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 require 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.
These Document Templates can be created within the following Section of an employee profile.
- Personal Details
-
Contact Details
-
Job
- Salary
The Document Template feature 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.
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 like below.
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 |
|
Request E-Signature |
The E-signature is legally binding, meeting compliance standards, and providing authenticity to signed documents. You can now conveniently request your employees to sign documents electronically using their e-signatures. |
|
Link to Email Template |
You can Select any email template that suits your needs. Simply click the dropdown menu and choose your preferred template. |
|
Description |
Description of the template |
|
Text Area |
Add the body of the template. Use the WYSIWYG editor to style and format the document. |
|
Select Token |
A 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 toolbar |
|
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. |
Request E-Signature
This option allows employees to sign contracts and agreements electronically, directly within the system.
Select the check box "Request E-Signature" if you want to enable the E-Signature option for the document that you are going to create.
Please reach out to goldsupport@orangehrm.com inorder to enable this feature for your document templates.
Once you enable the option in the document template as per the above instructions, you will have the ability to request E-Signatures from your employees in the document.
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. Based on the tokens that you have selected/added in the document template when you generate the letter for an employee the values will auto-populate and show it in the system.
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 Templates
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.
When you click the "Create Document" the system will show all the available letters for you to generate for the employees. These documents can be downloaded to PDF and DOCX versions. If you want to send this document via email click the mail icon as shown in the screenshot below.
Click the mail icon to "Preview & Email" the email to the respective employee.
Upon clicking the "Preview & Email" button the system pops up a window for you to confirm the values for the tokens that you have added in this letter.
After verifying the values click the "Preview" button to view the letter. If further amendments are required, click the body area of this letter to do the changes.