HRStop provides an option to secure employee-generated documents—like offer letters, increment letters, and appraisal letters—by applying password protection, especially useful when dealing with sensitive or confidential information.
This feature is available during the document generation process using the Document Template feature in HRStop.
Why Enable Password Protection?
Many HR documents contain salary and personal data. Enabling password protection helps:
- Prevent unauthorized access.
- Ensure privacy compliance (e.g., GDPR).
- Maintain confidentiality during digital transmission.
Common use cases include:
- Salary Hike Letters
- Compensation Breakups
- Offer Letters
- Appraisal or Promotion Letters
- Termination or Exit Documents
Steps to Enable Password Protection on Documents
Step 1: Navigate to Document Template
- Go to: Control Panel → Forms and Policies → Document Template
- Choose the template you want to use for generating documents.
- Click on Bulk Generate or Generate Document as needed.
Step 2: Fill in Required Details
- Select the employee(s).
- Use the Populate button to auto-fill the document with mapped fields (name, designation, CTC, etc.).
- Make edits or use the Import Key Values feature if changes to field values are required.
Step 3: Set Document Options
Before generating or saving the document:
- Enter the Title (e.g., “Salary Increment Letter FY 2024-25”).
- Select the appropriate Document Category.
- Enable the Publish option if the employee should see this in their profile.
Step 4: Enable Password Protection
Locate the checkbox labeled “Make Document Password Protected.”
Tick this box to enable password protection on the generated PDF file.
Note:
- Password protection is only applied to PDF files, not DOCX formats.
- Passwords will follow the same rules as the Payslip Password configuration.
How Password is Determined
HRStop uses the Payslip Password Configuration already set up under your organization settings.
For example, common configurations include:
- First 4 letters of PAN + Date of Birth (DDMM)
- Employee Code + Last 4 digits of Aadhar
- Custom formats defined during payroll setup
If you're unsure of your current configuration, check:
Control Panel → Settings → Payroll → Paylip Settings section
After Generating the Document
- The protected PDF will be saved in the employee’s profile (if Publish is enabled).
- When the file is opened, it will prompt for a password based on your defined logic.
- The employee or admin can download the file securely.
Tips & Best Practices
- Always inform employees of the password format used, especially during onboarding.
- Use password protection for all salary or compensation-related documents.
- Keep the password logic consistent with other secure documents like payslips to avoid confusion.
Summary Table
| Feature | Supported? |
|---|---|
| PDF Password Protection | Yes |
| DOCX Password Protection | Not Supported |
| Based on Payslip Configuration | Yes |
| Available in Bulk Generation | Yes |
| Applies to All Document Types | Yes (PDF only) |