Before getting started
The document generation feature lets you produce documents that are automatically populated with information from your employees’ HR files.
You can therefore use it to generate any type of document, such as employment contracts, amendments, travel certificates, etc.
The first step requires the creation of document templates. These are formatted documents, which however don’t contain any personal information. The generation process will let you customize this document with the information for the selected employee.
This help page explains how to create a document and provides a list of the various tags available.
Conditional tags
Managing contracts and other HR documents can be a fiddly, time-consuming task, especially when you need to adapt documents to each employee’s profile: permanent contract, permanent contract with company car, temporary contract, etc. The list can quickly go on and on...
Thanks to conditional tags, there's no longer any need for multiple document templates, which complicate the process and can sometimes lead to mistakes. You can now add or exclude sections to/from a document based on the entry (or lack thereof) of a HR file data item.
For example, if you create "checkbox" data items corresponding to your different clauses (non-compete, GDPR, or company car), you simply need to check the clauses that you want to appear in the contract document generated for the employee.
The conditional tag (explained below) will display the clauses if the corresponding fields have been checked. Otherwise, it can display other selected text or no text at all.
How does it work?
Let’s take the example of a contractual clause for the provision of a company car:
| {%if e_Modeledevoiture%} | This tag corresponds to the start of the condition: it refers to the code "e_Modeledevoiture" which corresponds to a "car model" data item in the HR file. If the data item has been entered, the tag will display the text found in that data field. If no data item has been entered, the tag will not display any text. |
| {%endif%} | This tag indicates the end of the conditional tag. The text of the rest of the document template resumes from that point on. |
Now, let's take the example of a contractual clause that displays two distinct types of information depending on the condition, like a non-compete clause (or, conversely, a freedom to work clause):
We've created a "checkbox" data item called "Non-compete" in advance.
This is what is meant by the tags:
| {%if e_Non-concurrence%} | This tag corresponds to the start of the condition: it refers to the "e_Non-concurrence" code which corresponds to a "non-compete clause" data item in the HR file. If the data item is checked as "Yes," the tag will display the text found in that data field. |
| {%else%} | If the data item is checked as "No" or nothing is entered, the tag then displays the text written below the tag {%else%} |
| {%endif%} | This tag indicates the end of the conditional tag. The text for the rest of the document template resumes from that point. |
The conditions may also include other tags: in the example, we’ve added multiple tags like the title, first name, last name and gender tags (to add gender tags to your templates, you can take a look at this help page ).
Here's the result once the document has been generated:
Some data items aren't (yet) compatible with conditional tags, such as compound data, multi-occurrence data or file type data. Any other data will be considered to be "true" if it's entered and "false" if it isn't entered (checkbox, text, multi-row text, date, hypertext, or number).
– The condition cannot be applied to a custom tag (with the prefix "custom_").
– If the tag {%if%} is the only element present on a line of the document, the tags {%else%} and {%endif%} must also be the only elements present on their line.
– If the tag {%if%} is part of a paragraph with other words, the tags {%else%} and {%endif%} must not be the only elements present on their line. Instead, they must be part of the paragraph.
Gender tags
A tag enables a document to be generated based on the gender entered in the employee HR file. This considerably reduces the number of templates created in Core HR.
When creating your document template, you can use the following tag to manage gender distinctions:
- {|ManOption|WomanOption|UndefinedOption|}
Please note: Unlike other tags, the gender tag requires only a single bracket before and after the string.
Here is an example for illustration:
Here are some examples of usage (in these examples, the masculine form is used if no gender is indicated in the HR file):
| I, {|the undersigned|} X | I, the undersigned |
| {|Born|} on {{birthDate}} | Born on February 11, 1969 |
| Hereafter {|designated|} ”{|the|} {|employee|}" | Hereafter designated “the employee” |
| {{civilTitle}} X is {|engaged|} as | Ms. X is engaged as |