Before getting started
The document generation feature allows you to produce documents that have been automatically populated with information from your employees' HR files.
You can use it to generate any type of document, such as employment contracts, addenda, travel certificates, etc.
General principles
The document generation process is split into multiple steps:
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Document template selection
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Selection of one or more employees for whom you want to generate a document
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Analysis and verification of the data in the HR files of the selected employees
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Checking the pre-filled documents
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Sending for signature
Prerequisites
In order to generate a document for one or several employees, the following requirements are necessary:
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Have access to the “Document generation” feature. This input is associated with the "Generate documents and manage templates" permission
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A document can only be generated if you have permission to view and edit all of the data referenced in the template. For example, if the template references the employee's contract start date but you don't have the permission to view/edit this date in their HR file, you won't be able to preview or generate the document.
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The data found in the document must already have been entered in the HR file, but you can force the sending of the document if this is not the case.
How to generate a document for an employee
Template selection
From the list in your template library, select the template for the document that you want to generate. You will then get a preview of the template to check that it is the correct template for you.
Population selection
Select the employee(s) for whom you want to generate the document template you have selected. There are filters that you can use to refine the search.
Document analysis and verification
The module will verify whether the data contained in the document template have been correctly filled in the HR files of the selected employees.
The interface will flag any missing data for the employees and data items concerned, so that you can fill these in.
Once you have done this, click on the "Refresh document" button to update the list of missing data.
If all of the data is complete, you can move on to the next step.
Previewing the completed documents
Before generating the documents, you can check whether they have been correctly populated with your employees' data.
A drop-down menu will give you access to a preview of each document.
Document generation
Once you've clicked on the button to generate the documents, a loading screen will appear. Depending on the number of documents that you are generating, this could take anywhere from a few seconds up to several minutes. Once the documents have been generated, you can send them for signature or go back to the tracking dashboard.
Downloading files
When you click on a row in the document generation tracking dashboard, a window will open listing the employees concerned by this document generation and the document in question. You can download all of the generated documents.
In the meantime, there is a workaround that can be used: Generate a document template associated with an item of data from the HR file, then create a report on the data item in question to retrieve all of the documents compressed into a ZIP file.
Sending for signature
When you move your cursor over a document generation in the tracking dashboard, you'll be able to click the "Send for signature" button. This will automatically import the documents generated in the signature module that are ready to be sent.
For more information, refer to this help sheet.
Automatically saving generated documents
When creating a document template, you can attach it to a HR file data item as a file. This setting means that when a document is generated, it will be automatically saved in the HR file of the employees for whom the documents have been generated.