HRStop

Document Template FAQs

7 FAQs
Can we generate different documents for multiple departments at once?

Yes, HRStop allows you to bulk-generate department-specific documents using the Bulk Generate feature.

Steps:

  1. Go to Control Panel → Forms and Policies → Document Template.
  2. Click on the Bulk Generate icon beside the relevant document template.
  3. Use the dropdown filters to select:
    • Department
    • Designation
    • Bank (if applicable)
  4. Select employees under the chosen filters.
  5. Click on Populate and proceed with document generation.

This is especially helpful during onboarding, appraisal, or policy distribution across teams.

Forms/ Policies Document Template

What if the auto-filled values in the template are incorrect?

If system-filled values (like allowances, HRA, etc.) are inaccurate or outdated, you can use the Import Key Values option to override them.

Steps to Correct Template Values:

  1. During Bulk Generation, click on the Import Key Values button.
  2. Download the sample CSV provided.
  3. Open the CSV file – it will contain:
    • Employee names
    • Keys used in the document (e.g., Basic, HRA)
    • Auto-filled values from the system
  4. Manually update the incorrect values (e.g., update Annual HRA from ₹50,000 to ₹60,000).
  5. Save and upload the modified file.
  6. Once uploaded, the system will reflect the updated values in the letter.

Use this method when payroll details need temporary or document-specific changes.

Forms/ Policies Document Template

Can the system calculate component-wise salary breakup automatically?

Yes. HRStop allows you to set formulas for salary components like Basic, HRA, and Special Allowance based on the entered CTC.

How to Set Up Formulas:

  1. Go to Document Template → Edit the template.
  2. Define payroll-related keys such as:
    • CTC
    • Basic
    • HRA
    • Special_Allowance
  3. For each key, click the edit icon and add a formula. Example:
    • Basic = CTC * 0.50
    • HRA = Basic * 0.40
    • Special Allowance = CTC - (Basic + HRA)
  4. Save the template.

🧾 During document generation:

  • Enter a base CTC (e.g., ₹4,00,000), and all components will be auto-calculated.
  • You can preview and generate the letter with these values.

This eliminates manual errors and ensures consistency across salary letters.

Forms/ Policies Document Template

Can employees access documents generated in bulk?

Yes, employees can view and download the documents from their HRStop profile if the document is published.

How to Publish:

  1. During document generation, enter:
    • Document Title
    • Document Category
  2. Check the box labeled Publish.
  3. Generate and save the document.

The document will then:

  • Be visible under the Employee Profile → Documents section.
  • Be accessible for download at any time by the employee.

Use this option when sending offer letters, appraisal letters, or any formal communication.

Forms/ Policies Document Template

Is there a way to restrict document access with a password?

Yes, HRStop supports password protection for PDF versions of documents.

How to Enable:

  1. During document generation, locate the checkbox:
    • “Make Document Password Protected”
  2. Check this option before clicking Generate.
  3. The password used will follow the same rules as Payslip Password Configuration (e.g., PAN + DOB).

Password protection applies only to PDF documents, not to .docx files.

This is especially useful for sensitive documents like:

  • Compensation Breakups
  • Increment or Appraisal Letters
  • Termination Letters

Forms/ Policies Document Template

HRStop allows documents to be saved and downloaded in the following formats:

  • PDF (.pdf): Recommended for secure, shareable documents.
  • DOCX (.docx): Ideal if further editing is needed post-generation.

Format Selection:

  • You can choose the desired format during the document generation step.
  • Both formats are downloadable from the employee's profile if Publish was enabled.

It's best practice to use PDF with password protection for finalized or sensitive communication.

Forms/ Policies Document Template

The signature is missing or not displayed in the final generated document created using a document template.

Possible Cause:

This issue usually occurs when the signature was copied and pasted directly from another document (such as a Word file, email, or PDF), which may lead to improper formatting or rendering errors during document generation in HRStop.

How to Fix It:

Follow these steps to ensure the signature appears correctly:

  1. Do not copy-paste the signature image directly from another source (Word, web, or PDF).
  2. Instead, download or save the signature image file (in PNG or JPG format) directly onto your device/system.
  3. Open your Document Template in HRStop via: Control Panel → Forms and Policies → Document Template
  4. Edit the desired template.
  5. Use the Insert Image option within the editor to upload the saved signature image from your device.
  6. Save the template after inserting the image.

Result:

The signature will now be properly embedded and will appear correctly in all generated documents, whether generated individually or in bulk.

Tip:

For best results:

  • Use a transparent PNG signature file.
  • Keep the signature dimensions optimal (around 300px wide).
  • Ensure the template is saved and re-tested after updating.

Forms/ Policies Document Template

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