Checked on release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0).
The accountant processes the hiring of an employee. The HR specialist asks: "Attach a scan of the identity card and the application for the deduction directly in the database, so we don't have to search for the paper in folders." You open the individual’s card and don’t understand where to place the file. Here is where to place it: in the attached files. This is a separate storage linked to a specific person. The scan is stored inside 1C, opens with one click, travels with the database in the backup, and is not lost when the paper original goes to archive.
1. Purpose
The directory stores files (scans, PDFs, photos, Word/Excel documents) attached to the directory element "Individuals". Each record is one file and its owner-individual. This object does not create transactions, taxes, or electronic documents: it is service-related, auxiliary. Its task is to keep a person's documents close to their card.
2. Where to find
The directory is usually not opened directly as a list — files are viewed from the owner’s card. The path is as follows:
- Payroll and HR → Individuals (or Directories → Individuals) → open the required person.
- In the individual’s card, click the paperclip icon on the navigation panel or More → Attached files.
- A list of files for this person will open — here are the buttons Add, Scan, View.
You can open the entire directory (all files of all individuals) through the navigation link. Copy it and paste it into Service → "Go to navigation link" (or Ctrl+F11 in the thick client):
e1cib/list/Directory.IndividualsAttachedFiles
2a. How to find out your release
The menu Help → About the program (or the "?" icon at the top right). In the opened window, you will see the platform version (for example, 8.3.24) and the configuration release — a line like "Accounting for Kazakhstan, version 3.0 (3.0.74.2)". If your number differs from that indicated in the header, some button labels may sound different, but the logic of attached files remains unchanged.
3. How to fill out
The file form is simple, but each field affects whether you will find the document later or not.
| Field | Purpose | What happens in case of an error |
|---|---|---|
| Owner (mandatory) | The individual to whom the file is attached. It is filled in automatically if you add from the card. | If you add a file from the general list and do not specify the owner — the scan will "hang" without a person, and it will not be visible from the card. |
| Name (mandatory) | A clear name: "Identity card", "Application for deduction 2026". This is what you see in the list. | If you leave the file name as "IMG_0043" — in a month you won't understand what is inside. |
| Extension | File type (pdf, jpg, docx). It is automatically filled in upon upload. | You cannot change it manually — otherwise, the file will not open with the required program. |
| Author | Who uploaded it. It is automatically set to the current user. | — |
| Creation Date / Modification Date | When the file was added and when it was edited. Filled in by the program. | — |
| File Size | Shows the weight. Useful if the database is bloating. | — |
| Comment | Any note: document validity period, who issued it. | — |
| Signed with EDS / Encrypted | Indicates that the file has an electronic signature or encryption applied. | Automatically set when signing through 1C. |
How to add a file — three ways:
- Add button → File from disk — select the prepared scan/PDF. The file is copied to the 1C storage.
- Add → From scanner — if a scanner is connected to the workplace and TWAIN is configured, the document is scanned directly into the card.
- Dragging — simply drop the file with the mouse into the area of the attached files list.
After adding, the record is created automatically; you do not need to "post" it separately — this is a directory, not a document.
4. Analyzed example
You are hiring Akhmetova Asel Bekenovna. On hand: a scan of the identity card (JPG, 1.8 MB) and an application for applying a tax deduction of 30 MRP per month (PDF, 240 KB). Recall that for 2026, MRP = 4,325 ₸, so the basic deduction is 30 × 4,325 = 129,750 ₸ per month. The calculation of the deduction is done by the payroll document, and here you only place the confirming scans.
Steps:
- Payroll and HR → Individuals → open "Akhmetova Asel Bekenovna".
- Navigation panel → paperclip (Attached files).
- Add → File from disk → select
udostoverenie.jpg. - Rename the name to "Identity card, until 12.2031".
- Once again Add → select
zayavlenie_vychet.pdf→ name it "Application for deduction 30 MRP, from 01.2026".
Result: in the list, there are two files with clear names, both attached to Akhmetova. Open any with a double click.
Transactions: the attached file is a service record, it does not generate accounting transactions Dr/Cr. There is no debit-credit here and should not be: accounts 1210, 3310, 6010, and others have no relation to this object. Everything that "moves" when adding a file is a technical record about the file itself (see section 6).
5. Types of operations
The directory does not have "types of operations" like documents. But the set of actions with the file is fixed:
- Add / Scan — create a new file.
- Open (view) — view without editing.
- Edit — open for modification; the file is marked as "Busy" until you close it (Finish editing).
- Release / Cancel editing — remove the lock.
- Save as — export a copy to disk.
- Sign with EDS and Encrypt — with configured certificates.
- Mark for deletion.
6. What is created upon addition
- No transactions. ESF, CIT, and other electronic documents are not created — this is not a tax object.
- A directory element is created with attributes (owner, name, author, dates, size).
- Binary file data is recorded either in the information register inside the database (by default), or in the file storage on disk — if the administrator has configured volumes in the Administration → File handling settings section.
- Text content (for PDF/Word/Excel) is extracted and stored in a service storage — this is how the search by file content works.
- When signed — the EDS stamp and the "Signed" attribute are saved.
7. Print forms
The file does not have its own "print form" — the attached document is printed. Available commands:
- Open — launch in an external program (PDF viewer, graphics, etc.), from where you print.
- View — quick preview using 1C.
- Save as... — export the file to disk for printing or sending.
- Save all files (from the list) — export in bulk to a folder.
- For signed files — Save with electronic signature.
8. Common errors
"File is busy for editing by user ..." Someone (possibly you under another session) has opened the file for editing and has not closed it. Solution: ask this user to click Finish editing, or the administrator releases the lock with the Release command in the file list.
"File size exceeds the maximum allowed size" The limit from Administration → File handling settings → Maximum file size has been triggered. Either reduce the scan (compress PDF/JPG), or the administrator raises the limit.
"Failed to open file ... application not found" There is no program on the computer for this extension (for example, no PDF viewer). Install the required application or save the file to disk and open it manually.
"A file with this name already exists" when exporting You are saving to a folder where a file with the same name already exists. Choose another folder or rename it.
The file is not visible from the individual’s card A common reason is that the file was added from the general list of the directory and the owner was not specified, or the wrong person was specified. Open the record and check the Owner field.
The database has suddenly "swelled" after uploading scans Files are stored inside the database. If the volume is large — ask the administrator to enable storage in volumes on disk: the files will go to the file server, and the database will remain lightweight.
9. FAQ
Can multiple files be attached to one individual? Yes, as many as needed — identity cards, applications, diplomas, certificates. Each file is a separate record with one owner.
Where are the attached files physically stored? By default — inside the information database. The administrator can configure storage in volumes on disk (Administration → File handling settings), then the files are on the server, and only the link remains in the database.
Is there a size limit? Yes, it is set in the file handling settings. By default, there is a limit on one file; large scans are better compressed or the limit increased through the administrator.
How to scan a document directly into the card? Button Add → From scanner. A connected scanner with TWAIN support is needed, and the specified scanner in the settings. The document will go into the attached files without intermediate saving to disk.
Can a file be signed with an electronic signature? Yes. If EDS certificates are configured in the database (Administration → Exchange of electronic documents), the Sign command will appear in the file list. The file will be marked as "Signed with EDS".
Why does the attached file not open? Either there is no program on the computer for this type of file, or the file is busy for editing by another user. Install the required application or release the lock with the Release command.
How to delete a file permanently? First, Mark for deletion, then the administrator runs Administration → Deletion of marked objects. Direct deletion without marking is not provided — this protects the links.
Do attached files go into the backup? If files are stored in the database — yes, they are inside the database backup. If volumes on disk are configured — both the database and the directory of volumes need to be backed up separately.
Do these files affect transactions, taxes, and reporting? No. This is a document storage. The attached file does not create transactions, movements for VAT, PIT, OPE, and other accounting registers — it only stores the scan next to the person.
Can a file be found by its content rather than by name? Yes. Text is extracted from PDF, Word, and Excel, and the full-text search in 1C (All functions → Data search) finds the file by words within it.
What does the "Busy" attribute next to the file mean? The file is open by someone for editing. Until editing is completed, other users will not be able to modify it. It is released by the Finish editing or Release command.
10. Related objects
- Individuals — the owner of the files; this is where the storage is opened. A file without an individual owner has no meaning.
- Employees — an employee has their own individual; it is more convenient to keep personnel scans at the individual level so that they are accessible for both labor and contractual GPH relationships.
- Similar directories of attached files exist for Counterparties, Organizations, Nomenclature — the mechanism is the same, only the owner differs.
- File handling settings (Administration) — set storage volumes, size limits, and scanning parameters that also apply to this directory.
How to find out your release
The menu Help → About the program. The window indicates the platform version "1C:Enterprise" and the configuration release "Accounting for Kazakhstan", version 3.0. Check the number before applying the instructions.
The manual is prepared for release 3.0.74.2 "Accounting for Kazakhstan" (version 3.0). When updating the configuration, recheck the command names in the "About the program" section.