Contents of this article are applicable to the following users:

Product: HRAny

Platform: Web

Access Level: Owner/Manager

Templates and Documents and Signatures work together so you can prepare reusable document layouts first, then generate staff or new joiner documents from those templates when needed. This is useful for contracts and other standard documents that should stay consistent across your organisation.

This guide will cover how to:

Create and Manage Templates
- Create a New Template
- Archive and Unarchive Templates
Generate document from a template
- Create a Document from the Documents and Signatures Page
- Start from Onboarding or from Employee Profile
FAQ

Create and Manage Templates

Use Templates when you want to prepare a reusable document layout before generating the actual documents for staff or new joiners. To be able to fully utilise this feature, you must prepare document templates in the form of PDF with maximum size of 10MB while also providing sufficient blank spaces to fill the template with staff’s 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 Template Name, select Document Type, and upload your template. Your template needs to be in PDF format with maximum size of 10MB
In the Add Fields step, use the Add Fields panel on the right to search for the field you want to insert into the template. The fields include basic information (e.g first name, last name, date of birth), work information (e.g. employee ID, join date), wage setup (e.g. department, job title), identification information (e.g. ID Number, citizenship), payment details (e.g. bank account number, payment method), and custom employee fields
Click on a field to add it to the currently selected PDF page.
Add the fields you need. Drag the fields to place it onto the area where you want the fields to be. You can also update the field's font size or alignment if needed.
Use Duplicate if you want to copy a field, or use Delete if you want to remove a field.
Click Create to save the new template.
Click Edit if you would like to update the 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 Unarchive Templates

Open HR and click Templates.
Click Archive if you want to remove a template from active use.
Open the Archived tab if you need to review archived templates.
1. If a template has been archived, it will not appear in the template picker when creating a new document.
Click Unarchive to make an archived template available again.

Generate A Document From A Template

Use Documents and Signatures after your template is ready and you want to generate a document for a specific person. You can create documents for both existing staffs and new joiners. Right now, this flow currently only supports manual signatures. E-signature feature is coming soon in Q2.

Create a document from the Documents and Signatures page

Open HR from the navigation bar.
Click Documents and Signatures from the sidebar.
Click Create Document.
In Document Info, select the template you want to use, select the staff you want the document to be generated for, and enter a Document Name
Click Next to generate a preview.
Click Create Document to generate the document.
Click Download if you want a copy of the generated document. Click Delete if you want to remove the document.
1. Documents are managed separately from templates, so deleting a created document does not delete the original template.

Start from onboarding or an employee profile

Other than the Document and Signatures tab, documents can be generated from other entry points, such as onboarding or from an employee profile.

From Onboarding, documents can be generated using data that new hires have submitted using the new joiner form feature. Documents for new joiners can be created by pressing create document on the onboarding tab.
From an employee profile in My Team, choosing to add a document with a template can open the same flow with that staff member already selected. By selecting yes when asked to use a template, you can generate documents using the template that has been created before.