Contents of this article are applicable to the following users
Product: HRAny
Platform: Web
Access Level: Owner/Manager
Templates and Documents & Signatures work together so you can set up a reusable document layout first, then generate documents for existing employees or new joiners from that template when needed. This is useful for contracts and other standard documents that need to be consistent across your organisation. The digital signature feature is available for all HRAny organisations in Indonesia and Singapore.
This guide will cover how to:
Create and Manage Templates
Use Templates when you want to set up a reusable document layout before generating documents for employees or new joiners. You can also configure a template to require a digital signature — this setting is fixed at template creation and cannot be changed afterwards. To make full use of this feature, prepare your document template in PDF format (max 10 MB) with enough blank space to be filled with employee information.
Create a New Template
Click HR from the navigation bar
Click Templates from the HR sidebar.
Click Create Template on the right side of the screen.
Enter the Template Name, select the Document Type, and upload your template. The template must be in PDF format, max 10 MB.
Under Signature Settings, check Send for Signature if this template requires a digital signature. This setting cannot be changed after the template is created.
If enabled, the Recipient Details section will appear. Click Add Recipient and fill in the Recipient Label (e.g. Employee, Manager) and set the Label Status to StaffAny (applied to team members when generating a document) or External (enter an email address when sending).
Optionally, check Manage Signing Order to set the order in which recipients sign. Drag rows to reorder.
In the Add Fields step, use the Add Fields panel on the right to search for fields you want to insert into the template. Fields include basic information (e.g. first name, last name, date of birth), job information (e.g. employee ID, join date), wage settings (e.g. department, position), identity information (e.g. ID number, nationality), payment details (e.g. bank account number, payment method), and custom employee fields.
Click a field to add it to the currently selected PDF page.
Add the required fields. Drag fields to position them in the desired area. You can also update the font size or alignment of a field if needed.
Use Duplicate to copy a field, or Delete to remove a field.
Click Create to save the new template.
Click Edit to update a template. When editing an existing template, you can update the template name and fields, but you cannot replace the uploaded PDF or change the document type from this page.
Archive and Restore Templates
Go to HR and click Templates.
Click Archive to remove a template from active use.
Open the Archived tab to review templates that have been archived.
Archived templates will not appear in the template picker when creating a new document.
Click Restore to make an archived template available again.
Generate a Document from a Template
Use Documents & Signatures once your template is ready and you want to generate a document for a specific person. You can create documents for existing employees as well as new joiners. If the template has the signature feature enabled, you can assign signature recipients and send the document for digital signing directly from StaffAny.
Generate a Document from the Documents & Signatures Page
Go to HR from the navigation bar.
Click Documents & Signatures from the sidebar.
Click Create Document.
In the Document Info section, select the template to use, select the employee to generate the document for, and enter the Document Name.
Click Next to generate a preview.
Click Create Document to create the document.
Click Download to get a copy of the generated document. Click Delete to delete a document.
Documents are managed separately from templates, so deleting a generated document will not delete the original template.
Starting from Onboarding or Employee Profile
In addition to the Documents & Signatures tab, documents can also be generated from other entry points, such as onboarding or from an employee profile.
From Onboarding, a document can be generated using data filled in by the new joiner through the new joiner form feature. Documents for new joiners can be created by clicking Create Document in the onboarding tab.
From an employee profile in My Team, choosing to add a document with a template will open the same flow with that employee already selected. If the template requires a digital signature, the employee recipient will be auto-filled in the Signature Recipients table — you only need to assign the other recipients (e.g. Manager or an external signatory) before sending. By selecting yes when prompted to use a template, you can generate a document using a previously created template.
If a document is created from these entry points, the employee is already selected and cannot be changed.
After a document is created, it will automatically appear in the employee's Documents tab in My Team. You can view, download, edit, or delete it from there.
You can watch a video explanation of how templates work here:
Send a Document for Digital Signature
When a template is configured with the signature feature, you can assign recipients and send the document for digital signing. Recipients will receive an email invitation and can sign the document digitally.
After the document is created, if the template requires a signature, the Signature Recipients table will appear in the document creation flow. Assign each recipient role to the relevant team member, or enter an email address for an external signatory.
Review the document in the preview step and click Send Document.
In the Send Document modal, review or adjust the email subject and message, then click Send. Each recipient will receive an email with a link to sign digitally.
Once the recipient clicks 'View Document to Sign', they will be taken to the documenso website where they can insert their signature by clicking on the signature box on the left side.
Click complete on the top right side to complete signing the document. The document will then be passed to the next recipient, or completed if you are last in the signing order.
Track signing progress from the Documents & Signatures list. The status column shows how many signatures have been collected (e.g. 1/2 Signatures). The activity log on the document details page shows the name of each person who has signed.
Once all recipients have signed, the document status updates to Completed and the signed document can be downloaded. The Download button is only available after the document reaches Completed status. The signed document is also automatically saved to the employee's Documents tab in My Team.
FAQ
Q: How do I sign a document?
A: There are two ways to sign a document in StaffAny:
Digital signature: If the template has the signature feature enabled, use the Send Document flow to send the document to recipients by email for digital signing.
Manual signature: For templates without the signature feature, download the generated document and use your browser's drawing tool to manually sign the PDF.
Q: Can I create a document with only external signatories?
A: No. To create a document, at least one recipient must be a member of your organisation.
Q: Can I download a document when not all recipients have signed?
A: No. To download a document with digital signatures, all recipients must have signed first.
Q: When does a signed document appear in the employee's Documents tab?
A: Once all recipients have signed and the document reaches Completed status, the signed PDF is automatically saved to the employee's Documents tab in My Team.