Attached Files for Employees of Organizations in 1C:Accounting for Kazakhstan (Directory EmployeesOrganizationsAttachedFiles)

Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0).

You have received a labor inspection, and the inspector is requesting a copy of the identity card, employment contract, and order of employment for a specific employee. The paper folders are in the archive on another floor. However, in 1C, scans for each person are already attached — open the employee card, click on "Attached Files," and print the necessary document in a minute. These attachments are stored in the directory "EmployeesOrganizationsAttachedFiles." This is not a document or a transaction — it is your electronic file for each employee within the database.

1. Purpose

The directory stores files (scans, PDFs, photos, doc/xls) attached to the elements of the "Employees of Organizations" directory. Each file is assigned to a specific employee — this is its owner. It serves for maintaining an electronic personal file: identity card, IIN, employment contract, orders, medical certificates, applications for deductions.

2. Where to find

There is no direct menu item for the service directory — files are always opened from the owner's card:

• Payroll and HR → Employees (or HR → Employees) → open the employee card → in the top command panel Attached Files (paperclip icon).
• From the employee card: More → Attached Files.

To open the entire list of files at once (for example, for storage verification), use the navigation link. Menu Service → Open URL or File → Go to navigation link and paste:

e1cib/list/EmployeesOrganizationsAttachedFiles

2a. How to find out your release

Main menu (≡ icon or "Service") → Help → About the program. In the opened window, you can see the version of the "1C:Enterprise" platform (for example, 8.3.24) and the configuration release — the line "Accounting for Kazakhstan," version 3.0 (3.0.74.2). The first number is the platform, the second is the configuration. The instruction is relevant for 3.0.74.2; in adjacent releases, the fields are the same.

3. How to fill out

You usually do not create a separate form of the directory manually — the file is added through the list of attached files of the employee. The procedure:

1. Open the employee card → Attached Files.
2. Click Add and choose the method:
   • File from disk — select a ready file;
   • From scanner — if a TWAIN scanner is connected;
   • From template — create from a template (for example, an application form).

Key fields of the file card:

Important preliminary setting. Working with files must be enabled: Administration → File Handling Settings (or General Settings → Attached Files). Here, the maximum file size and storage method (in the database or in volumes) are set. If nothing is configured, when adding, the file will still be placed in the database, but the admin usually moves large scans to volumes to prevent the database from "bloating."

4. Analyzed example

Task. We hired cashier Akhmetova A.A. It is necessary to attach a scan of her identity card (JPG, 1.8 MB) and PDF of employment contract No. 14 (0.4 MB) to her card.

Steps:

1. Payroll and HR → Employees → Akhmetova A.A. → Attached Files.
2. Add → File from disk → select udostoverenie.jpg.
   • Name: Identity Card
   • File Owner: Akhmetova A.A. (filled automatically)
   • Extension: jpg, Size: 1.8 MB, Author: Accountant (you)
3. Add → File from disk → dogovor_14.pdf.
   • Name: Employment Contract No. 14, Description: from 05.09.2026, indefinite.
4. Done — there are two files in the list, each opens with a double click.

Transactions for these figures.

This is crucial: the directory stores documents, not business operations. The file size (1.8 MB) is the volume of data, not the amount in tenge. Therefore, neither 1210, nor 3310, nor 3130 (VAT payable at a rate of 16%), nor income 6010 appears here — they arise in payroll and sales documents, but not in the file card. If someone expects movement in accounts from the attachment — this is a misunderstanding of the object.

5. Types of operations

The directory is not "operational," but actions with the file are as follows:

• Add — from disk, from scanner, from template, from clipboard.
• Open / View — open with an external program or in the built-in viewer.
• Edit — open for modification (the file is locked under your user — "Busy").
• Finish editing / Release — save the new version and unlock.
• Cancel editing — revert without saving changes.
• Store versions — maintain a history of file edits.
• Sign with EDS — attach an electronic signature to the file.
• Encrypt / Decrypt — for confidential documents.
• Save as — export a copy to disk.
• Mark for deletion.

6. What is generated during work

• Record in the directory "EmployeesOrganizationsAttachedFiles" — file card with details (owner, name, size, author, dates).
• Storage of the file itself: either in the information database or in a volume on the disk — according to the setting.
• File versions — with versioning enabled, each "Finish editing" saves a new version, old ones remain in history.
• EDS data — if the file is signed, information about the signature and certificate is stored.

What is not generated: there are no accounting and tax transactions; electronic documents ESF and SNT are not created (they relate to the sale/movement of goods and are formalized in their documents, not in attached files); there are no movements in accounting and payroll registers.

7. Print forms

The directory does not have a separate "print form" — the content of the file itself is printed. Available:

• Open and print using the application (Adobe for PDF, image viewer for scans, Word/Excel for office files).
• Print directly from the list of attached files (for supported formats).
• Save as — export the file to disk for further printing or sending.

8. Common errors

"File size exceeds the maximum allowable size ..." The scan exceeds the limit set in the settings. Reduce the scanning resolution (200–300 dpi is sufficient), save in PDF/JPG with compression, or ask the administrator to increase the limit in File Handling Settings.

"File is locked for editing by user ..." Someone (possibly yourself in another session) has opened the file for editing. Wait for it to be released or through More → Release remove the lock (caution — unsaved edits by a colleague will be lost).

"Working directory / file storage volume not specified" Storage is set to volumes, but the volume is unavailable or the path is not specified. Check with the administrator about the volume settings; temporarily you can switch file storage to "in the information database."

"File handling is not configured" The corresponding functional option is not enabled. Administration → File Handling Settings — enable storage and specify the method.

File does not open for viewing There is no program on the computer for this extension. Install the necessary application or save the file to disk and open it manually.

9. FAQ

Does the attached file generate transactions or affect the balance? No. This is a document storage. Transactions, VAT 16%, income and expenses have no relation to it.

Where are the files physically located — in the database or on the disk? It depends on the setting in the "File Handling Settings" section: either inside the information database or in volumes on the disk. Large scans are usually moved to volumes to avoid bloating the database.

How to attach multiple files at once? In the list of attached files when adding from disk, you can select multiple files at once — each will become a separate item with one owner.

Can I edit the scan itself within 1C? Open it for editing, make changes in an external program, then "Finish editing" — 1C will save the modified copy (and version if versioning is enabled).

How to maintain a history of document changes? Enable version storage. Then each save creates a version, and you can always open the previous version through the file version history.

How to sign a file with EDS directly in the database? Use the "Sign" command from the file card — with configured cryptography and installed certificate. Signature information will be saved along with the file.

I deleted the file — can it be restored? Marking for deletion is reversible until "Delete marked objects" is executed. After physical deletion — only from the database backup (or from the volume if the file is still there).

Why is the file visible to one employee and not another? The file owner is a specific employee. The file is displayed only in the card of its owner. Additionally, access rights apply: if the user does not have rights to personnel data, they will not see the attachments.

Does the size of files affect the speed of 1C? If files are stored in the database — yes, the database grows and backup takes longer. Moving to volumes alleviates this load.

Can I open all files of all employees in one list? Yes, via the navigation link e1cib/list/EmployeesOrganizationsAttachedFiles — convenient for checking volume and storage.

10. Related objects

• Directory "Employees of Organizations" — file owner; this is where attachments are created. A file cannot be added without an employee.
• Directory "Individuals" — it has its own set of attached files; do not confuse personal documents of individuals with files related to specific employment of an employee.
• Personnel documents (Hiring, Personnel Transfer, Dismissal) — their scans logically should be attached to the employee to complete the electronic file.
• File storage volumes and File Handling Settings (Administration) — determine where and how attachments are stored.

How to find out your release: Help → About the program — there you can find the version of the platform and the configuration release.

This material was prepared for "Accounting for Kazakhstan," version 3.0, release 3.0.74.2. In other releases, command and field names may differ slightly.