HR (HRM)

Documents and letters

Keep each employee's files (NID, passport, certificates, contracts) with versions and expiry dates, and produce letters and certificates from templates, one by one, in bulk or on request.

Contents: Who can use it · Screens · Employee documents · Document types · Expiring documents · Document templates · Issue a letter · Bulk letters · Letter requests · Employees: my documents and letters · Example · FAQ

Who can use it

Every plan: employee documents (upload, list, download), Expiring documents and My documents.
Also included: document versions, HR verification, changing document types, Document templates, Letters, bulk letters and My letters.
Employees reach their own documents and letters with no permission.
HR needs, in the Roles screen: the document vault permissions (List, Show, Upload, Update, Delete, Download, Verify), the document type permissions, the document template permissions (List, Show, Create, Update, Delete, Publish) and generated document permissions (List, Show, Generate, Download), and the letter permissions (letters: List, Issue, Download, Send, Revoke; requests: List, Create, Approve). Restricted document types also need the right to see identity data. Letters that print pay need the compensation field group.

Where: the employee documents are on HR → Employees → open a person → Documents tab. The other HR screens are in HR → Documents:

Menu item	Notes
Document templates	Button Generated documents at the top.
Letters	Buttons Bulk letters and Issue letter.
Signatures	See Signatures.
Expiring documents	Button Document types at the top.

Employees reach My documents and My letters from HR → Self service, or from the tiles on My HR.

The screens

Screen	Purpose
Documents tab	One person's files in folders, with status and expiry
Document types	The kinds of document you keep and their rules
Expiring documents	What expires soon, and files waiting for verification
Document templates	Letter, certificate and statement texts with merge fields
Generated documents	Every PDF made from a template, with its verification code
Letters	Tabs Issued, Requests and Bulk runs
My documents, My letters	The employee's own view

Employee documents

Open the person's Documents tab and click Upload.
Choose the Type. If the screen says "HR checks this kind of document before it counts", the file waits for verification.
Choose the File (PDF, image, Word or Excel, up to 10 MB). Optionally fill Title, Number, Issued on, Expires on (required for some types), Folder and Notes. Click Upload.

Files are grouped in folder chips (All, then one per folder). Each file shows its type, version, size, expiry with "N days left" and a status. Its menu has Download, Upload new version, Version history, Verify, Reject and Delete.

Upload new version keeps the old file in the history; the new one is checked again where the type needs it.
Verify or Reject (with a reason the employee sees) a file that is Waiting for check. Nobody verifies their own upload. If your organization has an approval flow for documents, the check goes through the approvals inbox instead.

Status	Meaning
Waiting for check	Uploaded, not checked yet
Verified	HR checked it
On file	The type needs no check
Rejected	Not accepted; the reason is shown
Expired	Past its expiry date

Document types

On Document types, click New type or Edit on a row. Set the Name, Category (Identity, Legal, Education, Employment, Medical, Financial, Other), the Folder new files go to and Keep old versions for (days). Switches: HR verifies uploads, Expiry date required, Restricted (only people who may see identity data, and the employee), Employees can upload it themselves and In use. Built-in types can be switched off but not deleted; a type that has documents cannot be deleted either.

Expiring documents

Pick a window (Within 30 days to Within 180 days). The list shows documents and certifications that expire in that window or already expired, soonest first, with Time left. Above it, Waiting for verification lists uploads HR has not checked. Click a row to open the employee's profile. Reminders go out automatically: HR gets a digest 30 days before, and the employee, their manager and HR are told 7 days before.

Document templates

Click New template. Enter Name, Key, Kind (Letter, Certificate, Statement), Language and Subject.
Write the Letter text. Click a merge field (Date, Company, Legal entity, Employee, Compensation) to insert it at the cursor. Fields marked "restricted" print pay.
In Preview, pick an employee under Fill for to see real values. Missing values are listed; a real document is never made with a blank.
Click Create draft, then Publish. Later edits use Save as new version; Versions lets you Use this text of an older one.

To make a document, use Generate in a published template's row menu: choose One employee or Several employees, an optional Watermark and (for one) a PDF password, then Generate or Queue documents.

Issue a letter

On Letters, click Issue letter. (No templates yet? Click Add starter letters, then read and publish them.)
Choose the Template and the employee. Optionally set Effective date and Purpose.
Choose Keep a copy in the employee's documents and Email the letter to the employee. Click Preview to check, then Issue letter.

The letter gets a verification code and a QR code. In the Issued tab each letter's menu has Download, Email to employee, Send for signature (see Signatures) and Revoke. A revoked letter stays on record, its QR code shows it as revoked, and it can no longer be downloaded or sent.

Bulk letters

Click Bulk letters. Under 1. The letter, choose the template, effective date and purpose.
Under 2. Who gets it, use By filter (legal entity, branch, department, employment type) or Pick people. The page shows "This reaches N employees" (at most 500 per run).
Under 3. Delivery, choose the vault copy and email. Click Preview for one, then Start for N employees.

The run page shows each person as Waiting, Generated or Failed, plus email status. Fix the cause shown, then click Retry failed. Download zip gets all letters. Past runs are on the Bulk runs tab.

Letter requests

Employees can ask for an Experience letter, a No objection certificate or a Salary certificate, when a published template exists. Requests appear on the Requests tab. Click Approve (the letter is generated in the background) or Decline with a reason. If an approval flow handles letter requests, they are decided in the approvals inbox and show "Waiting in the approvals inbox". A request marked Needs HR could not be generated; fix the cause and click Generate now.

Employees: My documents and My letters

My documents: upload what HR asks for and replace what is about to expire with Upload new version. A verified document can only be changed by HR.
My letters: download letters HR issued to you. Click Ask for a letter, choose the Letter, a Purpose (for example a visa application) and Needed by, then Send request. You can Withdraw a waiting request. You can have one open request per letter type.

Example scenario

Padma Net Support. Rahim Uddin uploads his passport on My documents; it shows Waiting for check until HR's Shirin verifies it. Sixty days before it expires it appears on Expiring documents. In March, HR uses Bulk letters to send the increment letter to the whole NOC department, retries two failed letters after adding missing joining dates, and downloads the zip. Sumi Akter asks for a salary certificate for a bank loan; HR approves it and the PDF lands in My letters.

Troubleshooting and FAQ

"Upload" is missing. You need the upload permission, and at least one document type that is in use (and that employees may upload, on your own page).

"This type of document needs an expiry date." Fill Expires on.

A letter says values are missing. The employee record lacks a merge field value. Fill it on the employee, then retry.

Ask for a letter is missing. No requestable letter type has a published template yet. Ask HR.

Employees · Signatures · Self-service · Onboarding · Access control

9bx user guide