Employee discipline has traditionally been defined as a way for to control employee misbehavior. Even in well-run businesses, it may sometimes be necessary to deal with employee's grievances or disciplinary issues, or even dismissals. Having written rules and procedures for employee grievances or disciplinary issues may help you deal with them fairly and in keeping in par with employment laws.
In order to mitigate or avoid such scenarios, OrangeHRM has created a document template feature specifically for disciplinary matters. This feature ensures that employees are dismissed for the right reasons. Else, it suggests the course of action the user needs to take if a disciplinary- related issue has been identified.
Refer the following article to get an understanding of disciplinary cases:
In order to configure the disciplinary document templates, select Disciplinary -> Configuration -> Document Templates. The 'Disciplinary Document Template' is displayed as follows.
Step 1 - Click the ‘Add’ button in the Screen. The ‘ Add Disciplinary Document Template’ Screen is displayed as follows.
Step 2 – Complete the following fields and sections.
|
Field |
Description |
|
Name |
Name of the Document template |
|
Link to Section |
The document should be linked to defined disciplinary actions.
|
|
Page size |
Set the page size. (A4, A3, Etc..) |
|
Description |
Description of the template |
|
Text Area |
Add the body of the template. Use the WYSIWYG editor to style and format the document. |
|
Margins |
If skip these 4 fields blank, the margins are set as at 10mm. The user can override them by specifying values to the fields. |
|
Tokens |
Token is the data field in the employee profile. Place the cursor in the text area where the user wants the token placed and select the token from the drop-down list. Then Click ‘Add token button’ |
|
Image |
Click the ‘Add Image’ button to add an image to the document. |
Step 3 – Click ‘Save.’ The user can view the new template in the Document List.
The user is also capable of editing the created template. This can be done by clicking the Template Name. The ‘Edit disciplinary Document Template’ Screen is displayed as follows.
Step 4 – Do the changes and click ‘Save.’
Tokens that can be used in Document Templates for Disciplinary Actions
Tokens are used to import information from the employee information to the document without being needed to manually add them.
An example for a token would be #empWorkEmail#. If we use this token in a statement of document templates, the system will find the relevant value for the given token and use add it on to the document instead of the term #empWorkEmail#.
Therefore the statement with Token "You can get in touch with our employee through #empWorkEmail#" would reflect in the document as "You can get in touch with our employee through rickraymond@orangehrm.com".
Below are the list of Tokens that can be used with Document Templates for Disciplinary Actions.
|
Token |
Token Description |
|
#empAddressStreet1# |
Address Street 1 |
|
#empAddressStreet2# |
Address Street 2 |
|
#empCity# |
City |
|
#empCountry# |
Country |
|
#empBirthday# |
Date of Birth |
|
#empDateOfPermanency# |
Date of Permanency |
|
#createdDate# |
Disciplinary Case Created Date |
|
#description# |
Disciplinary Case Description |
|
#caseName# |
Disciplinary Case Name |
|
#empLicenseNumber# |
Drivers License Number |
|
#empEffectiveDate# |
Effective Date |
|
#empFirstName# |
Employee First Name |
|
#empId# |
Employee ID |
|
#empLastName# |
Employee Last Name |
|
#empEmploymentStatus# |
Employment Status |
|
#empGender# |
Gender |
|
#empHomeTelephone# |
Home Telephone |
|
#empJobCategory# |
Job Category |
|
#empJobTitle# |
Job Title |
|
#empJoinedDate# |
Joined Date |
|
#empLicenseExpiryDate# |
License Expiry Date |
|
#empLocation# |
Location |
|
#empMaritialStatus# |
Marital Status |
|
#empMiddleName# |
Middle Name |
|
#empMobile# |
Mobile |
|
#empNationality# |
Nationality |
|
#empOtherEmail# |
Other Email |
|
#empProbationEndDate# |
Probation End Date |
|
#empState# |
State/Province |
|
#empSubUnit# |
Sub Unit |
|
#empWorkEmail# |
Work Email |
|
#empWorkTelephone# |
Work Telephone |
|
#empZipCode# |
Zip/Postal Code |