Bulk document generation allows administrators to generate documents for multiple employees simultaneously using a predefined document template.
This is useful when generating letters such as confirmation letters, appointment letters, increment letters, appraisal letters, and other employee documents for a large group of employees.
Navigation Path: Control Panel → Forms/Policies → Document Templates → Bulk Generate Documents
Before Generating Documents in Bulk
- Ensure the required document template has already been created.
- Ensure the employees are available in the system.
- Verify that all required placeholder values are available or can be provided during document generation.
Step 1: Select a Template
Select the document template that will be used for generation. The template selection screen allows administrators to:
- Review template details.
- Review available Custom Keys (Placeholders).
- Review the document preview.
- Confirm the template before proceeding.
Step 2: Select Employees
Use the available filters to identify the employees for whom documents should be generated. Available filters may include: Employee Status, Employee Name, Department, Designation, Band.
- After loading employees, select the employees to be included in the generation process.
- Update Placeholder Values
- Custom Key values can be reviewed and updated before generating documents.
- Common values such as Date Format, Issue Date, and Expiry Date can be applied to all selected employees.
- Where required, employee-specific values can also be updated individually.
Import Values Using CSV
For large employee groups, Custom Key values can be updated using a CSV file. The sample CSV includes:
- Selected employees
- Available Custom Keys
- Existing values, where available
After updating the required values, upload the completed CSV file to populate values in bulk.
Step 3: Configure Document Generation
Document generation settings such as document format, document storage, employee publishing, and password protection can be configured before generating documents. For detailed information about these options, refer to: Generating a Document
Generate Documents
After completing the required configuration, documents can be generated for all selected employees simultaneously. Depending on the selected options, documents can be generated, saved, published, and downloaded.
Where It Reflects
Depending on the selected configuration, generated documents can be:
- Downloaded immediately.
- Saved to the employee document folder.
- Published to employees through self-service.
Important Notes
- A separate document is generated for each selected employee.
- Employee-specific values can be modified before generation.
- CSV import can be used to update values for multiple employees simultaneously.
- Password protection is available only for PDF documents.
- Publish to Employee is available only when documents are being saved to the employee document folder.