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Collaborators — Workflow

Overview

Collaborators follow the standard ACTV ↔ INAC catalog lifecycle. Deactivation, however, is not a simple status toggle — it requires a termination form, closes the active employment contract, and triggers a notification email. A separate automated document expiry lifecycle runs via daily cron jobs and operates independently of the collaborator's own status.

Note

For the standard catalog lifecycle pattern, see: Workflows & Pipelines

Status lifecycle

  • ACTV — Active collaborator. All row actions are available and the collaborator can be assigned across SARA (timesheets, plant access, vacation requests, etc.).
  • INAC — Inactive (offboarded) collaborator. The record remains visible and editable, but the collaborator is excluded from active operations and selectors.

Info

For system-wide status guidance, see: Status

Deactivation

Deactivating a collaborator requires a confirmation form with two required fields:

  • Termination date — the effective last day of employment.
  • Termination reason — a text note recorded in the audit log.

On submit, the following happens automatically:

  1. The collaborator status is set to INAC.
  2. The most recent active employment contract is closed with the supplied termination date and reason.
  3. A notification email is sent to all users with the email for termination of employee permission. The email includes the collaborator's profile information and any active logistic plan references (PL. numbers) assigned to them.
  4. If Kimai integration is enabled, the collaborator's Kimai account is disabled.

Reactivation is a simple status toggle — no form is required.

Document expiry lifecycle

Personal identity documents with expiration dates go through an automated lifecycle managed by daily cron jobs, independent of the collaborator's own ACTV/INAC status.

Event Trigger Action
Document expires Daily cron, on the expiration date Document record status set to INAC; expiry notification email sent
Documents nearing expiry Daily cron, every 15 days Warning email sent covering all documents expiring within the next 90 days

Both emails are sent to all users with the email of expired documents permission.

The Expired documents tab on the Collaborators list reflects this lifecycle in real time, showing countdown badges for upcoming and past expirations across all collaborators.

Note

Only document types with Require expiration date = Yes in the Document types settings participate in this expiry lifecycle. See Transactions — Document types settings.

Lifecycle notes

  • The internal company assignment cannot be changed through the standard edit form after creation. The Change company action on the edit page must be used; this sends a separate notification to users with the Change internal company mail permission.
  • Creating a new collaborator record does not automatically trigger any notification. Sending the welcome email is a manual action performed from the Collaborators list.

Permissions

Permissions

Access and actions are permission-driven. See: Permissions