Register private document references
Documents record metadata and an opaque reference to an existing private document store. This module does not upload, download or create public/signed URLs. EMPLOYEE_DOCUMENTS and document view/manage authorities are required.
Fields
| Field | Rule | Training example |
|---|---|---|
| Document Type | Required tenant-agreed text, max 50 | EMPLOYMENT_AGREEMENT |
| Title | Required, max 200 | Approved agreement reference |
| Storage Reference | Required text, max 500 | PRIVATE-HR-REF-01 |
| Issued Date / Expiry Date | Optional; expiry cannot precede issue if both given | Approved evidence dates |
| Issuing Country Code | Optional two uppercase letters | Approved relevant code |
| Status | PENDING, VERIFIED, REJECTED or EXPIRED | PENDING |
| Notes | Optional, max 1000 | Relevant private review context |
Add and review
- Confirm the document already exists in the approved private store and its access controls are appropriate.
- Open Documents → Add documents.
- Enter type, title and the non-public storage reference.
- Record dates/country where relevant and the truthful administrative status.
- Save and reopen the metadata to verify it.
- Use Edit / close for permitted metadata/status corrections under current version control.
PENDING/VERIFIED/REJECTED/EXPIRED are selected statuses, not an enforced independent verification workflow. No automatic expiry job or separate-person approval is implied. The reviewer must inspect actual evidence through the authorised store process.
Example: Record a contract metadata reference and PENDING status, then update to VERIFIED after approved review. Saving VERIFIED alone does not prove the external file exists or that a digital signature was validated.
Recovery and privacy
Do not paste credentials, signed URLs, raw file contents or unnecessary statutory identifiers into Storage Reference or Notes. Employee read access does not grant external document-store access. A missing external file needs investigation in that store; do not change status simply to hide the problem.
The browser shows text references, not a file browser. A syntactically valid country code is not a jurisdictional compliance assessment. Date validation checks ordering only. This is not an electronic-signature, document retention, automatic deletion or subject-access export workflow.