HR and Compliance document management is often hindered by inconsistent numbering between document templates, making document tracking ineffective and time-consuming. You can apply automatic document numbering with the Auto-Generate Format feature in Mekari Talenta. With this automatic numbering feature, companies can ensure that every document is neatly organized and easy to navigate. Here are the steps.
Go to the “Settings” menu.
Click the "Auto-Generate Format" tab in the section Company.
Then, click “Create format”.
In the Type column, you can select Document Number, then fill in Format name with the name of the numbering format settings for this document. For example, 'Certificate of Employment'.
You can select the Text component to enter the formatting in text/letters.
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Select an Increment number to enter a number format that will automatically increase.
You can toggle the Advance option to add additional options such as:
- Length: To determine the length of the added number.
- Padding: To determine the continuation of the initial characters in the section, Padding with just one character. -
Furthermore, there are six format components, namely Text, Increment number, Join date, Branch code, Organization code, Job position code, Job level code, and Generated date. You can also click “Add component” to add other formatting components.
- You can click here to set the Job Position Code.
- You can click here to set the Branch Code.
- You can click here to set the Organization Code. -
You can also select the Generated date component to enter the format based on the date this document was created.
You can select the date format in the provided field.
Additionally, you can add a Branch code, Organization code, and Job position code. However, these three fields will remain unchanged and will be automatically filled in according to the employee's Branch code, Organization code, and Job position code.
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Then, you can add a Document template by clicking "Add doc template." This will open a dropdown menu displaying the names of the Document templates you've created. You can select one or more of these Document templates.
After the Document, when a template is added and contains multiple documents, the system will apply continuously increasing numbering to each document.
For example, if Document A has the number 001, Document B will automatically receive the number 002, and so on. This way, all documents in the template will be neatly arranged with a consistent numbering sequence. You can also preview the document numbering format in the Format preview section.
If you select the Join date component, you can set Auto ID Reset, which allows you to set a reset schedule for the employee ID sequence pattern to align with company policy.
Check the Auto ID Sequencing checkbox, which allows the system to automatically create and assign employee IDs based on specific categories such as Branch, Job Title, Organization, and Job Level. Once you're done, click "Save" to save the settings.
Therefore, the Auto-Generate Format for the Document template has been completed . It will look like this.
You can change the automatic document numbering settings you've created by clicking “Actions,” then selecting “Edit”, or you can also delete it by selecting “Delete”.
That's how to manage automatic formatting for document templates in Talenta. Read a guidebook here to learn how to manage your Employee ID numbering settings automatically.