Before getting started
The document generation feature lets you generate documents that are automatically filled out with information from your employees’ HR files.
This way, you can generate any type of document, such as employment contracts, amendments, travel certificates, etc.
General principles
Generating a document consists of 5 key steps:
- Selection of the employee for whom you want to generate a document;
- Document template selection;
- Verification of the prefilled document;
- Download of the document and sending it for signature;
- Automatic saving of the generated document in the HR file (optional).
Requirements
In order to generate a document for an employee, the following requirements are necessary:
- Have access to the “Document generation” entry. This entry is linked to the "Manage document generation" permission;
- A document may 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 start date of the employee’s contract but you don’t have permission to view/edit this date in their HR file, you will not be able to preview or generate the document.
- The data included in the document must have been previously entered into the HR file, but it is possible to force the sending of the document if this is not the case.
How to generate a document for an employee
Employee selection
Once your document template has been created, the first step to generating a document is selecting the employee. You can generate a document for employees whose HR files you can view.
Template selection
Once the employee has been selected, we offer you the templates available for that employee. A document template is mandatorily attached to one or multiple establishments. This means that the templates available will depend on the selected employee’s establishment.
Document preview
The preview allows you to check the final document. It will display the document filled out with the employee’s personal information.
If you have integrated custom data into the selected template, this is the step where you can enter it.
If data from the HR file is missing because it hasn’t been entered into the employee’s HR file, warnings will allow you to identify these data elements so that you can complete them.
If any referenced data is incomplete in the HR file, you’ll need to have permission to edit it in order to generate the document.
Document generation and request for signature
Once the warnings have been corrected, you can generate and download the document in PDF or Word format. This step also lets you send the document for signature. You’ll find more details on electronic signatures on this help sheet.
Automatic saving of the generated document
A document template can be attached as a file to HR file data. This setting means that, when a document is generated, it will automatically be saved into the HR file of the employee for whom the document was generated.
Deleting a document template
To delete a document template, you need to click on the template and use the edit button to the left of “Generate document”, then click on “Delete the template”.
Upcoming developments
You can let us know what developments you’d like to see by following the process explained in this article.