Documents are added in the main employee form. They are optional for all roles, but if any documents exist, one must be primary: its details are used on the card and in print forms that support them.
Before you start
- Documents require permission to create or edit employees. There is no separate page for saving documents.
- The employee must be unarchived and accessible to you. The ERP administrator account cannot be edited in this section.
- Saving requires active account access: an active trial or paid access for at least one office. If the application asks you to choose a workplace, do so first.
- Prepare the passport series and number. Required details must also be completed in the main employee form, including a 12-digit tax ID.
Steps
Add a passport
- Open Organization → Employees. Find the employee and choose Edit employee in the row menu. You can also enter documents when creating a new employee.
- In Documents click Add document.
- Choose Document type — Russian citizen passport. Enter the Series with 4 digits and the Number with 6 digits.
- If needed, enter the Issue date, Issued by and Department code in the format 000-000. Expiry date and document name fields are not used for this type.
- If the document should be used on the card and in print forms, select Primary document. The first document added becomes primary automatically.
- Click Add document in the document window. Check that it appears in the main employee form’s list.
- Click Save in the main employee form, or Create when creating a new employee. Only this step saves the documents together with the employee.
Adding a document in its window does not yet save the record in the application. This form does not support uploading a passport photo or scan: it is used for entering document details.
Edit a document or choose a different primary document
- Open the main employee edit form and find the document under Documents.
- Click the edit button next to the document, update the fields and, if needed, select Primary document.
- Click Save document in the open window. Selecting another primary document clears this flag on all other documents.
- Check the Primary label in the list and click Save in the main employee form.
Delete a document
- In Documents click the delete button next to the required document and confirm.
- Check the remaining list. If the primary document was deleted and others remain, one of them becomes primary automatically.
- Click Save in the main employee form. You can remove all documents: they are optional.
Check the result
After saving successfully, the employee card opens. Check the primary document, then reopen editing if needed and check the full list. If documents exist, exactly one is primary.
Print forms that use the employee’s identity document receive the primary document’s details. For example, the responsible employee’s passport is used in a cash expense order for a manual personal payout. Without a primary document, the corresponding fields remain empty. Entering a passport does not automatically add it to every printed document or replace the customer’s identity document.
Troubleshooting
- Editing is unavailable: check your permissions and the employee’s status. An archived record must be restored first.
- Cannot add a document: check the type, 4-digit series, 6-digit number and department code format. Series and number are required; issue date, issuing authority and department code are optional.
- The document disappeared after leaving the page: make sure you saved the main employee form after closing the document window.
- A different passport appears in print: check the “Primary” label in the saved form and which employee’s details the document uses.
- The main form does not save: correct errors in the employee’s required fields and check company subscription access. Saving the document in a separate window does not replace these checks.