tbl_assigneddocument

-1 rows


Description

Module: HRMS Document Module
Purpose: Tracks document assignments to employees and manages the digital acknowledgment workflow for critical HR documents.
Data: Each row represents a document assigned to an employee that requires formal acknowledgment, capturing the complete digital signature process.
Process Usage:
- Manages the lifecycle of document assignments from assignment to acknowledgment.
- Captures legally compliant digital signatures with audit trail.
- Tracks employee acceptance of policies, agreements, and compliance documents.
Key Points:
- Comprehensive audit trail for legal and compliance requirements.
- Integrated digital signature capture with geo-location and IP tracking.
- Status-based workflow management for document acknowledgment.
Business Impact: Ensures regulatory compliance, provides legal proof of document receipt and acceptance, and automates the acknowledgment process.

Columns

Column Type Size Nulls Auto Default Children Parents Comments
id serial 10 √ nextval('tbl_assigneddocument_id_seq'::regclass)

Primary key
Format: Long (auto-increment)
Used as: Unique identifier for each document assignment record.
documentid int8 19 √ null
hr_documentmaster.documentid Implied Constraint R

FK: Reference to document master table (e.g., tbl_documents.id)
Purpose: Links to the original document that was assigned to the employee.
Usage: Maintains relationship with document metadata and version information.
documentname text 2147483647 √ null

Format: String
Purpose: Human-readable name of the assigned document for display purposes.
Examples: “Company Policy Handbook”, “Code of Conduct”, “NDA Agreement”, “Safety Guidelines”
UI Usage: Displayed to employees during the acknowledgment process.
categoryname text 2147483647 √ null

Format: String
Purpose: Categorizes the document for organizational and reporting purposes.
Examples: “Policy”, “Compliance”, “Onboarding”, “Legal”, “Safety”
Business Use: Enables filtering and reporting by document categories.
employeeid varchar 500 √ null
tbl_employee.employeeid Implied Constraint R

FK: public.tbl_employee.employeeid
Purpose: Identifies the employee to whom the document is assigned.
Dependency: Links to employee master data for personalization and access control.
Usage: Scope document assignments to specific employees.
status varchar 100 √ null

Workflow States: PENDING, ACKNOWLEDGED, EXPIRED, DECLINED, REASSIGNED
Meaning:
- PENDING: Document assigned but not yet acknowledged by employee
- ACKNOWLEDGED: Employee has completed digital signature process
- EXPIRED: Acknowledgment period lapsed without response
- DECLINED: Employee explicitly refused to acknowledge
- REASSIGNED: Document reassigned for re-acknowledgment
Business Logic: Drives the acknowledgment workflow and reporting.
createdby varchar 500 √ null
modifiedby varchar 500 √ null
createddate timestamp 29,6 √ null
modifieddate timestamp 29,6 √ null
signature varchar 1000 √ null

Format: Base64 encoded image or digital signature data
Purpose: Stores the employee’s actual digital signature captured during acknowledgment.
Collection Methods:
- Signature pad device input
- Mouse/touchscreen drawing
- Uploaded signature image
Legal Value: Serves as proof of identity and acceptance.
date date 13 √ null

Format: Timestamp
Purpose: Exact date and time when the employee completed the acknowledgment.
Legal Importance: Establishes when the agreement was made for contractual purposes.
Audit Value: Critical for compliance reporting and dispute resolution.
location varchar 255 √ null

Format: String
Purpose: Geographic location from where the acknowledgment was performed.
Collection Methods:
- IP address geolocation
- GPS coordinates (mobile devices)
- User-provided location
Compliance Value: Provides geographical context for legal agreements.
name varchar 255 √ null

Format: String
Purpose: Additional identifier for the signing context (optional).
Usage Examples:
- Device name used for signing
- Session identifier
- Additional verification data
Business Use: Enhanced audit trail and security verification.
signature_name varchar 255 √ null

Format: String
Purpose: Full name as entered by the employee during the signing process.
Legal Significance: Confirms the identity of the signatory and their acceptance.
Validation: Typically matches employee’s official name for legal compliance.
ip varchar 255 √ null

Format: IPv4/IPv6 address
Purpose: IP address of the device used for document acknowledgment.
Security Features:
- Identifies the network source of the transaction
- Enables fraud detection and anomaly monitoring
- Supports forensic analysis if needed
Audit Purpose: Provides digital trail for security and compliance.

Indexes

Constraint Name Type Sort Column(s)
tbl_assigneddocument_pkey Primary key Asc id

Relationships

Close relationships within degrees of separation