There are two categories of Document Templates available within your Eploy system: Merge Documents and e-Signature Documents.

The only difference between the two is that e-Signature documents can be electronically signed by the recipient, whereas Merge Documents cannot.

To access document templates navigate to Admin > Document Templates, then select the appropriate option.

Creating a new Merge Document Template

Typically, Merge Document templates are used to create non-signable Offer Letters and New Joiner exports.

To create a new Merge Document, access the Merge Document area, as described above, and click New.

Select the appropriate Record Type, then provide a format for the Filename - when a document is created from this template, the filename will use this format automatically.  There are a section of Merge Fields available which can be included within the filename.

Next, set your default Document Settings:

• Template Title
• File Type
• File Extension
• Correspondence Type (optional)

Finally, you have the Editor Settings - these allow you to control whether the template can be edited once saved, whether the settings can be changed and whether the existing template can be replaced by uploading a new version.

Once you're happy with these settings, click Create.

The window will now close and you'll see the new template listed in the table.  Now you'll need to edit the document (all you've done so far is create a blank document).

If you have an existing template you'd like to use, click Upload.  Alternatively, click Edit to open the document editor and create the document.

Tip if you have a template you'd like to upload, at the top of the page you'll find some downloadable sample files which include all the merge fields available within Eploy - these can be copied and pasted in to your template prior to uploading, reducing the amount of editing you'll need to do within the system once uploaded.

Creating a new e-Signature Document Template

Typically, e-Signature Document templates are used to create signable Contracts, Ts & Cs, Terms of Reference documents and Right to Contact documents, used as part of Reference Collection.

To create a new e-Signature Document, access the e-Signature Document area, as described above, and click New.

Select the appropriate Record Type, then provide a format for the Filename - when a document is created from this template, the filename will use this format automatically.  There are a section of Merge Fields available which can be included within the filename.

Next, set your default Document Settings: Template Title and File Type; then, enter your default Signatory Settings:

• Enter the number of days after which the document will no longer be signable (the expiry)
• Indicate whether you want to convert the signed document to a PDF (recommended)
• Indicate whether you want to delete the original, unsigned, version of the document (recommended)

If this document will be made available to Candidates and Contacts outside of the Onboarding module, you'll be able to set default email notification settings - these allow for a link to the signable document to be sent directly to the recipient as soon as the document is marked as Ready to Sign.. If you are using the Onboarding module, it's unlikely you'll need to use these emails for Candidate documents.

Finally, you have the Editor Settings - these allow you to control whether the template can be edited once saved, whether the settings can be changed and whether the existing template can be replaced by uploading a new version.

Once you're happy with these settings, click Create.

The window will now close and you'll see the new template listed in the table.  Now you'll need to edit the document (all you've done so far is create a blank document).

If you have an existing template you'd like to use, click Upload.  Alternatively, click Edit to open the document editor and create the document.

Tip if you have a template you'd like to upload, at the top of the page you'll find some downloadable sample files which include all the merge fields available within Eploy - these can be copied and pasted in to your template prior to uploading, reducing the amount of editing you'll need to do within the system once uploaded.

The Document Editor Interface

If you have chosen to edit your document template, the Eploy Document Editor will open in a new window (you'll need to enable Pop-Ups for your Eploy system within your browser - ask your IT Team for help if you're unsure how to do this).

The Document Editor interface should, hopefully, be relatively familiar as it closely resembles the interface seen within MS Word Online or Google Docs, containing all of the tools you'll be used to using within those document editors:

• Home - this tab is where you'll find all the basic text formatting tools
• Insert - from here you'll be able to insert new pages and breaks, tables, shapes, headers and footers.  Note, there is no option to insert an image - instead, copy and paste any images either from another document or your computer's file explorer window.
• Page Layout - this is where you control the general layout of your document and includes orientation, margins, column and frame controls
• Merge Fields - it's unlikely you'll have seen this tab before, as it's specific to Eploy.  This is where you insert your Merge Fields, which are used to copy data from within the Eploy record structure in to your document.  More on this later.
• View - here you'll find all the typical View controls including rules, gridlines and draft layout
• Proofing - on this tab you'll find the dictionary, spell check, comments and track changes controls.
• Permissions - the tools on this tab allow you to add an element of protection to your document, such as password protection

Adding Merge Fields

As mentioned above, Merge Fields allow you to copy information from within your Eploy record structure into your merged document.  This could include information such as Vacancy details, salary and Candidate information.

There are two ways to insert merge fields in to your documents:

• by downloading the Sample files when first creating your document - these files contain all the merge fields available within Eploy, which you can copy and paste into your documents before uploading them
• By accessing the Merge Fields tab within the document editor itself

To insert merge fields within the Document Editor, open the Merge Fields tab.

The first thing you'll need to do is select a Master Table.  This allows you to identify the record type which contains the Merge Fields you'd like to use.

Having selected the Master Table, click Insert Merge Fields and click on the merge fields you'd like to add to your document.

Once you've finished making changes to your document, return to the Home tab and click Save and Close.