Today organization’s internal processes are more challenging and comprehensive than ever in the past. One of the biggest effects that modern technology has on business operations revolves around the depletion of paper documents by incorporating document management software into organization. Time to time employees requires various types of official documents such as employment confirmation, Salary confirmation letters from the employer to present to various stakeholders. Document preparation can be time-consuming and prone to human errors.
The OrangeHRM Document Manager module facilitates 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 addressed to the individual employees.
In order to view the PIM document template list Select PIM >Configuration>Document Templates from the Main Menu.
Step 1 - Click the ‘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, by default 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 and then you will 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 as "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'.
