Document vault
Store employee and organisation documents with categories, expiry dates and access controls.
People operations · Controlled employee documentation
Create, store and retrieve HR documents with less manual handling.
Use approved templates, employee data and role-based access to manage letters, policies, proofs, certificates, contracts and acknowledgements.
Illustrative product interaction Grounded in supported product behaviour
Role-based operating viewIllustrative interaction
Employee file · Aarav Menon
PANVerified
Degree certificateUploaded
PassportExpires in 42 days
Generate with approval
Employment letterDraft
Salary revisionAwaiting HR
Experience letterTemplate ready
Documents requiring attention
Passport42 days
Work permit81 days
Certification104 days
Profile change requests
Bank accountPayroll review
AddressHR review
Emergency contactApproved
Owner visible Status and due date History retained
Why this matters to the Head of HR
Document control is essential for employee service, governance and audit response. HR leaders need current templates, secure access and a traceable record of issue and acknowledgement.
Use this page as a product-evaluation path: start with the operating problem, inspect the representative interaction, then verify the exact policy and output in the live product.
Documents & Letters capabilities
Designed around the full operating workflow.
Configure the module around your structures, policies, ownership and approval model—not a generic process diagram.
Letter templates
Generate offer, appointment, confirmation, transfer, increment, experience and other letters from approved templates.
Bulk generation
Create documents for a selected employee group using validated merge fields.
AI-assisted drafting
Prepare first drafts of approved letter or policy formats for authorised HR review.
Acknowledgements
Track policy and handbook acceptance with timestamps.
Expiry reminders
Monitor expiring contracts, licences, identity documents and certificates.
Download controls
Restrict viewing, downloading and sharing based on user role.
Connected operating workflow
Follow the action from policy to owner to downstream result.
The exact screens differ by module, but the operating principle remains the same: the applicable rule, current owner, status, effective date and history stay visible.
Faster letter turnaround Fewer outdated templates Improved retrieval and audit response
Documents & Letters workflow
- Select approved templateOwner, status and history remain visible.
- Merge verified employee dataOwner, status and history remain visible.
- Route review and issueOwner, status and history remain visible.
- Store signed or acknowledged recordOwner, status and history remain visible.
Product proof and boundaries
Evaluate the operating behaviour—not only the feature name.
These examples are illustrative product patterns grounded in the supported product material. Use the live product to validate the exact screen, policy and output required for your organisation.
Supported pattern
Role-based daily work
Keep owner, status, due date and history around common actions.
Verify in demo
Select approved template
Use a representative employee, workforce group and effective date. Follow the transaction through owner, status and downstream impact.
Current boundary
Scope honestly before committing.
Template, e-signature and document-expiry behaviour should be demonstrated against the customer’s approved document workflow.
A working view, not a static report
Give the team clear status and exception signals.
The example measures below are illustrative. Definitions and thresholds should be configured around the operating cadence and evidence your team uses.
1,284Documents stored
36Expiring soon
91%Policy acknowledged
8Letters awaiting issue
Connected modules
View all modules Documents & Letters works better when its inputs and outputs stay connected.
Core HR
Centralise employee records, organisation structures, dated lifecycle changes and policy scope so downstream attendance, leave, payroll, performance and access decisions use the same governed foundation.
ExploreOnboarding & Offboarding
Collect pre-joiner information securely, coordinate role-based tasks and move the approved new joiner into the governed employee record without claiming a native ATS.
ExploreAI HR Companion
Use permission-scoped AI on the real product screen to plan supported changes, fill approved forms, explain anomalies and assist implementation—without allowing autonomous payroll, leave or configuration decisions.
ExploreCompliance & Audit Logs
Use role and data scopes, operational audit, security events, sensitive-data access records, effective dates and controlled exports to make important actions easier to reconstruct.
Explore
Questions about implementation
Bring this context into the demo Evaluate Documents & Letters in your policy context.
Use your actual workforce groups, approval paths and edge cases during product evaluation.
Can policies and approvals be configured for different locations or employee groups?
Yes. Rules can be segmented by entity, location, department, grade, employment type and other employee attributes, with role-based approvals and effective dates.
Does duoHR support e-signatures?
The document workflow is designed to support e-signature integrations and acknowledgement records. The available provider and signing method are confirmed during implementation.
Explore Documents & Letters
See Documents & Letters configured around your organisation.
Bring one representative workflow or current process challenge. The demo will show the operating path, controls and connected outcomes.