Before getting started
To generate documents, you’ll need to create document templates.
A document template will provide the basis for your generation. This is the formatted document, which however doesn’t contain any personal information. The generation process will let you customize this document with the information for the selected employee.
How to create a document
Firstly, create a text document in MS Office (.docx/.dotx). The OpenOffice format (ODF) is supported. This document can be formatted however you like. Here are the guidelines to follow to ensure that your document’s formatting is kept intact when it is integrated into Core HR:
- There shouldn’t be any unexpected spaces or gaps.
When creating your document, you’ll need to use tags to establish the information that will be automatically populated in the document with the corresponding information for each employee.
A tag is always composed of an attribute name surrounded by two curly brackets. Here’s an example: {{firstName}}. There are four types of tag:
- HR file data tags: {{firstName}}, {{civilTitle}}, {{e_Codepostal}}, etc.
- Contract detail tags: {{workContract.trialPeriodEndDate}}, {{workContract.typeName}}, etc.
- Customized tags: {{custom_Field name}}
- A tag for automatically entering today's date {{currentDate}}
- Tags for defining signature positions: SIGNATURE1, SIGNATURE2, SIGNATURE3, etc.
Customized tags don’t reference information from the HR file, including data that you have created with the code generally starting with "e_XXX." They’re used to add information that isn’t managed in Core HR into the document.
Please note, the tags contained in page headers and footers are not recognized. They need to be in the body text of the document.
HR file data tags
You can integrate the following into a document template:
• Contract details;
• Simple and compound data from the HR file, as long as it isn’t multi-occurrence data (example: "e_echelon"). Please note that when using compound data, you’ll need to select the child data code and not the compound data code. Otherwise, it won’t work (error "An item with the same key has already been added").
Attached file and image data cannot be integrated into templates.
Employee data
| Name of the data item | Tag | Example |
| First name | {{firstName}} | Valentin |
| Last name | {{lastName}} | Bresnier |
| Title | {{civilTitle}} | Mr. |
| Contract start date |
{{workContract.startsOn}} |
April 17, 2013 |
| Contract end date |
{{workContract.endsOn}} |
December 12, 2023 |
| Establishment | {{legalEntity}} | Lucca |
|
Occupation category |
{{csp}} | Technician |
| Address | {{address}} | 24 rue du Champ de l'alouette |
| BIC | {{bic}} | BOUSFRPPXXX |
|
IBAN |
{{iban}} | FR7640618802760004015133137 |
|
Name of the bank |
{{bankName}} | BNP |
| Personal email | {{personalEmail}} | perso-16@example.org |
|
Professional email |
{{mail}} | vbresnier@example.org |
|
End of trial period |
{{workContract.trialPeriodEndDate}} | July 14, 2022 |
|
Duration of the first trial period (in days) |
{{workContract.trialPeriodDays}} | 120 |
|
End of second trial period |
{{workContract.trialPeriodEndDate2}} | November 14, 2022 |
|
Duration of trial period renewal |
{{RenewedTrialPeriodDays}} | 90 |
|
Seniority date |
{{seniorityDate}} | April 17, 2014 |
|
Date of birth |
{{birthDate}} | July 20, 1980 |
|
Department |
{{department}} | Consulting |
|
Job title |
{{jobTitle}} | R&D engineer |
|
Manager (full name) |
{{manager}} | Marie Bragoulet |
|
Employee number |
{{employeeNumber}} | 3015 |
|
Contract template |
{{workContract.typeName}} | CDI (permanent contract) |
|
Contract start reason |
{{workContract.hiringTypeName}} | New hire |
|
Contract end reason |
{{workContract.terminationReasonName}} | Redundancy for economic reasons |
|
Reason for using the fixed-term contract |
{{workContract.temporaryContractGroundName}} | Temporary increase in workload |
|
Nationality |
{{nationality}} | France |
|
Social security number |
{{insuranceNumber}} | 189053706302035 |
|
Personal mobile number |
{{personalMobile}} | 06 23 90 12 67 |
|
Professional mobile number |
{{professionalMobile}} | 06 23 69 87 41 |
|
Name of a specific data item from the HR file |
{{e_codeDeLaDonnée}} |
Data value |
|
Contract reference |
{{workContract.externalId}} | 12 |
|
Internship mentor |
{{workContract.internshipSupervisorName}} | Daniel Hernandez |
| Annual theoretical pay (from Pagga Compensation)
|
{{theoreticalRemuneration.amount}} | €46,281 |
| Name of employee’s legal unit | {{establishment.legalUnitName}} | Lucca FR |
| SIREN | {{establishment.legalUnitIdentificationNumber}} | 362 521 879 |
| Legal unit’s NAF code | {{establishment.legalUnitActivityCode}} | 29.10Z |
| SIRET | {{establishment.IdentificationNumber}} | 123 568 941 00056 |
| Establishment’s NAF code | {{establishment.ActivityCode}} | 29.10Z |
| Establishment’s address | {{establishment.addressStreet}} | 25 boulevard des capucines |
| Establishment’s zip code | {{establishment.addressZipCode}} | 75009 |
| Establishment’s city | {{establishment.addressCity}} | Paris |
In this table, you’ll find the most common data.
As for the data that you’ve manually added into the HR file, you’ll find the list with the corresponding codes in the data management interface. This can be accessed via the HR file settings.
Currently, the pay coming from Pagga Compensation cannot be integrated into your document templates. This will be included in our upcoming developments.
Customized tags
Customized tags allow you to insert fields that will need to be manually completed when generating a document. These are therefore data that are not recorded in Core HR. There is no limit to the number of customized tags permitted per document.
The title after the custom_ prefix will be defined as the field title.
A customized tag will need to use the following format: {{custom_Title of the customized data item}}.
Example: {{custom_Specific clauses}}, {{custom_Reason for travel}}
"Current date" tags
The {{currentDate}} tag lets you automatically insert the date on which you’re generating the document (the current date). The format of this date will depend on the language configured for the template.
Selecting the date format
For example, for dates of birth:
- {{birthDate:short}} will set the format as 02/12/1996
- {{birthDate:long}} will set the format as February 12, 1996
- and {{birthDate:full}} will set the format as Monday, February 12, 1996
Please note: If no format is indicated (e.g. {{birthDate}}), the date will be displayed in full format by default (Monday, February 12, 1996).
Signature tags
We’ve added the option of defining the position of all signatures in your documents.
In your text document, at the points where the various signatures need to be added, you’ll need to write out the SIGNATURE1 character sequence. The number 1 will be incremented for each additional signature (see example below).
When the document is being signed, the yellow text box indicating "Click to sign" will appear just below and to the right of this character sequence.
To hide "SIGNATURE1" in your document, you can use a white font color.
To find out more, see the help page explaining how to manage the position of signatures in a document.
Gender tags
To simplify document generation, we’ve added a new tag that lets you generate documents tailored to the employee’s gender. This reduces the number of templates required and avoids any duplicate contracts.
Here are the key points; the tag offers three options:
-
{|ManOption|WomanOption|UndefinedOption|}
It selects one of the first two options according to the gender entered in the HR file. If no gender has been entered, the document is generated with the third option by default.
To find out more, see the help page explaining how to manage gender tags.
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 the new 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.
To find out more, see the help page explaining how to manage conditional tags.