Overview
Once Document Generator has been configured on your site, your users will easily be able to generate documents – it is simply another step in your application process.
Your users will only be able to generate documents from templates which are relevant to the particular job and/or application workflow they are currently using (you define this as part of the implementation setup). By only presenting the user with document templates which are relevant to the job/application they are currently processing, the process is simple to use and there is little opportunity for the user to select an inappropriate document template.
User experience
For your information, this section describes in detail the user experience once document generation has been set up on your site.
To generate your document:
Move the application through your recruitment process as usual until you reach the point in the application processing that a document needs to be generated.
Select the applicable menu item (e.g. APPLICATION \ Offer \ Generate employment agreement). The screen related to the menu option you have chosen will appear. For example:
You will see any custom instructions that relate to the menu option you have chosen (e.g. “Use this action to create the employment agreement”).
You will also see the name of the field which will store the document you are going to generate if you continue (e.g. “Employment agreement:”).
Click on the Click here to generate. A list of applicable document templates will appear:
From the drop down list displayed, choose the document template that your document should be based upon. Please note that you will only be able to see document templates which are relevant to the particular job and/or application workflow you are currently using. The options presented are refined by your organisations configuration decisions for:
- Type – the field into which the generated document is going to be stored (e.g. “Letter of Offer” field) matches the “type” that has been set for the document template.
- Workflow – the workflow specified for the document template matches the workflow you are currently working in. For example, your site has two workflows – “Salaried” and “Waged” positions. The current job you are working in uses the “Salaried” workflow, so the document templates displayed here will only be ones which have been set to be available for the “Salaried” workflow.
- Status – only “published” document templates are displayed for selection.
You will now see all of the SnapHire placemarkers (variable data fields) the document template is going to use in the generation of your document, along with the current value of the placemarker for the application that is being processed:
Click Preview to preview the document – a PDF copy of the document will open with the watermark of “Preview” included in it (this preview is not saved). The preview takes into account any “Print when” data conditions that may have been set in the document template (e.g. only the information about Company Vehicles when a vehicle is specified in the package details).
If the document template you have chosen has been configured to “require confirmation”, then you will see a “Confirm” column on the right hand of the data. For each placemarker displayed, you must review the current value and select the check box (in the “Confirm” column). When all placemarker values have their confirm boxes selected, the "Confirm" button will appear at the bottom of the window (next to Preview) to allow you to generate your document.
Click Confirm to generate the document. After the processing message has disappeared, the Click here to generate link will be replaced with the message The document was generated successfully. A PDF document has been created, and it will take into account any “Print when” data conditions that may have been set in the document template.
Click OK to save the document created against the candidates application, and to take any other steps which have been setup by your organisation for this action (e.g. email the candidate with the created document attached).