Table of Contents

Archive documents, search, and label them with barcodes

SwissSalary provides document management with archive integration, search, and barcode labels. Payroll or document administrators set up the DMS, manage documents through Document Management, and create barcode labels with document IDs for physical archiving—during implementation and as part of ongoing archiving and label printing.

Prerequisites

  • The required Document Types are defined in Document Setup or are created during DMS setup.
  • A No. Series is available for automatic document IDs and barcodes.
  • For external archiving, the DMS connection data is available.

Configure DMS setup

  1. Open the DMS Setup page.
  2. Configure the fields.
Field Description
Archive Integration Activates the integration with an external document management system.
No. Series The number series for the automatic assignment of document IDs. SwissSalary uses this series when it creates barcode labels.
Show Factbox Shows the document Factbox on the supported pages.
  1. If needed, choose the Document Setup action to configure the document types.

Search for and view documents

Through Document Management

  1. Open the Document Management page from the employee.
  2. The page shows the documents assigned to the employee with Description, Document ID, and Date.
  3. Use the Search action to search for documents in the DMS.
  4. Use the Show action to open a specific document in the DMS by its document ID.

Through Document Preview

  1. Open the Document Preview page.
  2. The page shows the configured document types with Code, Description, and Quantity.
  3. Document types of type Document appear in standard font, group types in bold.

The following actions are available from Document Preview:

Action Description
Search Searches for documents in the DMS for the selected type.
Document Opens Document Management with the selected type as a filter.
Print Creates barcode labels for the selected document type.

Create barcode labels

The Document Barcode Label report creates labels with a barcode and document ID for physical archiving.

  1. Open the Document Barcode Label report through Document Preview or directly.
  2. Configure the options.
Field Description
Label Format Choose between 90x20mm and 54x17mm.
Additional Label Height Adds to the standard label height in millimeters. Minimum value: 0.
  1. If needed, filter by document type.
  2. Run the report.

For each document type, SwissSalary creates a new document ID based on the configured No. Series and creates an entry in document management with the employee, the document type, and the current work date.

The barcode is encoded in Code128 format. In the cloud environment, SwissSalary uses the IDAutomationHbC128M font; locally, it uses the Code128bWin font.

Hinweis

In preview mode, the report shows the text "Preview only" without assigning a new document ID.

Good to know

  • If you print barcodes without a No. Series, reliable document IDs are missing—archive and audit trail are incomplete.
  • If you mistake preview for productive label printing, no new ID is created and the physical and digital document don't match.
  • If you activate Archive Integration without coordinated DMS integration and document types, files end up in the wrong place or nowhere.
  • If you search in Document Management without a document type filter, you overlook evidence and can't provide proof to authorities.

See also