HRStop allows admins to easily edit and customize document templates to meet their organizational requirements. Whether you need to update existing content, add new placeholders, or correct formatting issues, the system offers a flexible and user-friendly interface to manage these updates.
Steps to Edit a Document Template
1. Navigate to the Template Section
Go to:
Control Panel → Forms and Policies → Document Template
2. Locate the Template
- Use the search bar to find the specific document template by name.
- Once located, click on the Edit icon under the Actions column.
3. Edit Template Details
You will be redirected to a page where you can modify the template’s configuration.
- Title: Update the title of the document if needed.
- Description: Provide or update a short description of the template’s purpose.
- Module: Select the relevant module (e.g., Employee) where this document applies.
4. Configure Employee Permissions (Optional)
- Allow employees to generate the document
- Allow employees to save the document to their profile
Check or uncheck these based on your organization’s access policies.
5. Work with the Template File
- Download the existing file to review its contents and placeholder usage.
-
Make necessary edits in the
.docxfile:-
Add or modify placeholders like:
-
{{employee_name}} -
{{employee_manager}} -
{{salary_breakup}} -
{{ctc}} - Or use formula-based placeholders if payroll is not run.
-
- Replace any static data with dynamic system keys.
-
Add or modify placeholders like:
6. Upload the Updated File
- Save the edited file on your system.
- Click Choose File and upload the updated version to replace the previous one.
7. Add Additional Placeholder Keys (Optional)
If needed, define custom keys using the {{key_name}} format:
- Enter the placeholder key and its corresponding sample value.
- Click Add Key to store it for preview and generation.
8. Save Changes
- Click the Update button to save all modifications.
- Your document template will be updated instantly and available for future use.
Tip:
If you wish to preserve the original template before editing, use the Clone option to create a copy. This is useful for version control and for testing new formats without affecting existing workflows.
Result:
Once updated, the revised template will pull in employee data based on the new placeholders and be ready for use in document generation—ensuring up-to-date, accurate, and consistent documentation across your organization.