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Documents

Introduction​

You can send different kinds of documents to all employees quickly and automatically. To auto-assign a document, the employee must have a payroll code set. To set it:

  1. Open the menu and go to User List.
  2. Find the employee and click them.
  3. In the profile, click Information.
  4. Under Additional Data, fill Payroll Code (Cód. Nómina). Do not reuse the same code for multiple employees.
  5. Click Save changes.

Payroll code

Document types​

  • Payslip
  • Severance (Finiquitos)
  • Settlement
  • Advances
  • Extra
  • Certificates
  • Bonuses

If you need another folder type, send the list to Nivimu to add it.

Upload a document​

  1. Menu → Management → Documents.
  2. Click the + icon (top-right) and a new window opens.
  3. Select Company: choose the company for this payslip.
  4. Select Type: choose the document type.
  5. Select the month.
  6. Select the year.
  7. Click Upload File and pick the file. The filename must be the employee payroll code.
  8. Click Accept, then find the document to validate it so it appears to the employee.
Note

Only PDF, CSV, or Excel files are allowed.

Upload payslip

Upload multiple documents​

  1. Name each file with the employee payroll code.
  2. Compress all files into a .zip.
  3. In Select Type, choose the document type.
  4. Upload the zip like a single document.

Upload multiple

Note

Only .zip files up to 20MB are allowed.

🔥

A file is linked correctly when Name and DNI/NIE appear in the table columns.

Accepted filenames​

To link each document to the employee, the filename must match one of these patterns (others may work if requested):

  1. The filename stays constant month to month and matches Payroll Code in the employee profile. Example: nomina_99781294A.pdf → set nomina_99781294A in Payroll Code.
  2. The filename contains the DNI/NIE (login) within nif_(DNI), e.g., nif_(99781294A), with any prefix/suffix.
  3. The filename starts with the DNI/NIE. Example: 99781294A/documento.csv.
  4. The filename starts with DNI/NIE followed by an underscore. Example: 99781294A_documento.csv.
  5. The filename includes codigo_(PAYROLL_CODE). Example: Nomina_Noviembre_codigo_(000089).xls.

Validate a document​

When uploaded, the View/Download button shows orange (not validated). To validate:

  1. Menu → Management → Documents.
  2. Locate the document by month/year or employee.
  3. Check the box left of the employee name.
  4. Click Validate selection (top-right).
  5. The page reloads and View/Download turns green.

Validate

  1. The employee is notified the document is available.
Note

To validate all at once, tick the box to the left of Name to select all employees.

Delete a document​

  1. Menu → Management → Documents.
  2. Find the document using the filters.
  3. Check the box left of the employee name.
  4. To delete all, tick the first box to the left of Name.
  5. Click the trash icon (top-right).
  6. Click Confirm.

Delete document

Search a document​

  1. Menu → Management → Documents.
  2. To search by employee, click Search employee and type the name.
  3. To view a specific month, click the month name and choose.
  4. To change the year, use the year dropdown.
  5. The table updates as you change filters.

Search document

Filter content​

You can filter by user, month, year, and document type. Columns:

  • Name
  • DNI/NIE
  • Company (filterable)
  • Type (filterable)
  • Month (filterable)
  • Year
  • Status

Statuses:

  • Unassigned: file not linked to any employee.
  • Pending: not validated, not sent.
  • Accepted: validated and sent.

Filter content

To clear filters, click Filter → Clear.

Clear filter

Document error​

If an upload errors and isn't linked, the filename likely doesn't match accepted patterns. To fix:

  1. Find the errored document.
  2. On the right, a red Fix button appears.
  3. Click it and enter the employee DNI.
  4. Click Confirm; the validate button should appear.

Fix payslip

  1. Finally, validate following Validate a document.