Introduction
Document templates are used to generate employee-specific documents by automatically populating information available within the system. Templates can be configured for various HR processes such as offer letters, appointment letters, confirmation letters, increment letters, experience letters, relieving letters, and other organization-specific communications.
When a document template is uploaded, the system identifies the custom keys (placeholders) available within the template. These custom keys can then be configured so that the appropriate information is populated during document generation.
Before You Begin
Before uploading a document template:
- Prepare the document in a supported format.
- Include custom keys (placeholders) wherever employee-specific information needs to be displayed.
- Review and finalize the template content before uploading it.
Any text enclosed within double curly brackets {{ }} is treated as a custom key by the system.
Examples: {{Employee.Name}}, {{Employee.Designation}}, {{Today's.Date}}, {{Company.OrganisationName}}, {Name}}
Navigation Path
Control Panel → Forms/Policies → Document Templates → Add
Steps to Add a Document Template
- Navigate to the Document Templates page.
- Click Add.
- Enter the Name of the template.
- Enter a Description for the template.
- Select the appropriate Module.
- Upload the document template file.
- Click Upload & Continue.
The system uploads the template and identifies the custom keys available within the document.
Review & Configure Custom Keys
After the template is uploaded, the system displays the custom keys identified within the document. Custom keys are placeholders enclosed within {{ }}.
Examples: {{Employee.Name}}, {{Employee.DateOfJoining}}, {{Company.OrganisationName}}, {{Name}}
The system provides a large library of predefined keys across various categories that can be used while creating document templates.
Administrators can:
- Review detected custom keys
- Add additional custom keys
- Configure default values
- Configure formula-based values
- Define values using other custom keys where required
These configurations determine how information is populated during document generation. During document generation:
- If the custom key matches a predefined system key, the system automatically replaces it with the corresponding value.
- If the custom key does not match a predefined system key, it can be configured manually while setting up the template or during document generation.
For detailed information about available keys, placeholder configuration, formulas, and default values, refer to:
Using Placeholders in Document Templates
https://hrstop.thedocs.in/1925/Using-Placeholders-in-Document-Templates
Save the Template
Once all required custom keys have been configured:
- Review the template details.
- Verify the custom key configuration.
- Save the template.
The template becomes available for document generation.
Where It Reflects
The template becomes available within the Document Templates module and can be used during individual or bulk document generation.
Related Articles
Document Templates: Overview
https://hrstop.thedocs.in/1924/Document-Templates-Overview
Using Placeholders in Document Templates
https://hrstop.thedocs.in/1925/Using-Placeholders-in-Document-Templates
Generating a Document
https://hrstop.thedocs.in/17/Generating-the-document
Generating Documents in Bulk
https://hrstop.thedocs.in/19/Generating-the-document-in-bulk
Important Notes
- Only users with authorized administrative access can create document templates.
- Ensure the uploaded document contains the required custom keys before configuring the template.
- The system provides a large set of predefined keys that can automatically populate information available within the system.
- Additional custom keys can be created and configured as required.
- Review all custom key configurations before saving the template.
- Any formulas or default values configured for custom keys will be applied during document generation.