Leave Files & Attachments
A leave application in PMSuite can carry a supporting document — a medical certificate, an appointment letter, a travel confirmation — uploaded with the Add File field on the leave form. The attachment travels with the leave record, so whoever reviews the request sees the evidence in the same place as the dates and reason.
Who can use it
- Any employee who can apply for leave can attach a file to their own application.
- Company Admin, HR Manager and leave approvers can open and download attachments on the requests they are able to view.
Visibility follows the Leaves module permission level assigned to the role (None / Added / Owns / All) in Settings → Roles & Permissions — a user who can only see their own leaves can only see their own attachments.
Prerequisites
- The Leaves module must be enabled in Settings → Module Settings.
- Your role must have permission to add leaves (to upload) or to view leaves (to download).
- The document must already exist as a file on your device.
How to Access
- Leaves list:
/account/leaves— Sidebar → HR → Leaves. - Upload point: the Add File field on the leave application form (New Leave).
- Download point: the leave record's detail view, opened from the Leaves list.
Attach a file when applying for leave
- Go to HR → Leaves (
/account/leaves) and start a New Leave. - Complete the leave fields — Leave Type, date(s) and reason.
- In the Add File field, select the document from your device. The chosen filename is shown back to you on the form so you can confirm the right file was picked.
- Submit the application. The file is saved against the leave record.
Review an attachment as an approver
- Open HR → Leaves and select the request you are reviewing.
- In the detail view, open the attached file to download or preview it.
- Approve or reject the request as normal. If the document you need is missing, ask the employee for it before rejecting — a rejected request stays on record but the employee must submit a new application to try again.
Effect on other features
- Leave approval: the attachment appears alongside the request in Approving Leaves, so the approver does not need a separate email thread.
- Leave calendar: the same leave record is what the Leave Calendar renders; the attachment stays with it.
- Notifications: a Leave Application notification can be routed to email and, if the company has connected an incoming webhook under Settings → Notification Settings → Slack, to a Slack channel. The notification announces the leave; it does not carry the file — reviewers open the file in PMSuite.
- Google Calendar: if Google Calendar Settings are active and verified, leaves are pushed one-way from PMSuite into Google Calendar. The Google event carries the leave, not the attachment; the document remains only in PMSuite.
Limitations
- The attachment is not a policy control. PMSuite does not force a document to be present for a given leave type or duration. Workaround: state the documentation rule in the leave type's description in Settings → Leaves Settings and treat a missing document as a reason to send the request back before approving.
- Files are not searchable or reportable. The Leave Report (
/account/leave-report/leave-quota) reports on quota and leave data, not on document contents. Workaround: for an audit, filter the leave list to the period and employee in question and open the individual records. - Slack and calendar notifications do not deliver the file. Workaround: the notification points reviewers back into PMSuite, where the document is downloaded.
Troubleshooting
| Problem | What to check |
|---|---|
| The Add File field is not on the form | Confirm the Leaves module is enabled in Module Settings and that your role has permission to add leaves. |
| The upload is rejected | Confirm the file is a normal document or image file and not unusually large; re-save large scans as a PDF or at a lower resolution and upload again. |
| A colleague cannot see the attachment | Their Leaves permission level is probably Owns or Added rather than All. Adjust the role in Settings → Roles & Permissions — the user must log out and back in for a permission change to apply. |
| The wrong file was uploaded | Edit the leave application while it is still pending and attach the correct document; if it can no longer be edited, ask an approver or admin to update the record. |