Overview
Firstwork’s Document Management system handles the complete lifecycle of employee and candidate documents — from collection and storage to verification, OCR processing, and compliance tracking.Document Types
Firstwork supports collection and management of various document types:| Category | Examples |
|---|---|
| Identity | Government-issued ID, passport, driver’s license |
| Work Authorization | Work visa, employment authorization document |
| Education | Diplomas, transcripts, certifications |
| Professional | Licenses, professional certifications |
| Employment | Offer letters, employment agreements, NDA |
| Tax | W-4, W-9, I-9, state tax forms |
| Background | Background check results, drug test results |
| Financial | Direct deposit forms, banking information |
Document Requirements
Company Document Requirements define which documents your organization needs:| Configuration | Description |
|---|---|
| Document Type | Category of document |
| Required | Mandatory or optional |
| Stage | At which hiring stage it’s needed |
| Verification Method | How the document is verified |
| Expiration Tracking | Whether to track expiry dates |
| Compliance Rule | Rule that validates the document |
Per-Entity Requirements
Document requirements can vary by Legal Entity:- Different jurisdictions may require different documents
- Entity-specific compliance requirements
- Regional document formats and standards
Document Submissions
When a candidate uploads a document, a Document Submission is created:Submission Status
| Status | Description |
|---|---|
| Pending | Uploaded but not yet verified |
| In Review | Being reviewed by HR |
| Verified | Document approved |
| Rejected | Document rejected (reason provided) |
| Expired | Document past expiration date |
OCR Processing
Firstwork integrates OCR (Optical Character Recognition) to automatically extract data from uploaded documents:Supported Document Types
- Government-issued IDs
- Passports
- Driver’s licenses
- Tax forms
- Certifications
OCR Workflow
- Candidate uploads a document image or PDF
- OCR processes the document and extracts text
- Extracted data is mapped to form fields
- Compliance rules validate the extracted data
- Results are available for review
OCR Configuration
OCR processing can be configured for:- Multiple languages
- Specific document layouts
- Custom extraction rules
- Confidence thresholds
Compliance Integration
Documents integrate deeply with the Compliance Engine:- Validation rules — Check that document data meets requirements (e.g., ID not expired, age verification)
- Completeness checks — Ensure all required documents are submitted
- Cross-reference — Compare document data against form submissions
- Automated actions — Trigger automations when documents are verified or rejected
Storage and Security
| Feature | Description |
|---|---|
| Secure Storage | Documents stored with enterprise-grade security |
| Fast Delivery | CDN-backed delivery for fast access worldwide |
| Encryption | At-rest and in-transit encryption |
| Access Control | Permission-based document access |
| Audit Trail | Complete history of document access and changes |
| GDPR Compliance | Document deletion support for GDPR requests |
File Formats
Supported upload formats:- Images — JPEG, PNG, GIF, WebP
- Documents — PDF, DOC, DOCX
- Spreadsheets — XLS, XLSX, CSV
- Other — TXT, RTF