This help guide will show you how to attach absence-related documents to an employee absence record.

Attaching an absence document

It's possible to attach a document, eg a fit note or a maternity certificate to an employee’s absence record.
Go to the following area:
- Latest (left-hand) menu: Holiday & Absence > Book & View Time Off
- Pre-2025 (top) menu: Personal Data > Time Management > Time Off
The screen will display a summary view of the absences for the selected employee
Click Insert New Record and record the absence in the usual manner

Note: For more details on Absence recording see the linked guide.

Having saved the absence information click back into the absence, an additional tab will be made available: Upload Documents
Click onto this tab and click Upload New Document > Select files... (you can also drag and drop onto the Select files button)
Locate the file as required and provide a Description and Notes if required
Click Upload
Confirmation that the document has been uploaded will be presented
The document is available to view by clicking Download
A Delete button also allows removal of the document for HR Users with appropriate permission. Non-HR user roles such as managers and employees will not be able to delete documents

Click back on the Details tab and click Update on the absence record
The document is now attached to the absence record but is also visible from the employee’s documents area

Viewing an absence document

Go to the following area:
- Latest (left-hand) menu: Personal > Personal Documents
- Pre-2025 (top) menu: Documents > Personal Documents
The screen will display a summary view of the documents for the selected employee and will include the absence document

Access notes:

On a document by document basis access to the file for the manager and for the employee can be changed in this view (by HR users only) and the file can be downloaded as required
The file has been stored in a Category called Absence Documents – this can be changed by selecting from the dropdown list as required

There are configuration settings related to absence documents which can be viewed by clicking (System >) System Configuration > System Configuration and either filtering or scrolling to the relevant line as below:

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