Overview
The document upload for absences feature allows you to request and store supporting documents directly within a specific absence. This helps centralize documentation, support internal policies, and make absence validation clearer and more traceable.
When and why to use this functionality
- You need employees to attach a supporting document for a specific absence type.
- You want documents to be linked directly to the absence in Factorial.
- You want a clearer and more auditable absence approval process.
This is especially useful for absences such as sick leave, parental leave, legal leave, or any other justified absence that requires documentation.
Required permissions
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For employees:
No special permissions are required. Employees can upload documents only to their own absences. -
For Managers or time off approver:
Permissions to view documents in folder Time Off if they need to upload or review documents.
How to configure an absence with document uploads
- On your sidebar, go to Settings → Time off
- Select Absence Type tab
- Click Add absence or select "edit" an existing absence type
- Review or complete the basic information (name, policy, etc.)
- Enable the option Enable document attachment
- (Optional) Enable Require mandatory document upload if the document is mandatory to submit the absence.
- Click Save to apply the configuration
If the document is required, employees won’t be able to submit the absence request without attaching at least one file.
How employees upload documents
Employees can upload documents from their profile by following these steps:
- On your sidebar, go to Time Off
- Click Add time off
- Select the absence, in this case, one type that allows document uploads.
- Complete the dates and required information.
- Attach the document in the upload field.
- Submit the request.
Uploading documents to an existing absence
- On your sidebar, go to Time Off
- In the section Time off requests pending review, select the absence you want to add the document to
- In absence details, you will find the option to upload it
Employees can upload documents even after the absence has ended, as long as the absence exists in Factorial.
Documents must be uploaded from the absence details. It’s not possible to attach documents to absences that haven’t been created.
Troubleshooting
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I can’t upload a document to an absence
Make sure the absence type has Allow document uploads enabled.
Check that the absence has been created correctly.
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An employee can’t submit the absence request
Check if the document is marked as required.
Make sure the file meets the allowed format and size requirements.
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I can’t see the attached documents
Confirm you have permission to view the employee’s absences.
Open the absence details to see the attached files.