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Manage document types

Document types help People administrators keep personnel records organised. A type describes the purpose of a document, such as a passport, employment agreement, or course certificate. It also defines what the document owner may do with documents in that category.

Before you start​

  • You need permission to administer People.
  • Agree on a small, clear set of categories before adding more. Similar names make documents harder to find and access rules harder to understand.
  • Document type permissions describe the owner's access. Additional access for HR, coordinators, and managers is controlled through Access Center and the document's access policy.

Add or change a document type​

  1. Open People, then Settings, then Document types.
  2. Choose Add document type, or select an existing type to edit it.
  3. Enter a clear name and optional description.
  4. Choose whether the owner may read, upload, or delete documents of this type.
  5. Save the document type.

Changes apply anywhere the document type is used. Review the impact before removing an owner's existing access.

Good to know​

  • The owner is the person whose personnel record the document belongs to; this is separate from who uploaded the file.
  • Some protected or system-managed document types are locked and cannot be changed.
  • A document type does not grant another person access by itself. Use a People access role and scope to decide which personnel and document areas another person may access.