HRStop offers a powerful feature that enables HR teams to generate multiple employee documents—such as appointment letters, offer letters, salary breakups, appraisal letters, or increment notices—in bulk using standardized templates. This not only streamlines the documentation process but also ensures consistency and accuracy across employee communication.
Where to Find the Document Template Feature
Navigation Path: Control Panel → Forms and Policies → Document Template
Once inside the Document Template module, you’ll see a list of previously created templates. Each template offers various actions like generating, editing, cloning, and bulk generation.
Step-by-Step Guide to Bulk Generate Employee Documents
Step 1: Select the Appropriate Template
- From the list of templates available, locate the one you want to use (e.g., “Offer Letter Template,” “Appraisal Template”).
- In the Actions column, click the Bulk Generate icon (📄) associated with that template.
Step 2: Filter and Select Target Employees
On the Bulk Generation Page, you will be asked to select the target employees for whom the documents will be generated.
Filter Options Include:
-
Status:
Choose among Active, All, or Deactivated employees. -
Department, Designation, Bank:
Narrow down the employee list based on these filters if required. -
Individual Employee Selection:
Use the multi-select dropdown to choose one or more employees.
Tip: You can generate documents for an entire department in one go by using department filters.
Step 3: Auto-Populate Document Fields
Click on the Populate button.
This action will:
- Automatically fill the document fields using values pulled from employee profiles.
-
Include mapped fields such as:
- Employee Name
- Code
- Date of Joining
- Designation
- Department
- Payroll fields (CTC, Basic, HRA, etc.)
This data is populated into the placeholders (keys) used in the document template.
Step 4 (Optional): Modify or Override Field Values
If the auto-populated values are incorrect or require customization, you can update them in bulk using the Import Key Values feature.
How to Use Import Key Values:
- Click the Import Key Values button.
- Download the provided sample CSV file.
-
The CSV will contain:
- Employee Names
- All mapped fields/keys used in the template
- Corresponding values
- Modify any values as needed (e.g., adjust annual HRA, bonus amount, revised basic).
- Save the updated file and upload it back.
- Click Upload to refresh the template data with your new values.
This ensures your final document reflects accurate, updated data per employee.
Step 5: Enter Document Metadata
Before generating, enter key details:
-
Title:
This will be used as the document name.
Example: “Salary Increment Letter – FY 2024–25” -
Category:
Choose the document category where it should be stored in the employee’s profile (e.g., Offer Letters, Appraisals, Exit Documents). -
Publish Option (Optional):
Check the Publish box if you want employees to be able to access and download the generated document from their HRStop portal.
Step 6: Choose File Format and Security
HRStop allows you to save documents in two formats:
- PDF (.pdf): For secured, shareable documents
- DOCX (.docx): For editable versions
Optional: Enable Password Protection
- Check the box labeled “Make Document Password Protected.”
- The password will follow the same rules as your Payslip Password Configuration.
- Password protection applies only to PDF files.
Useful for documents like salary revisions, compensation breakups, or termination letters.
Step 7: Generate and Save
- Click Generate and Save to create and store the document.
- Alternatively, click Generate if you do not wish to save it in employee profiles at that time.
- Use the Reset button to clear existing values and start over, if necessary.
Once generated:
- The documents will be saved under each selected employee’s profile.
- If published, employees can download them anytime.
Key Notes and Best Practices
- Use bulk generation for high-volume HR tasks such as onboarding, quarterly appraisals, annual revisions, or mass communication.
- Keep templates updated with the latest keys and formulas to minimize manual intervention.
- Always preview or test with a few employees before performing a full bulk run.
- Use password protection for any document containing salary, legal, or personal information.