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Introduction
As standard documents can be uploaded to People First and attached to relevant transactions as appropriate in various places such as check ins, applications, learning courses, qualifications etc. This means that documents are securely held and are available in context.
People First and document management system
MHR has partnered with Document Logistix (DLX) to provide a document management system as an additional subscription.
Set up of document management with DLX in People First
Document management with DLX has to be enabled for the tenant in the Admin portal by MHR.
The integration with DLX is set up by Systems Administrator (under Settings -> Inbound Integration -> DLX)
Generate DLX PAT token:
- Add new with 'Attachments Integration' access area. Select 'Active' and create.
- Complete the token name and set an expiry date to the end of the migration project. Create.
System administrators can create and view document types in People First. This is needed in order to integrate with DLX.
Navigate to Administration > Settings > Outbound integration > Document Manager
Set up the integration using generated PAT token.
The document manager integration requires both DLX and PeopleFirst to maintain a mapping of subject types to document types. See table below.
The DLX mapping controls which documents types appear when searching for documents and how documents are categorized when uploading.
The PeopleFirst mapping provides a human readable name which is presented to users for each document type, and ensure that when uploading a document users are presented with the correct choice of document types.
On DLXs recommendation a document type can only be assigned to a single subject type. e.g. hrm-cv has been associated with the subject type hrm-personalinformation. Therefore it cannot be assigned to any other subject types.
If DLX is enabled then document types mapping to subject types is required in order for attachments to work.
Press Create to set up the document types:
- Create new document type
- Document type
- Max characters 80
- Each document type name must be unique and match a document type in DLX
- text, e.g. SICK-FIT
- Name
- Max characters 80
- text, e.g. Sickness fit note
- Subject Value (It will be in the format {context}-{feature} and it's the representation of what item is to be uploaded )
- Multi-select
- Mandatory - Error message if no selection made - "Subject value must not be empty"
- e.g. HRM-Absence
- Description
- Max characters 255
- multi-line text
- Active
- Checkbox
- Checkbox
- Document type
| Subject Type | Document Types |
|---|---|
| hrm-personalinformation | hrm-cv, hrm-lease, hrm-policyAcknowledgement, hrm-itRequestForm |
| hrm-certificateofsponsor | hrm-sponsorAllocationLetter, hrm-AssignmentConfirmationEmail, hrm-sponsorshipRefDocument |
| hrm-passportdetails | hrm-passportPhoto, hrm-fullpassport, hrm-emergencyPassportDoc |
| hrm-residencypermitdetails | hrm-residenceCard, hrm-BRP, hrm-indefiniteLeaveToRemain |
| hrm-sensitiveinformation | hrm-nationalInsuranceNumber, hrm-taxDocument, hrm-bankAccountConfirmation, hrm-DBS, hrm-backgroundCheck |
| hrm-disabilityinformation | hrm-occupationalHealthAssessment, hrm-reasonableAdjustmentsRequest, hrm-workplaceAccommodationPlan, hrm-medicalProfessionalLetter |
| hrm-driversdetails | hrm-drivingLicence , hrm-insuranceConfirmation |
| hrm-eusettlementstatus | hrm-euSettlementStatus, hrm-settledStatusDecision, hrm-homeofficesharecode |
| hrm-workpermitdetails | hrm-workPermitApproval, hrm-labourMarketApproval |
| hrm-visadetails | hrm-visaapprovalnotice, hrm-visaextensionletter, hrm-entryclearancedocument |
| hrm-absence | hrm-doctorsNote, hrm-absenceInsurance |
| hrm-schemesandbenefitsdetails | hrm-carallowancepolicy, hrm-benefitspolicydocument, hrm-privatemedicalinsurancepolicy |
| hrm-noticeperioddetails | hrm-terminationconfirmationletter, hrm-settlementagreement, hrm-gardenleaveconfirmationletter |
| hrm-probationperioddetails | hrm-probationconfirmationletter, hrm-probationreviewform, hrm-probationobjectivesdocument |
| hrm-jobdetails | hrm-offerletter, hrm-rolechangeletter |
| hrm-employmentsalarydetails | hrm-salaryreviewletter, hrm-bonusawardletter |
| hrm-hoursandbasisdetails | hrm-changeofhoursletter, hrm-flexibleworkingagreement |
