Employee Document Expiry Report

Report Overview

The Employee Document Expiry report is a specialized report that displays only expired documents and documents nearing expiration, along with the number of days remaining before each document expires. This report differs from the Document Summary report in that it focuses exclusively on documents that require urgent action, making the follow-up and renewal process easier. It is used as a proactive alert tool to prevent employee official documents from expiring without renewal.

Steps to View the Report

1. Click on Reports from the side menu.
2. Navigate to the Employee Reports section.
3. Select Employee Document Expiry Report.
4. You can apply a number of filters before viewing the report:
   • Employee: Search for one or more employees by name, code, or email. Multiple employees can be selected at the same time. If no employee is selected, the system displays all employees.
   • Document Type: Filter results to display a specific document type only. Available types are: National ID, Passport, Residence Permit / Visa, Driving License, Academic Certificate / Educational Qualification, Medical Fitness Certificate, Personal Photo (ID Style), Other. If no type is selected, the system displays all document types.
   • Status: Filter results by document expiry status.
     • Expired: Documents whose expiration date has passed the current date.
     • Expiring Soon: Documents that are approaching their expiration date.
     • If no status is selected, the system displays both statuses.
   • Branch: Filter results to display documents for employees of a specific branch only. Multiple branches can be selected. If no branch is selected, the system displays all branches.
   • Expiry Date (From) / Expiry Date (To): Filter documents that expire within a specific date range. Useful for focusing on documents expiring within the next month, for example.
5. Click Show Report to refresh the results, or click Reset to return to the default settings.
6. You can export the report using the Export button to:
   • CSV
   • Excel
   • PDF

Display Mode

The report is available in two display modes that can be toggled from the top of the page:

• Summary: Displays an aggregated summary of statistics for expired and soon-to-expire documents.
• Details: Displays each document individually along with the number of days remaining until expiration.

Report Columns

The table displays the details of each expired or soon-to-expire document across the following columns:

• Employee: The employee’s name and code with a direct link to their profile page.
• Document Type: The document classification (National ID, Passport, Driving License, etc.).
• Document Name: The specific name of the document as entered upon upload.
• Expiry Date: The date on which the document expires.

• Status Column — The Standout Feature of This Report

• • Expired: Displayed with a red badge for documents whose expiration date has passed.
  • Expires in: X days: Displayed with a yellow badge and a day counter showing the remaining days before the document expires — e.g., “Expires in: 1 day.”
• Uploaded By: The name of the user who uploaded the document to the system, with a link to their profile page.

Difference Between This Report and the Document Summary Report

The Document Summary report displays all documents across all statuses (Valid, Expired, Expiring Soon, Missing) along with charts. This report displays only expired and soon-to-expire documents with a precise day counter for each document — ideal for daily follow-up and early alerts.