Prefill a time-off request from the sick-leave notice (AI reading)

When you enter a sick leave, the sick-leave notice you attach to the request can fill in the form for you: the AI reads the dates and the absence type, you check them, you save.

Objectives

• Enable attachment reading on your instance.
• Prefill a time-off request from the sick-leave notice.
• Choose the fields filled for each document type.

1. Enable attachment reading

The feature is disabled by default. An administrator enables it in the Documents module settings, Customizing points tab, by ticking AI reading of attachments.

The attached document is sent to the AI provider used by Nicoka, one call per file. Read part 4 before enabling the feature.

2. Prefill a time-off request

1. Open Create a request for an employee (time-off management) or Add a request (My time off).
2. Choose the employee if needed. The absence type may stay empty: the AI picks it among the types open to this employee.
3. Click Attachments and choose the sick-leave notice (PDF, Word or JPG / PNG photo).
4. The message Reading the attachment… appears, then the fields read are filled and outlined: start and end dates, half days, absence type. The number of days is recomputed.
5. Check the values, correct them if needed, then save.

Only the fields still empty are filled. A date you already entered is never replaced, and nothing is saved until you click.

3. Choose the fields filled per document type

For a time-off request, the fields filled by default are the start and end dates, their half days and the absence type.

To change this list for a document type, open the Documents module settings, Types tab, edit the type and choose the fields in Feeds record fields (AI reading). This field only shows when attachment reading is enabled.

4. Data and privacy

• A sick-leave notice is health data. Enable the feature only if your organisation accepts that these documents are read by the AI.
• A document type ticked Sensitive data (AI) is never sent to the AI, even when the feature is enabled.
• Nicoka keeps no copy of the document content beyond the attachment itself.

Limits

• HEIC photos (iPhone) are not read: save them as JPG or attach a PDF.
• A handwritten or hard-to-read document may be misread: checking before saving remains necessary.