HR Manager role to upload and manage organization-wide documents. Employees can upload their own documents through the self-service portal if enabled.

Document Management Overview

The Document model in Udyamo HRMS supports polymorphic document types — meaning documents can be associated with individual employees, departments, or the organization as a whole. Each document record stores the file, its category, a description, and metadata about who uploaded it and when.

Key Characteristics

Navigating to Documents

Organization-Wide Documents

1. Click Settings in the left sidebar.
2. Select Documents (or navigate to Settings > HR > Documents).
3. The Documents page displays all uploaded documents with filters.

Employee-Specific Documents

1. Click Employees in the left sidebar.
2. Click on the employee's name to open their profile.
3. Click the Documents tab.
4. The tab shows all documents associated with that employee.

Uploading Employee Documents

Step-by-Step: Upload a Document

1. Navigate to the employee's profile by clicking Employees > [Employee Name].
2. Click the Documents tab.
3. Click Upload Document (or the + button).
4. Fill in the upload form:

5. Click Upload or Save.
6. The document appears in the employee's document list.

Warning: Files exceeding 5 MB will be rejected. If you need to upload a large file, compress it or split it into multiple files before uploading.

Tip: Encourage employees to upload clear, legible scans or photos. Blurry or illegible documents may need to be re-uploaded, delaying verification.

Document Categories

Udyamo HRMS organizes documents into predefined categories. These categories help with searching, filtering, and compliance.

Identity & Personal Documents

Employment Documents

Financial & Tax Documents

Educational Documents

Medical Documents

Tip: If you need a document category that is not listed, contact your administrator. Custom categories can be configured in Settings.

Viewing and Downloading Documents

Viewing a Document

1. Navigate to the employee's Documents tab (or the organization Documents page).
2. Locate the document in the list.
3. Click the document name or the View icon.
4. PDFs and images open in a preview pane within the browser.
5. Excel and CSV files may prompt a download instead of a preview.

Downloading a Document

1. Locate the document in the list.
2. Click the Download icon (typically a down-arrow icon).
3. The file downloads to your local device.

Tip: For bulk downloads, select multiple documents using the checkboxes and click Download Selected. The files will be downloaded as a ZIP archive.

Searching and Filtering Documents

The Documents page provides search and filter capabilities to quickly locate specific files.

Search

• Use the Search bar to search by document name, employee name, or description.
• The search is case-insensitive and supports partial matches.

Filters

Tip: Use the Expiry Status filter regularly to identify documents like driving licenses, passports, or professional certifications that are about to expire. Proactively notify employees to upload renewed copies.

Employee Self-Service Document Upload

Employees can upload their own documents through the self-service portal, reducing the administrative burden on HR teams.

What Employees Can Do

• Upload personal documents (PAN, Aadhaar, bank details, etc.)
• View and download their own documents
• View documents shared by the organization (policies, handbooks)

What Employees Cannot Do

• View other employees' documents
• Delete documents uploaded by HR or admin
• Access organization-wide confidential documents

Step-by-Step: Employee Uploads a Document

1. Log in to Udyamo HRMS.
2. Navigate to My Profile > Documents.
3. Click Upload Document.
4. Select the Document Type, attach the file, and add a description.
5. Click Upload.
6. The document is saved and visible to the employee and their HR admin.

Warning: Remind employees to mask the first 8 digits of their Aadhaar number before uploading, in compliance with UIDAI guidelines. Udyamo HRMS stores documents securely, but masking is a regulatory best practice.

HR Templates

Udyamo HRMS includes a Template model that allows organizations to create reusable document templates for common HR correspondence and payroll outputs.

Template Types

Navigating to Templates

1. Click Settings in the left sidebar.
2. Select HR Templates (or navigate to Settings > Templates).
3. The Templates page lists all configured templates.

Creating an HR Template

Step-by-Step: Create a New Template

1. Navigate to Settings > HR Templates.
2. Click Add Template (or Create New).
3. Fill in the template form:

4. Insert placeholder variables where dynamic data should appear.
5. Click Save.

Placeholder Variables

Templates use placeholder variables that are replaced with actual data when the template is used to generate a document.

Example: Offer Letter Template

Date: {{current_date}}

Dear {{employee_name}},

We are pleased to offer you the position of {{designation}} in the
{{department}} department at {{organization_name}}.

Your annual compensation (CTC) will be INR {{annual_ctc}}.

Your date of joining is {{date_of_joining}}. Please report to our
office at 9:00 AM on your joining date.

This offer is contingent upon successful completion of background
verification and submission of all required documents.

We look forward to welcoming you to the team.

Regards,
HR Department
{{organization_name}}

Tip: Create multiple versions of the same template type if needed — for example, separate offer letter templates for different departments or seniority levels.

Editing and Deleting Templates

Editing a Template

1. Navigate to Settings > HR Templates.
2. Click the template name or the Edit icon.
3. Modify the content, name, or type as needed.
4. Click Save.

Warning: Editing a template does not retroactively change documents that were previously generated using that template. It only affects future document generation.

Deleting a Template

1. Navigate to Settings > HR Templates.
2. Click the Delete icon next to the template.
3. Confirm the deletion.

Warning: Deleting a template is permanent. If you may need the template again, consider renaming it to "(Archived)" instead of deleting it.

Using Templates to Generate Documents

Step-by-Step: Generate a Document from a Template

1. Navigate to the employee's profile.
2. Click Documents or Generate Letter.
3. Select the template you want to use (e.g., "Standard Offer Letter").
4. The system populates the placeholder variables with the employee's actual data.
5. Review the generated document. Make any manual edits if needed.
6. Click Download as PDF or Save to Employee Documents.

The generated document is automatically saved in the employee's document record with the appropriate category.

Document Retention Policies

Organizations should establish document retention policies that comply with Indian labor law and company policy.

Recommended Retention Periods

Tip: Udyamo HRMS retains all documents for terminated employees as part of the historical record. Documents are not automatically deleted when an employee exits. Review your retention policy annually and archive or purge documents that exceed the retention period.

File Validation Rules

Udyamo HRMS enforces the following validation rules when uploading documents:

Warning: Executable files (.exe, .bat, .sh), compressed archives (.zip, .rar), and other unsupported formats are rejected. If you need to upload a document in an unsupported format, convert it to PDF first.

Common Errors and Solutions

Best Practices

1. Standardize naming conventions. Use consistent document names (e.g., "PAN_Card_EMP001.pdf") for easy searching.
2. Verify documents at onboarding. Collect and upload all required identity and financial documents during the onboarding process.
3. Use templates for consistency. Generate offer letters, experience letters, and other correspondence from templates rather than creating them from scratch each time.
4. Review document expiry dates. Set up a monthly review of documents nearing expiry and notify employees to provide updated copies.
5. Limit access appropriately. Ensure that sensitive documents (medical records, salary details) are only accessible to authorized personnel.

What Comes Next

With documents and templates covered, the next part of the guide addresses communication and reporting features. Proceed to Chapter 42: Announcements & Notifications.