How to create Document Templates (Watch Video)
Today’s businesses are up against more challenges than ever in the past. One of the biggest effects that modern technology has had on business operations revolves around the demise of paper documents by incorporating document management software into your organization. If an employee requests a job confirmation letter in order to provide for the visa department for a business trip, creating a document manually will be definitely time-consuming work with the other work.
The Document Manager module enhances the facilities of creating and adding documents based on given templates for employees in their profile.
These Document Templates can be created within the following Section of an employee profile.
- PIM - Personal Details
-
PIM - Contact Details
-
PIM - Job
- PIM - Salary
The Document Template Manager is a tool that manages the document templates efficiently in an organization. The Admin can create document templates by defining the PIM section, paper size, margins, tokens, and supporting images. When those templates are created, both Admin (on behalf of employees) and ESS users can view them as pdf documents that are designed to individually address each employee.
In order to view the PIM document template list Select PIM >Configuration>Document Templates from the Main Menu.
Step 1 - Click ‘Add’ button in the Document Template Screen. The Add Document Template Screen will appear.
Step 2 – Complete the following fields and sections.
|
Field |
Description |
|
Name |
Name of the Document template |
|
Link to Section |
The document can be linked to any of the four sections below. • Personal Details • Contact Details • Job • Salary |
|
Description |
Description of the template |
|
Text Area |
Add the body of the template. Use the WYSIWYG editor to style and format the document. |
|
Tokens |
Token is the data field in the employee profile. Place the cursor in the text area where you want the token placed and select the token from the drop-down list. |
|
Image |
Click the ‘Image’ button to add an image to the document or click toggle tool bar |
|
Paper size |
Set the paper size. (A4, A3, Etc..) |
|
Margins |
If you leave these 4 fields blank, the margins will be set at 10mm. you can override them by specifying values to the fields. |
and click 'Upload Image'.
Step 3 – Click ‘Save.’ You can see the new template in the Tab you have specified.
Example of Document Manager
If a document template is created under PIM-Job, the job section of the employee details will contain an additional button called "Create Document" right before the "Termination Employment".
Upon clicking on the "Create Document" button, a drop-down list is shown with a list of templates that were created earlier. Any template can be chosen and a PDF document is created for that employee based on the employee details.
The document will be opened in a separate tab that can be printed or saved. Following is the sample letter created for 'Employee Job Confirmation'.
