Document Template : Automated HR Document Generation

Experience efficiency in HR operations with Automated HR Document Generation. PeopleX automates the creation of HR documents using predefined templates and data inputs without manual effort. Say goodbye to manual document creation hassles, as this automated process ensures accuracy, consistency, and significant time savings.

Setting Up Document Template

1. Navigate to Document Management > Document Template. All your document templates are listed here including the samples.

2. Click the button to download the sample in MS Word file. To view or edit the template, select the respective template and click View for detailed information or Edit to make necessary amendments. If needed, you can deactivate or delete the template. All samples, including the document template guide, remain accessible via the Download sample button at the upper right. You may also Export the listing if necessary.

3. To create your template, you can: 

Modify According to the Sample Given (Easiest Way):

• Open the document template downloaded in MS Word.
• Modify the content to suit your organization's requirements or insert your company letterhead.
• Save and rename the template once done.

Create a new document:

• Launch Microsoft Word on your computer and create a new document, or open an existing document template if you already have one.
• Craft your document layout, including any static text/fixed content.
• At the point where you want PeopleX to automatically populate information, insert the merge field.
• Type or copy and paste the Merge Field name (e.g., {{FullName}} for a placeholder named "Fullname"). For available merge field options, refer to the document template guide, accessible via the "Download sample" button at Document Template, and go to the "MergeField" sheet. Choose the appropriate data source (Job Applicant or Employee) for your document.
• Save your document.

4. To upload the template in PeopleX, click Add Template. Input the Template Name, select the Template Type, add remarks for future reference, choose the data source (Applicant or Employee), upload the template and click Save.

Auto Generating HR Documents

HR Admins can auto generate HR documents for both applicants and employees.

For Applicant

To auto generate HR documents for Applicant, such as offer letters.

• Go to Applicant Tracking > Applicant Maintenance
• Select the relevant applicant and click edit icon to enter the edit mode.
• In the applicant's details, find the Document section. Click on Generate Document button.
• A pop-up box will appear.

• • Choose the desired template from list of template that you already uploaded earlier.

• • Select the output format, whether in PDF or Word format.

• • Decide whether to auto-release the document to the applicant via email and enable e-signing if required. Click Add Signer to select the person responsible for signing.
    • If both auto-release and e-signature is enabled, the document will auto-release upon completion of the signing process.
    • If auto-release is not enabled, you can manually release it in the Document Listing.

• • If there's data that you want to include in the document (such as Doc Ref No.) where the data is not available within PeopleX, you may upload the External Data file that contains the data. Download the sample file provided, and update it with your External Key and corresponding values. In your document template, insert merge fields {{ExternalFields.XXXX}} at the desired locations, replacing XXXX with the appropriate External Key.

• To release or send document to Applicant manually, at the applicant's details, find the Document section. Tick the document at the document listing, click More Action and select Release to email the letter to Applicant. 
• You can also download the document and email it to the respective Applicant.
• If you prefer not to auto-generate the document, you can click the + Add button to upload a document manually.

For Employee

To auto generate HR documents for Employee, such as confirmation or promotion letter.

• Go to Employee Management > Employee Maintenance
• Select the respective employee and click edit icon to enter the edit mode.
• Navigate to the Document section. Click on Generate Document button.

• A pop-up box will appear.

• • Choose the desired template from list of template that you already uploaded earlier.

• • Select the output format, whether in PDF or Word format.

• • Decide whether to auto-release the document to the employee via email and enable e-signing if required. Click Add Signer to select the person responsible for signing.
    • If both auto-release and e-signature is enabled, the document will auto-release upon completion of the signing process.
    • If auto-release is not enabled, you can manually release it in the Document Listing.

• • If there's data that you want to include in the document (such as Doc Ref No.) where the data is not available within PeopleX, you may upload the External Data file that contains the data. Download the sample file provided, and update it with your External Key and corresponding values. In your document template, insert merge fields {{ExternalFields.XXXX}} at the desired locations, replacing XXXX with the appropriate External Key.

• To release or send document to Employee manually, at the Employee Maintenance, find the Document section. Tick the document at the document listing, click More Action and select Release to email the letter to Employee. 
• You can also download the document and email it to the respective employee.
• If you prefer not to auto-generate the document, you can click the + Add button to upload a document manually.

Learn more about Document Management.