Automating the uploading of documents

At dokify we work very hard to provide our customers with the best possible day-to-day facilities. We are proud to announce a new feature that we are sure will save you a lot of time.

Many of you are familiar with the document Informe de trabajadores en alta, better known as ITA. For those of you who are not familiar with it, this document issued by the General Treasury of the Social Security contains the employees assigned to the company at the time of issue. Until now, the ITA document was requested, in most cases, by company, as requesting it per employee meant attaching it as many times as there were registered workers. Thanks to this new functionality, it is now possible to request it per employee without having to attach the document more than once. This will make it easier to gradually change the configuration of companies so that they can request it per employee.

Now, when you go to upload the document for an employee, dokify will detect that this type of document can be uploaded for each of your employees with a single click, and not only that, the system will also be able to recommend which employees you have to upload it for and you will only have to accept it. But that's not all, if you have entered the correct date and the data in the document is correct, it will validate the document for all employees automatically.

As you can see in the image below, the original ITA document has been uploaded and 26 employees have been found. Just select the correct date and dokify will attach the document for all 26 employees individually saving you time and work.

From dokify we are aware that this type of document has sensitive information to upload the original file for each of the employees, so we strictly respect the Organic Law on Data Protection. Therefore we will not upload the original file, but for each employee we will upload the same structure of the document but only with the line referring to that employee, i.e. Pepito Jimenez will upload an ITA containing only the line for that employee. Dokify does not save the original document: once attached and processed, we delete it from our system, leaving only one truncated document attached per employee.

This is what the original ITA document you are attaching looks like.

And for each employee this is the document to be uploaded:

What if the original document is not available?

dokify is efficient enough if the document being uploaded is the original document. But if for any reason the original ITA is not available, our system will recommend for which employees you should upload the ITA. As it is not possible to read the employees within the document, it will be up to the user to select the employees for whom the document should be uploaded. For the same reason it will not be possible to automatically validate the document.

As we can see in the image, dokify cannot read the document, but it detects that this document can be attached for more than one employee with a single click, it marks the employee for which you are attaching it but it is the user himself who has to select for which employees he attaches it under his own responsibility based on the information that comes in the ITA document. In this case it will always show all the employees for whom this document is requested.

It is important to note that processing PDF files that have many employees is complex, so sometimes it can happen that the process can take longer than usual, which is normal. Even on these occasions this functionality will save you a lot of time, as you will only have to wait but not do the same action repeatedly.

This functionality is based on reading pdf documents, however, it will only work with original pdf documents from version 1.3 onwards.

We are still working on automating more official documents and hope to be able to announce this soon.

Remember that to enjoy 100% of this functionality you must upload the original PDF files.

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