Today, an 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 the organization. From 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 profiles.
These Document Templates can be created within the following Section of an employee profile.
- Personal Details
-
Contact Details
-
Job
- 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 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 document template list Select Employee Management > More > Configuration> Document Templates.
Step 1 - Click the ‘Add’ button on 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 the 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. |
Tokens that can be used in Document Templates
Tokens are used to import information from the employee information to the document without being needed to manually add them.
An example of 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 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 is the list of Tokens that can be used with Document Templates
|
Token |
Token Description |
|
#empFirstName# |
Employee First Name |
|
#empLastName# |
Employee Last Name |
|
#empMiddleName# |
Middle Name |
|
#empId# |
Employee ID |
|
#empLicenseNumber# |
Drivers License Number |
|
#empLicenseExpiryDate# |
License Expiry Date |
|
#empBirthday# |
Date of Birth |
|
#empNationality# |
Nationality |
|
#empMaritialStatus# |
Marital Status |
|
#empGender# |
Gender |
|
#empAddressStreet1# |
Address Street 1 |
|
#empAddressStreet2# |
Address Street 2 |
|
#empCity# |
City |
|
#empState# |
State/Province |
|
#empZipCode# |
Zip/Postal Code |
|
#empCountry# |
Country |
|
#empHomeTelephone# |
Home Telephone |
|
#empMobile# |
Mobile |
|
#empWorkTelephone# |
Work Telephone |
|
#empWorkEmail# |
Work Email |
|
#empOtherEmail# |
Other Email |
|
#empJoinedDate# |
Joined Date |
|
#empProbationEndDate# |
Probation End Date |
|
#empDateOfPermanency# |
Date of Permanency |
|
#empJobTitle# |
Job Title |
|
#empEmploymentStatus# |
Employment Status |
|
#empJobCategory# |
Job Category |
|
#empSubUnit# |
Sub Unit |
|
#empLocation# |
Location |
|
#empEffectiveDate# |
Effective Date |
|
#empContractStartDate# |
Contract Start Date |
|
#empContractEndDate# |
Contract End Date |
Also, if any custom fields are created in the system, now it is possible to include those as tokens in the document that you have created.
Step 3 – Click ‘Save and then you will see the new template in the Tab you have specified.
Example of Document Manager
By going to the employee profile and then the job section, the 'Create Document' option is visible as below.
Upon clicking on the "Create Document" button, the system displays a window to download the document via PDF or if you want to edit the document further, you can use the "DOCX" option to download and open it with Microsoft Word.
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 the 'Job Confirmation Letter'.