- Wizer & Wizest version only -
Within HRWize, Templates can be used to automatically generate a document that can be sent digitally to an employee or candidate, or recorded on their file. The templates feature can be found by going to:
Documents > Templates
Creating a Template File
In order to use a template, you must first create the template file as either a Rich Text Format (RTF) or Plain Text (TXT) file.
Template files can be created in any application that can create a document in either RTF or TXT format. However, please note that the document you upload must be a totally clean document. Many word processors (including Microsoft Word) add additional data and formatting information to documents that are not visible to the eye, but which can cause issues when those documents are used as Templates in HRWize. We would, therefore, recommend using a basic editor such as Wordpad or Notepad to create template files for use in HRWize.
When creating templates you can also use placeholders, in much the same way you would when creating an email within a workflow.
The available placeholders, or tags, are listed in the system on the Templates page and can be found by expanding the "Guidance on Templates" section at the bottom of the page. They are also listed in the "Workflow tags" section at the bottom of this article for your convenience.
They are used as part of the template text so, for example, the opening lines of a letter to an employee might read:
| [e_firstname] [e_surname] [e_address_complete] [e_today_written] Dear [e_firstname], ... |
And, when used, the result might look like:
| Lyle Lanley 127 Moulton Road HADDEN TD5 0DD 30th December 2020 Dear Lyle, ... |
Adding a Template
To add your template file to HRWize, go to:
Documents > Templates
Click on the 'Add' button at the bottom of the page to add your template, which will take you to the following screen.
Enter a name for your template and (optionally) a description. Next, choose the category for your document. This is either:
- Employee - A template to be populated with employee information and stored in an employee's documents.
- Letter of offer - An offer letter to be populated with candidate information and used in the recruitment module.
If you intend to use the template in a workflow, please choose the mandatory document category that the resulting document should be associated with, and the sites that the template should be available for.
Finally, click the 'Browse' button to locate your TXT or RTF file and upload it to the system and click 'Submit'.
Using Employee Templates
Once you have created an Employee template, you can create a document based on that template by clicking the 'Create template letter' action button next to the template you want to use:
On the next screen you can choose the employee(s) to create a document(s) for:
First, choose your Selection method:
- Current Employees - Create a document for a current employee or employees. You can further choose whether to create the document for all current employees or selected employees by name.
- Archived Employees - Create a document for all archived employees.
- Metadata - Use metadata to determine which employee(s) to create a document for. You can choose here, for example, all employees with a given Job Role or Department.
Next, you can choose the Action you want to run on the template. Your options are:
- Download - Simply download the created document to your device.
- Attach to employee file - Attach the created document to the Employee's Documents.
- Download and attach to employee file - Both download the document to your device and add it to the employee's documents.
If you choose either of the options to attach the document to the employee file, you will be presented with a new set of fields to determine the name of the document that will be created, alongside whether it requires an electronic signature, whether it should be placed in an Employee Document Category (folder) and the visibility of the created document:
Finally, click on the 'Create' button to create the document and either download or attach it, depending on your chosen options. A document will be created based on your template for each employee in your criteria.
Using Letter of Offer Templates
Letter of Offer templates is used within the Recruitment module to generate an offer letter for a Candidate. Once you have created an Offer for a candidate, either using the 'Offer' button on their Candidate Record or by navigating to Recruitment > Job Offers, you can generate the offer letter for the candidate by clicking on the 'Create letter of offer' action button in the Actions column.
You will be asked to choose the template to use (this should be a template of category "Letter of Offer") and the offer you want to use.
Click the 'Submit' button to download the created offer letter document.
Templates and Workflows
When building a workflow in Workflow Builder, the "Create template" workflow step can be used to create a document from a template.
Workflow Tags
The workflow tags currently available in the system are listed here for your convenience:
Employee fields
|
Employee custom fields
Dates
Goals
Candidates
|
Employee workflow fields
Employee workflow "current" fields
Employee workflow pending/change fields
|
HRWize
Comments