Replace an employee document and create a new version
Upload a validated replacement while retaining the previous v1.3.0 document version.
Exact navigation Admin Area → Human Resources → Employee Record Centre → Select employee → Documents → Replace
Code-backed scope These instructions follow Human Resource Management v1.3.0. Use only controls visible to your permission level and confirm the saved record or audit entry after every action.
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
- Open the document and click Replace.
- Choose a PDF, DOC, DOCX, JPG, JPEG or PNG file no larger than 10 MB.
- Review or update title, type, reference, issue date, expiry date and notes.
- Enter the required replacement reason.
- Click Replace & Create Version.
- Confirm the old version is Superseded and the new version is Active.
Fields and options
Replacement fileRequired; validated extension, size and MIME type.
Replacement reasonRequired and retained in version/audit history.
Issue/expiry datesValid dates; expiry cannot be before issue date.
Stored filenameRandom 20-byte hexadecimal name; file permission set to 0640.
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- The previous file is retained as a superseded version.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.
HR data safety Restrict identity, right-to-work, payroll, bank, health, disciplinary and document information to authorised staff. Do not place protected values in free-text notes, email recipients or screenshots.
Browse connected topics: employee document versioning