This article explains how to define the documents you send to employees and how to group them on Configuration > E-document > E-document types. Users with the Add E-Document Type permission do this.

An e-document type is a single document sent to the employee (e.g. "Privacy Notice"). An e-document group is a list of documents used together; it is used to pick documents quickly when sending and to show documents on the E-Welcome candidate page.

Before you start

Your document must be a PDF of at most 20 MB.
If the document should be auto-filled with employee data, the PDF must contain form fields (see below).
If you will use timestamped approval, the company needs a Digital Credit balance; each timestamped approval spends 1 credit.

Step by step

Adding an e-document type

In the left menu, go to Configuration, pick E-document in the list on the left and the E-document types card at the top. The E-Document Types card at the top must be selected. The Active and Archived tabs above the list split the types by status. Search with the Search by e-document name box, and use the Timestamp filter next to it to see only timestamped (or not timestamped) types; the search and the filter work as one criterion, picking one clears the other. To sort, click a column header or Sort at the right end of the row (ascending, descending, off). When the list first opens, the most recently added type is at the top and the button reads Sort: Date added ↓.
Click Add.
Fill in the fields in the Add E-Document Type window:
- Name (required): The document name employees see.
- Timestamp (required): If you choose Yes, the employee approves the document with an SMS code sent to their phone and a timestamped copy of the approved document is created. If you choose No, no SMS code is required for approval.
- PDF template: Upload the document's PDF (PDF only, up to 20 MB). If you don't upload a file, the employee uploads their own PDF when approving (useful for documents you request from the employee, such as a copy of a diploma).
Click Save.

Auto-filled PDF fields: If the PDF you upload has form fields with the names below, these fields are filled with each employee's data when the document is sent and are made read-only:

PDF form field name	Filled with
`nameSurname` or `worker`	Full name
`identificationNumber`	Turkish ID number
`residentialAddress`	Residential address
`phoneNumber`	Phone number

Editing, archiving and deleting an e-document type

The row's Actions menu contains:

Send: Sends the document to employees (Sending e-documents).
Edit: Changes the document's name and timestamp setting. If you upload a new PDF the template changes; leave it empty to keep the current file. Documents already sent keep the file they were sent with. Needs the Add E-Document Type or E-Document Module Permission Management permission.
Archive / Unarchive: An archived document disappears from the list; to see archived documents, click the Archived tab above the list. Needs the Add E-Document Type or E-Document Module Permission Management permission; users who can only view types do not see these options.
Delete: Shown only for documents that have never been sent; permanently deletes the document.

Creating an e-document group

Click the E-Document Groups card at the top, then click Add. The group list has the Status (Active / Inactive) and Number of Document Types filters next to the Search by group name box; the Group Name, Number of Document Types, Paginated View and Status columns sort.
Fill in the fields in the Add E-Document Group window:
- Group Name (required).
- E-Documents (required): Choose the documents to add to the group.
- Edit E-Onboarding Candidate Page: When on, you split the documents into pages (Page 1, Add Page). This layout is used for the document pages shown to the candidate in E-Welcome (E-Welcome). Don't leave a page empty.
- Determine group by branch: When on, you choose the branches the group applies to.
Click Save.

From the group's Actions menu you can use Edit, Detail, Deactivate / Activate and Delete (editing and changing the status need the Add E-Document Type or E-Document Module Permission Management permission, deleting needs the Delete E-Document Type permission; users who can only view see Detail). Only active groups are listed in the send window.

Result

The document you added appears in the list under Teamso E-Document; the Timestamp column shows whether it requires SMS-code approval and the E-Document Approval column shows the uploaded PDF. The document can now be sent to employees. You can change the document's name, timestamp setting or file later with Edit.

Common problems

Symptom: There is no Delete in the document's Actions menu.
Cause: The document has been sent to at least one employee.
Solution: Remove it from the list with Archive.

Symptom: The full name field in the PDF is empty.
Cause: The PDF's form field name differs from the names in the table, or the document has no form fields.
Solution: Rename the field to nameSurname in your PDF editor and upload it again with Edit.

Symptom: The group window shows "You must split your documents into pages".
Cause: Edit E-Onboarding Candidate Page is on but a page is empty.
Solution: Add documents to each page or turn the option off.

Creating e-document types and groups