Document Temples allow you to merge information from different records in order to create printable or downloadable forms, as well as export data in set formats. This can be used for things like offer letters or contracts, as well as new starter forms, terms and conditions or any other letterhead agreements.
The templates are split between being merge documents or eSignature templates, with the only difference is being able to issue and electronically sign the eSignature templates. The process for setting them up is the same, but with signable documents requiring additional notifications and specific merge fields.
Hint - Use of the eSignature module does have a cost per document so keep this in mind and speak to your Eploy Account Manager to discuss this further.
When ready to create your document templates, be them merge or eSignature, navigate to Admin > Document Templates, then select Merge Documents or eSignature Documents.
In either case, you will then be able to edit any existing templates by clicking into the title, or selecting New from the grey toolbar.
This will open the admin configuration and allow you to populate the key details of the document, such as the record type, the filename format and the default document settings:
- Template Type - This will default to either document template or signable document, based on the which option you selected.
- Record Type - This will drive not only where the output document is stored on Eploy, but also the merge fields that you are able to include in the document. Select from companies, candidates or placements, with placements allowing merge fields from across the system including vacancy and application fields. Depending on the content of the document and how it needs to be used, choose the appropriate type here.
Hint - You wont be able to change the record type, once the template is set up. Keep in mind what information you need to draw from different record types for your document - if it is post-onboarding, you will likely need to use a placement type to access the information you need.
- Filename Format - This field allows you to specify the filename of any documents merged using this template. By using the Filename Merge Fields drop down, you can include things like dates and times, candidate info or vacancy details in to the filename.
- Active - Once made active, the template will be available to select when creating documents, so leave this unticked until you have fully configured the document.
The next section is for the Default Document Settings, which controls how the output document is stored:
- Title - This is the name of the template, which you'll see when creating documents.
- File Type - File Types are used for reporting purposes, but also allow you to specify when the specific file should appear in a process. For example, if you only want a Contract to appear at a specific point in Onboarding, you should set the file type here accordingly.
Hint - You'll likely need an Offer Letter and Contract as part of your Onboarding process. Using the file type here will ensure that whilst you may have multiple offer letters and contract templates, specific to different roles, they can all be stored correctly and compliant with your onboarding process.
- File Extension - Use this to determine whether the output document is a PDF or .docx. This only applies to non-signable documents, as eSignature docs are converted to PDF automatically once signed.
- Correspondence Type - When creating a document from your template, you can chose to create a correspondence record automatically, by setting the correspondence type. This will mean that you have a clear audit each time the template is used, which includes the details of the user and time that it is merged.
Finally, we have the Editor Settings, which allows you to control how the document is used within the Eploy Document Editor. You can specify whether:
- The template can be opened in the Document Editor
- Users are able to edit the template settings
- Users are able to upload new versions of this document
Once you have filled in all of the settings, click Create.
When managing an eSignature document, there are some additional settings available, which allow you to trigger notifications and control how long the document is available to sign.
Default Signatory Settings
Because signable documents tend to be time sensitive, you can set an expiry based on the number of days since the document was created. This helps to ensure that any documents are not accessible for longer than they should be.
You can also choose to convert the signed copy to a PDF, and keep a copy of the unsigned original version.
Default Email Notifications
Signable documents can be made available to candidates via the onbaording module or using the associated email notifications. The notifications can include a unique URL, which will give access to the signable document, for the recipient to complete.
Hint - If you are using onboarding and require the candidate to complete a process before signing the document, do NOT use any email notifications as this would allow them to bypass your process. Ensure that each notification is set to DO NOT SEND.
The following notifications are available:
- Initial Email - This template will be triggered when the document is set to Ready to Sign.
- Email for Reminders and Remind Every (days) - If the document remains unsigned, you can automate reminder emails using these settings, including the frequency of any additional reminders.
- Email When Complete - Once the recipient has signed the document, you can trigger a confirmation email to the signee, to confirm that everything is complete.
- Email When Expired - if the document reaches the number of expiry days, then you can trigger an email to the recipient, confirming that the document is no longer available.
The Document Editor
Once you have finished configuring the details of your template, you will be able to access it at any time from the document grid. From here you can also upload any existing document templates you may have, or access the Document Editor to add merge fields or configure the signable settings.
When you first create a document template, a blank document will be available for you to edit within the Editor. However, you can also chose to upload an existing, such as a copy of the contract your need to build using Upload. This will allow you to load in your contract template, before using Edit to being making changes, adding merge fields and allowing for eSignatures.
Hint - To access the document editor, click Edit, whilst the existing settings of the document is available by clicking the template Title.