In this section, you will learn how to manage document templates that will be created by the company, such as Certificate of Employment, Certificate of Service Travel, and other documents owned by the company. Document templates can only be accessed by Admin, Super Admin, Consultant Admin, and Consultant Super Admin.

There are two ways you can choose, the first is by creating a document directly through Talenta and the second is by uploading a document in docx format.

Here are the steps:

A. How to Create a Template Through Talenta

1. Go to the Company menu.
2. Select "Document Template".
   
3. You can create a new document template by clicking "Create Template".
   
4. Then you will be directed to the page as shown below.
   
5. On the Document tab, fill in the template name in the Template Name column.
   
   

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

6. Fill in a description or description of the template in the Template description column and select the document category you want in the Category column.
   
7. And select the document layout you want.
   
8. In addition, you can also create document numbers automatically, by activating the Document number toggle and filling in the document number format as you want. You can use the available variables to be used in the document number by clicking “Doc shortcode”. Then fill in the initial document number in the Start increment from section.
   
9. In Doc shortcode, select the download date code to determine the download date of the document in shortcode form.
   
   

   A list of shortcode variables that can be used in document numbers:
   - month_download_roman: Month for documents downloaded with roman (Roman; I, II, III,)
   -month_download_MM: Month for documents downloaded with MM format (01,02,03,04,05..09,10,11,12)
   - date_download_DD: Day for downloaded documents with DD format (0,01,.....,31)
   - year_download: Year for the downloaded document with the format YYYY (YYYY)
   - Increment: the document increment increases based on the number of successful downloads.

10. Then select the numbering reset option in the Reset increment section. There is a Preview to see how the numbering looks according to the format you have created.
    
    

    - No reset: the document numbering will not be reset.
    - Reset every month: to reset the numbering every month and 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.

11. Then to insert the automatic document number you have created, you need to add the shortcut variable [document_number] into the document template.
    
12. If you want to use Header and Footer, you can activate them by activating the toggle.
    
13. Click "Header" to readjust the header you will use.
    
    
    

    Disable the header, if the company has a letterhead.

14. You can add your company logo to the header. You can choose the Company Logo or Employee Branch Logo to be displayed.
    
    
     

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

15. In the Company Information section, tick the information that will be displayed in the header by ticking here.
    
16.  Then the document template header will look like the image below.
    
17. After completing the settings on the Header, click "Footer" to add information to the Footer.
    
    
    
18. On the Signature tab, you can add a signature template, by activate the toggle.
    
    

    The maximum number of signature templates that can be added is three signature templates.

19. Enter the information for the signature in the Label column.
    
    
20. Then the signature will look like the picture below.
    
21. All information for the template can be customised in the document section as shown below.
    
22. Click "Insert shortcode" to pull the information automatically from Talenta data.
    
    

    - All Admins/Super Admins who have access to document templates can use the latest shortcodes.
    - You can organize and define shortcode categories.
    - Shortcodes are available for all document categories and companies.
    - Shortcodes can be applied during the creation or editing process via Create template or Upload template.
    - We recommend that in 1 line there is only 1 document template shortcode for better document results.
    - When a value is used in the document information data, then when the document is downloaded, the value will be automatically filled by the employee's data.
    - The maximum page of the document is one page, when it is more than one page.
    - You can also add additional shortcodes to the provided list by following the steps below:
    1. In the Additional shortcodes field, select Show all payroll shortcode list and Show all custom field shortcode list to display payroll and custom field components from employees.
    
    2. Then, insert the shortcode that you want in the Insert shortcode column.
    
    There are 3 additional shortcodes, namely:
       - Basic salary: [pr_basic_salary]
       - Salary type: [pr_salary_type]
       - Payroll component: [pr_id]; pr_1, pr_2
    Meanwhile, for additional custom shortcode fields, you can enter shortcodes such as [cf_id]; cf_1; cf_2 in the search field.

    Important
    
    

23. In the Insert shortcode search field, you can also add an avatar shortcode to complete the information in your document.
    
    

    1. We recommend not using photo shortcodes together with other photos, because they will be generated in a larger document.
    2. The size of the photo to be displayed is 4x6.
    3. There are 3 photo shortcodes which consist of:
    - [employee_photo_center] with the employee photo positioned in the middle.
    - [employee_photo_left] with employee photo position on the left.
    - [employee_photo_right] with employee photo position on the right.
    

24. Then your document template will be shown like this. The material in the document template has been organized based on the shortcode category you specified.
    
25. Click "Save Template" to save the template.
    
26. You can see the list of Document Templates, as shown below.
    
27. Click the "Triple Dots" icon if you want to make changes or delete the template.
    
28. You can download the template by clicking on the "Download" icon.
    
29. Then select the employee who will receive the document.
    
30. Click “Download”.
    
31. Documents that have been downloaded will be saved on the Document history page. You can view and re-download previously created documents by clicking the download icon below.
    
32. Then the document will be downloaded as shown in the image below.
    *Example of data withdrawal display from employment info
    

B. How to Upload Template

1. Go to the Company menu.
2. Click “Document Template”.
   
   
3. Click “Upload template”.
   
   
4. Fill in the template name in the Template name field and the description in the Template description field.
   
   
5. In addition, you can also create document numbers automatically, by entering the document number format you want. You can use the variables available to be used in the document number. Then fill in the initial document number in the Start increment from section and to see the appearance of the numbering that you have, you can see it in the Preview section.
   
   

   Important
   1. To insert the automatic document number you have created, you need to add the shortcut variable [document_number] into the document template.
   
   2. List of shortcode variables that can be used in document numbers:
   - month_download_romawi: Month for documents downloaded with roman (Roman; I, II, III,)
   - bulan_download_MM: Month for documents downloaded with MM format (01,02,03,04,05..09,10,11,12)
   - tanggal_download_DD: Day for downloaded documents with DD format (0,01,.....,31)
   - year_download: Year for the downloaded document with the format YYYY (YYYY)
   - Increment: the document increment increases based on the number of successful downloads
   
   3. Reset increment is useful for resetting the document numbering:
   - No reset: the document numbering will not be reset
   - Reset every month: to reset the numbering every month and the document numbering will start from number 1 again
   - Reset every year: to reset the numbering every year and the document numbering will start from number 1 again

6. Click “Continue”.
   
   
7. However, if you want to download the available Microsoft Word template, you can click "Doc_Template.docx".
   
8. Here's what the downloaded template document looks like.
   
   
9. To add another shortcode, you can click "View shortcode".
   
   
10. Then copy the shortcode you need and paste the shortcode into your document.
    
    
    

    - To get the date shortcode, enter the keyword 'download date' in the search field. Then click the “copy” icon to copy the shortcode.
    
    - To get a photo shortcode, enter the keyword 'photo' in the search field. Then click the “copy” icon to copy the shortcode.
    

11. Here's an example of the document that you are ready to upload.
    
12. Go to your Talenta page again and click "Choose file" to select the document you want to upload.
    
    
13. Click “Upload”.
    
    
14. The template you have created will automatically go to the document template page.
    
    

    Documents that have been uploaded cannot be edited in the editor page. You can only re-upload the document.

15. If you want to edit and delete the document, you can click the "three dots" icon and select Edit to edit and Delete to delete the document.
    
16. If you need the document for a specific employee, you can download it by clicking the "Download" icon.
    
    

    The difference between the document created manually (Create template directly in Talenta) and the document created outside Talenta and then uploaded, is marked by the presence of Uploaded template information on the document created by uploading.

17. Choose the employee's name and click "Download".
    
    
18. Then the template that you have created, will be downloaded as follows.
    

C. Download History

1. On Talenta's Document Template, there is a Download History button, which serves to view the previously downloaded documents along with their respective document numbers.
   
2.  After that, you will be redirected to the following page, and you can click the "Download" icon to download each document needed.
   
   

   You can only re-download documents that have been downloaded before, and you will see a notification like the following, if the same document has been downloaded before for the same employee.
   

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