The Document and Email Generation feature on PeopleXD allows a user to automatically generate documents, letters or emails based on employee data, e.g. employee contracts, letters of offer, HR forms etc.
Documents
A document refers to a file (MS Word or PDF) that can be generated from PeopleXD by merging employee data into templates that have been stored on the system. These may be used to create employee contracts, pre-populated HR forms, applicant correspondence etc.
Documents that have been generated on PeopleXD may be downloaded by the user to further amend and print, as required.
Documents may also be automatically stored against an employee’s record on their Employee Profile screen, as part of the document generation.
A user may also upload a document to the Employee Profile, independent of generation process e.g. uploading a copy of a passport.
System generated emails can be produced and sent automatically from PeopleXD to an employee or an applicant. Emails are typically used to support the recruitment process e.g. to send an invitation for interview to a candidate. However, these may also be generated to employees within HR Admin.
Template
Templates can be stored on the system to support the production of both documents and emails.
Document Templates: These are created using MS Word mail merge functionality and uploaded to PeopleXD.
Email Templates: These are created and maintained directly on PeopleXD.
Template Group
Templates (document or email) may be grouped into various categories e.g. Contracts, Recruitment, Salary etc. This is an optional grouping and does not need to be used for all or any templates.
Document Type
This is used to group documents that have been generated on the system or uploaded independently to an employee’s or applicant’s record. This is an important setting for controlling the visibility of and access to documents for HR and Recruitment Admins as well as Employees and Managers.
Data Sources
Standard mail merge functionality employs the use of Data Sources which are essentially temporary files pre-populated with the record data that will become merged into a document or email template.
In this feature, each screen in HR or recruitment admin, from which a document or email can be generated, is linked to a specified data source (or data sources). This data source is a set of employee / applicant / contract / record fields which will be mapped to a template.