Profiles and categories
Decide once what is needed. Anagrafika remembers it for every employee
A manager does not have the same documents as an apprentice. With profiles you set which document categories to expect for each one and which are required: the employee file does the rest.
The document checklist should not live in someone’s head
Which documents should a new hire have? And a manager? Often only one person knows the answer, and when they are on holiday the files stay half done. In Anagrafika you write the rule once, in the profile: expected categories, required ones and optional ones. Assign the profile to the employee and their file immediately shows the checklist and the completion percentage. Change the profile and it changes for everyone using it.
How it works
-
Start from the preset
With «Import Default HR» you get about 89 ready-made HR document categories and a profile that gathers them. You can run it more than once: it only adds what is missing.
-
You create your profiles
One profile for each kind of employee, such as «Manager» or «Apprentice»: pick the categories to include and, with one click, make required the ones that cannot be missing.
-
You assign it to employees
Choose the profile on the employee’s record. From then on the file shows the checklist, the missing required documents and the completion percentage.
You write the rule once. Every employee’s file follows it on its own.
What you can do
-
Required or optional, category by category
In each profile a category can be simply included or also required. The profile shows how many it contains, how many are required and how many employees it is assigned to.
-
About 89 ready-made HR categories
The Default HR preset covers the typical documents of the employment relationship, from hiring to training. You do not start from a blank page and you keep only what you need.
-
Categories you can switch on and off
A category you do not use can be deactivated: it disappears from the choices without touching documents already uploaded. When it is useful again, you reactivate it.
-
Ready for compliant preservation
Each category is linked to a preservation profile from the AgID catalogue (the Italian digital agency). So, if you switch on the Long-term Preservation extension, every document already knows how it must be preserved.
-
The profile guides, it does not block
The profile says which documents to expect, but you can always upload a category outside the profile to the file as well. The special case is never left without a place.
Frequently asked questions
What is the difference between a profile and a document category?
The category is the kind of document, for example «Employment contract» or «Training certificate». The profile is the list of categories you expect for a certain kind of employee, marking which ones are required.
Do I have to use the Default HR preset?
No. You can create profiles and categories from scratch. The preset is there to get you going fast: import it, deactivate what you do not need and add the categories that are missing.
What does an employee without a profile see in their file?
The file works just the same: you upload documents into any active category. Only the checklist is missing, because there is no list of expected documents to compare against.
If I delete a profile, what happens to the employees?
Anagrafika first tells you how many employees it is assigned to. If you confirm, those employees are left without a profile, but their documents are not touched.
The other Anagrafika features
Bring order to your personnel files
Request a demo: we’ll show you how Anagrafika collects, organizes and keeps personnel files complete.
Alex