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How to Manage Document Templates

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Learning Center Mekari
  • Updated

In this section, you will learn how to manage document templates created by the company, such as Employment Certificates, Travel Certificates, and other company documents. Document templates can only be accessed by Admins, Super Admins, Consultant Admins, and Consultant Super Admins.

There are two ways to do this: first, by creating the document directly through bakat, and second, by uploading the document in .docx format.

Here are the steps:

A. How to Create a Template Using Talenta

  1. Go to the Productivity menu, then select Document templates.

  2. There are document templates available for you to use. You can create a new document template by clicking “Create” and then selecting New template.

    Click “Help” to get help with guide articles.

  3. Then you will be redirected to a page like the image below.

  4. On the Document tab, enter the template name in the Template Name field. Then, fill in the information or description of the template in the Template description column and select the desired document category in the Category column.

    The template name is unique, so you cannot use an existing template name.

  5. Enter a description of the template in the Template description field and select the desired document category in the Category field.

  6.  Then, in the Employee files section, there are two (2) options you can choose:
    a. Automatically send to employee files when document is generated: You can check this box to automatically integrate the document template with employee files. Then, you can select the Files category for employee files (e.g., Identity, Company file, etc.) to be integrated with the Doc template. 

    b. Automatically sync when document is completely signed: You can check this option to synchronize data after the document is successfully signed.

  7. You can also automatically generate document numbers. There are two ways to do this: Manually configure format and Use auto-generated format (see explanation below): a. Manually Configure Format
    Select this option if you want to manually configure the automatic document numbering format. 1. After clicking the toggle Document number button, you can use the available variables for use in document numbers by clicking “Doc shortcode”. Enter the document number format in the Number format field as desired. Then, enter the starting document number in the Start increment from section.

    2. In the Doc shortcode section, select the code download date to specify the document download date in shortcode form.
    3.png

    List of shortcode variables that can be used in document numbers:
    - month_download_roman: The month of the downloaded document in Roman numerals (Roman numerals; I, II, III,) - month_download_MM: The month of the downloaded document in MM format (01,02,03,04,05,09,10,11,12)
    - date_download_DD: The day of the downloaded document in DD format (0,01,.....,31)
    - year_download: The year of the downloaded document in YYYY format (YYYY)
    - Increment: The document increment is based on the number of successful downloads.
    3. Then, select the reset numbering option in the Reset increment section. There's also a preview to see how the numbering will look according to the format you've created.

    - No reset: The document numbering will not be reset.
    - Reset every month: Resets the numbering every month, and the document numbering will start from 1 again.
    - Reset every year: Resets the numbering every year, and the document numbering will start from 1 again.
    b. Use auto-generated format
    Select this option if you want to apply a format automatically generated from the Auto-generated format settings you created in Settings. Learn the guide to setting the Auto-generated format here.
    1. After clicking the toggle Document number button, you can click Use auto-generated format. Then, select one of the Auto-generated format settings from the available dropdown. In the example below, 'Certificate of Employment' is selected. To add Auto-Generate settings, click “Auto-Generate Settings”.

  8. Then, to automatically insert the document number you've created, you need to add the shortcut variable [document_number] to the document template.
    pasted

  9. If you want to use a Header and Footer, you can enable it by turning the toggle to blue.
    Document_7.png

  10. Click “Header” to customize the header you will use.
    Document_8.png
    Disable the header if your company has a letterhead.

  11. You can add your company logo to the header. You can choose whether to display the Company Logo or Employee Branch Logo. Document_9.png

     

    - Company: The logo displayed will be the company logo. 
    - Employee branch: The logo displayed will be the branch logo. 
    - No Logo: The logo will not be displayed.

  12. In the Company Information section, check the information that will be displayed in the header here.

  13. Then, the document template header will look like the image below.

  14. After completing the settings on Header, click “Footer” to add information on Footer.
    mceclip2.png

  15. On the Signature tab, you can add signature templates by enabling the toggle.

    Document_13.png

    You can add a maximum of three signature templates.

  16. Select the signature type and enter information about the signer or recipient in the fields provided.

    There are 5 types you can choose from:
    - Specific employee: To select a specific employee as the signer/recipient.
    - Employee itself: To select you, the document creator, as the signer/recipient.
    - Approval line: To select the approval line from the document owner.
    - Manager: To select the document owner's manager.
    - Custom text: You can enter the signer or recipient manually.

  17. Then the signature will look like the image below.
    Document_15.png

  18. All information in the template can be adjusted in the document section, as shown below.

  19. Click "Insert shortcode"to pull up the information automatically from Talent data.
    1.png

    - All Admins/Super Admins: Those with access to document templates can use the latest shortcodes. 
    - You can organize and define shortcode categories. 
    - Shortcodes are available for all document and company categories. 
    - Shortcodes can be applied during the creation or editing process via Create template or Upload template.
    - We recommend only using one document template shortcode per line for better document results.
    - If a value is used in the document information data, when the document is downloaded, the value will automatically be filled in with the relevant employee data.
    - The document can only have one page. If there is more than one page, you will see a red line as shown in the image below.
    - You can also add additional shortcodes outside the available list by doing the following:
    1. Check the Show all payroll shortcode list and Show all custom field shortcode list in the Additional shortcodes section to display payroll components and components; the custom field of employees.
    4.png
    2. Then enter the shortcode you need in the Insert shortcode field.
    Screenshot 2023-10-31 173136.png
    There are 3 additional shortcodes:
    - Basic salary: [pr_basic_salary]
    - Salary type: [pr_salary_type] - Payroll component: [pr_id]; pr_1, pr_2. For additional custom field shortcodes, you can enter shortcodes such as [cf_id]; cf_1; cf_2 in the search field.

    Important
    5.png

  20. In the Insert shortcode search field, you can also add a shortcode in the form of a photo to complement the information in your document.
    1.png

    1. We recommend not using the photo shortcode with other photos, as they will be generated in a larger document.
    2. The photo size to be displayed is 4x6.
    3. There are three photo shortcodes:
    - [employee_photo_center] with the employee photo positioned in the center.
    - [employee_photo_left] with the employee photo positioned on the left.
    - [employee_photo_right] with the employee photo positioned on the right.
    2.png

  21. Your document template will then look like this. The information in the document template is organized according to the shortcode category you entered.
     4.png

  22. Click "Save Template" to save the template. 
    mceclip5.png

  23. You can see a list of Document Templates, as shown below. Click the "Three Dots" icon to make changes or delete the template. 

  24. You can download the template by clicking the "paper" icon. 

  25. Select the employee who will receive the document in the Select Employee column. Click the “download” icon to download and the “print” icon to print.

    You can click “Filter” to filter employees by branch, organization, job level, job position, employment status, SBU and status (active/resigned).

  26. Then click “generate”.

  27. The downloaded document will be saved in the page Document history. You can view and re-download previously created documents by clicking the "Actions" icon and then selecting "Download .pdf/.docx."

    - Click “Preview” to preview the document.
    - Click “Revoke document” to cancel the document.

  28. The document will then download as shown below.
    *Example of data retrieval from employment info
    3.png

B. How to Upload Templates

  1. Go to the Productivity menu, then select Document templates

  2. Click “Create” then select Upload template.

  3. Enter the template name and description in the fields provided, and select the template category.

  4. You can also automatically generate document numbers. There are two ways: Manually configure format and Use auto-generated format. The explanation is as follows:
    a. Manually Configure Format

    Select this option if you want to manually configure the automatic document numbering format.
    1. You can use the available variables for use in document numbers by clicking “Doc shortcode”. Enter the document number format in the Number format field according to your preference. Then, enter the initial document number in the Start increment from section.
    2. In the Doc shortcode section, select the code download date to specify the document download date in shortcode form.

    List of shortcode variables that can be used in document numbers:
    - month_download_roman: Month for the downloaded document in Roman numerals (Roman; I, II, III,)
    - month_download_MM: Month for the downloaded document in MM format (01,02,03,04,05,09,10,11,12)
    - date_download_DD: The day of the downloaded document in DD format (0,01,.....,31)
    - year_download: The year for the downloaded document in YYYY format (YYYY)
    - Increment: The document increment is based on the number of successful downloads.
    3. Then, select the reset numbering option in the Reset increment section. There's also a Preview to see how the numbering will look according to the format you've created.

    - No reset: The document numbering will not be reset.
    - Reset every month: To reset the numbering every month, the document numbering will start from 1 again.
    - Reset every year: To reset the numbering every year, and the document numbering will start from 1 again.

     

    b. Use auto-generated format
    Select this option if you want to apply a format automatically generated from the Auto generated format setting you created in Settings. Learn the Auto-Generated Format settings guide here. You can click Use auto-generated format.Then, select one of the Auto-Generated Format settings in the available dropdown.

    To add the Auto generate setting, click “Auto generate settings”.

  5. Click “Continue” to continue.
    Image_5.png

  6. However, if you want to download the available Microsoft Word template, you can click “Doc_Template.docx”.
    Image_7.png

  7. Here's what the template document looks like. Downloaded.
    Image_9.png

  8. In the Shortcode section, you can check Show all payroll shortcode list to display and copy the payroll shortcode or check Show all custom field shortcode list to display and copy the custom field shortcode. To add more shortcodes, you can click “View shortcode”.

  9. Then copy the shortcode you need and paste it into your document.
    5.png

    - To get the date shortcode, enter the keyword "download date" in the search field. Then click the icon “copy” to copy the shortcode.
    6.png
    - To get the photo shortcode, enter the keyword ‘photo’ in the search field. Then click the “copy” icon to copy the shortcode.
    7.png

  10. You can check the box Automatically send to employee files… to automatically integrate the document template with employee files. Then, you can select the Files category for employee files (e.g., Employee's identity, Company file, etc.) to be integrated with the Doc template.

    To create a new category setting, click “Category setting”.

  11. Here's an example of what a document ready to upload will look like.
    Image_18.png

  12. Return to your Talent page and click “Choose file” to select the document you want to upload. You can choose a file in .xlsx or .docx format with a maximum file size of 10 MB.

  13. Click “Upload”.
    Image_13.png

  14. Document templates you created will automatically be added to the document page with the "Uploaded template" information.

    Uploaded documents cannot be edited in the editor. You can only re-upload them.

C. Download History (Export History)

  1. In the Talenta Document Template, there is a “Generated documents” button, which allows you to view previously downloaded documents along with their respective document numbers.

  2. If you enable Files integration in Upload template, then the Export History display will look like this. You can filter the list of Exported Templates by Time, Template Category, and Employee.

  3. You can click "Actions" and select "Send to employee files" to send documents to employees. If Talenta is integrated with Mekari Sign, you can select Send to Mekari Sign to send documents to Mekari Sign.

That's how to manage document templates in Talenta. To learn how to integrate employee transfer data with document templates, see here.