Document Enforcement Group

Admin Help Center · Onboarding

Document Enforcement Group

Make specific documents mandatory and signed during onboarding

The Document Enforcement Group in the onboarding process ensures that specific documents must be uploaded and signed by the employee. The configuration for this enforcement needs to be set up in the Document Sub Type section. Below are the key details of how it works:

WHO USES THIS

Admins or HR Managers setting up compliance in onboarding — anyone who needs to force specific documents (PAN, Aadhaar, contracts) to be uploaded before a hire is considered complete.

WHAT IT DOES

Flags selected Document Sub Types as "Enforce During Onboarding" so candidates cannot finish self-onboarding until every flagged document is uploaded and signed.

BEFORE YOU BEGIN

• Admin or HR Manager role with access to CoreHR → Employee Data Management
• Decide which documents employees must submit (for example, ID proofs, educational certificates, employment records)
• Optional: a template file employees should download, sign, and re-upload

WHAT YOU’LL ACHIEVE

You’ll configure a Document Enforcement Group so new joiners cannot complete onboarding without uploading — and where required, signing — the documents you specify.

⚙

Step 1 · Setup

Configuration in Document Sub Type

Path CoreHR → Employee Data Management → Document Sub Type

1. Navigate to CoreHR → Employee Data Management → Document Sub Type and Click + Add New
   
2. Enable the enforcement group to make the document mandatory during the onboarding process.
   
3. Employees can be required to upload necessary personal documents, such as ID proofs, educational certificates, or previous employment records.
   
4. If enabled, the employee is required to submit the necessary document during onboarding and will not be able to skip this step.
   

ON THIS SCREEN

• Path: CoreHR → Employee Data Management → Document Sub Type
• + Add New opens the Document Sub Type form
• Toggle Enforce During Onboarding to block skipping during self-onboarding

Fig: Document Subtype

💡 TIP

The Document Type dropdown is filtered by the Document Category you select, so choose the category first — the available types update automatically.

📋

Reference

Fields Description

⚠ HEADS UP

When Enforce During Onboarding is on, employees cannot skip the upload step. If a signed copy is required, upload the template file and explain what to sign in the mail content box below.

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In Action

Enforcement During Onboarding

Title	Description
Document Category Mandatory Field	Select the appropriate category from the dropdown menu, such as Employment, Personal, Education, etc.
Document Type Mandatory Field	The document type will be displayed based on the selected document category. For example, if "Education" is chosen as the document category, the available document types may include "Academic" or "Certificates."
Document Subtype	Enter a name for the document sub type.
Enforce during Onboarding	If this flag is enabled, the employee is required to submit necessary documents during onboarding and will not be able to skip this step. To create an enforcement group, click on + Add Document Enforcement Group, which will open a pop-up window. This will allow you to create a new group. Once created, select the newly created group from the Document Enforcement Group dropdown.
Document to be uploaded during self onboarding	During self-onboarding, the employer can upload the required document for the employee. The employee must download the document, sign it manually, and then upload the scanned copy as part of the onboarding process. If you upload a document, update the instructions in the mail content box below. The same text is shown to the employee during self-onboarding.

ON THIS SCREEN

• Enforce During Onboarding toggle in the Document Sub Type details panel
• When ON, the flagged document becomes mandatory for every self-onboarding
• Changes apply to new and in-progress onboardings from save time

Fig: Enforce During Onboarding

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Frequently Asked Questions

Q.Does enforcement apply to candidates already in self-onboarding?

Yes — enforcement is evaluated live. If you turn it on while a candidate is partway through, they will be asked for the now-mandatory document before they can submit.

Q.Can I enforce a document for only some groups (location, department)?

Use Document Sub Type + custom groups to scope enforcement: the sub type is attached to the group that should see it, so only candidates in that group are blocked.

Q.Why don’t I see my document type in the dropdown?

Document Type is filtered by the Document Category you pick. Make sure the category is correct — the sub types available are those attached to that category.

Q.What happens if a candidate refuses to upload?

They cannot submit self-onboarding. HR either removes the enforcement, accepts a substitute document, or returns the record with a message instructing the candidate to obtain the required file.

Q.Does this replace the legal e-sign / DocuSign step?

No. Enforcement just forces the upload. E-signature is a separate step configured via DocuSign or your e-sign integration, and runs after the document is uploaded.

What’s Next

NEXT ARTICLE

Steps for Individual Onboarding

Invite a candidate and watch the enforcement group gate their document step.

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