By using export documents, you can easily generate a document for a candidate or employee, e.g. contract or other agreements. This means that you can upload a template that you use for contracts, and insert keywords to automatically merge data into a document e.g. name, email, address, telephone number, amount or similar.
Create export file - document
1. Go to "Settings" in the main menu and click on integrations
1.2. Click on "Export"
2. Click "New export"
3. Choose "Document" and click "Continue"
4. Give the export document an internal description
5. Choose where the document shall be used in the system: "Employee", "Candidate" and/or "Onboarding"
6. Upload your export document
Create the file that will be the template for your export document. In this file you can use keywords, so the data matching the keywords chosen is automatically filled in during export. See a simple example of this under attachments.
You will find the keywords by clicking "Keywords". From the overview, you can press the green plus a a given keyword, and the keyword will be copied to your clipboard, which you can paste into your export document.
7. Choose the following extra options if needed:
- Should the document export as PDF?
- Should the document be grouped into one of you have selected multiple employees/candidates?
- Should the document be placed under the employee/candidate's documents?
NOTE!
If you select the Export into personal documents option, you will see two additional options.
- Suggest to obtain digital signature: should the creation of the export document trigger a digital signature flow? (this setting will only work if you do have a digital signature flow setup in the settings)
- A selection-field: From here, you will be able to select what folder the document should be placed in - either a personal, or shared folder.
8. Define the formats for specific data in your export document, such as date, currency, and decimals
9. Create export data if needed
Do other data need to be completed before export? If yes, these are created as export data - here you can choose answers such as text, dropdown or date. You can also find their keywords in the "Keywords" overview, under the main settings section.
Click "Save"
See the attached file with a simple example for inspiration.
NB! You can create export documents in multiple languages by hovering the mouse over the green plus, and choosing from the languages added to your account.
In below articles, you can learn more about how to export documents:
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