How-to
Generate a document
On this page
Document generation lets you create employee-specific documents using predefined document templates.
During generation, the system combines template content, System Keys, administrator-defined Custom Keys, formula-based values, and manually entered information to create the final document.
You can review values, preview the generated document, configure document generation options, and choose how the final document is delivered.
Navigation path: Control Panel → Forms/Policies → Document Templates
Generate a document
To generate a document:
- Navigate to the Document Templates page.
- Locate the required template.
- Click the Generate Document action. A new screen opens.
- Configure the document details.
- Review the values populated by the system.
- Preview the document if required.
- Configure the document generation options.
- Generate or download the document.
Configure document details
Before generating the document, configure the required document details.
| Field | Description |
|---|---|
| Template | Select the template to be used for document generation. |
| Employee | Select the employee for whom the document is being generated. |
| Date Format | Select the date format that should be applied within the generated document. |
| Issue Date | Specify the issue date for the document. |
| Expiry Date | Specify the expiry date for the document, where applicable. This ensures that the concerned stakeholders receive notifications (if configured) when the document is about to expire. |
Review document values
The values displayed in the Key and Value section are determined by the placeholders configured within the selected document template.
Before generating the document, review all populated and manually entered values.
The system may display the following:
| Item | Description |
|---|---|
| System Keys | Employee information automatically populated from the system. |
| Administrator-Defined Custom Keys | Values entered manually or populated using configured default values. |
| Formula-Based Keys | Values calculated automatically using configured formulas. |
| Blank Values | Fields requiring manual input before document generation. |
For detailed information about Custom Keys and placeholders, refer to: Using Custom Keys (Placeholders) in Document Templates
Preview the document
Before generating the final document, you can preview the document to verify:
- Employee information
- Custom Key values
- Formula-based calculations
- Document formatting
- Date formatting
- Manually entered values
Previewing the document helps you identify and correct any issues before creating the final document. For detailed information, refer to: Previewing a Document Before Generation
Configure document generation options
You can configure the following options before generating the document:
| Option | Description |
|---|---|
| Convert to PDF | Generates the document in PDF format. |
| Save to Employee Document Folder | Stores the generated document within the employee's document records. |
| Publish to Employee | Makes the generated document available to the employee. This option is available only when Save to Employee Document Folder is enabled. |
| Password Protect Document | Protects the generated document using a password. |
For detailed information about password protection, refer to: Enabling Password Protection on Generated Documents
Generate the document
The actions available during document generation depend on whether the document is being saved to the employee document folder.
When Save to Employee Document Folder is enabled
- Generate — Generates the document and saves it to the employee document folder.
- Generate & Download — Generates the document, saves it to the employee document folder, and downloads a copy to your device.
When Save to Employee Document Folder is disabled
- Download — Generates the document and downloads it directly to your device without saving it to employee records.
Where it reflects
Depending on the selected document generation options, the generated document may:
- Download to your device.
- Be stored in the employee document folder.
- Be published for employee access.
Important notes
- Only users with authorized administrative access can generate documents.
- Publish to Employee is available only when Save to Employee Document Folder is enabled.
- Formula-based values are calculated automatically during document generation.
- Review all values before generating the final document.
- Password protection settings are applied during document generation.
- Documents saved to employee records can be accessed later through the employee document repository.