Replace an employee document and create a new version

Upload a validated replacement while retaining the previous v1.3.0 document version. The guide then takes you through the correct route, the checks to complete before making changes, the workflow in order, and the evidence to review afterwards.

What you need before you start

• Access to Admin Area → Human Resources → Employee Record Centre → Select employee → Documents → Replace.
• The Human Resource Management: Edit capability or administrator access.
• The correct employee, record, period or authorised evidence.

How to do it

1. Go to the document and click Replace.
2. Select a PDF, DOC, DOCX, JPG, JPEG or PNG file no larger than 10 MB.
3. Check or update title, type, reference, issue date, expiry date and notes.
4. Enter the required replacement reason.
5. Click Replace & Create Version.
6. Verify the old version is Superseded and the new version is Active.

Fields and options

What the module checks

• The database update and file move are protected by rollback logic; the new file is removed if the transaction fails.
• The previous file is retained as a superseded version.

What happens next

The module saves the permitted change and records the resulting status, version, delivery or synchronisation evidence. Reopen the relevant register and verify it.

Troubleshooting

• If the control is missing, confirm the required HRM permission and module version 1.3.0.
• If saving fails, correct the exact field or state named in the validation message.
• If an email/automation is missing, review the module delivery/audit log and host cron/mail settings.

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