Bulk generation of documents for multiple employees
If you want to generate documents in bulk, you must have the Generated documentation permission set.
This permission can be set by the administrator.
To generate documents in bulk, go to the Extra tab on the main panel.
Document management > Generation and import of documents, and click the Generate documents from templates button.
Fill out the displayed form according to the following points:
- Filter employees - here you can pre-filter the employees for whom you want to generate documents (e.g. by company, department, job position).
- Employee selection - you can either select all of the pre-filtered employees (using the Select all button) or select only some of them.
- To date - select the date on which you want to generate documents for the selected employees.
The work data tokens in the document are replaced with data from the milestone that is valid on that date. Only milestones from primary contracts are considered.
If the employee's first milestone is after the 'To date' date, the document is generated, but the corresponding tokens are replaced with empty values, as no milestone was valid on that date.
If the employee has a Leave Date earlier than the 'To date' date, the document is generated and the tokens are replaced with data from the last valid milestone.
If the employee has a Leave Date earlier than the 'To date' date, the document is generated and the tokens are replaced with data from the last valid milestone.
- Select document templates - select the document templates you want to generate.
- Output format – select whether the generated documents should retain their original format or be in PDF format.
- What do you want to do with the documents? - choose whether to generate the documents for the employee's documentation or just download them.
- Document category – specify the category in which the generated documents will be saved on the employee card. This field is displayed only if you previously selected to generate documents for the employee's documentation.
To generate a document in a category that has not yet been created, go to Settings > Codebook Items > Document Categories and use the Add Category button to add it.
- Token overview - here you will find an overview of all available tokens.
- "Action" button - appears depending on what you want to do with the documents (point 6).
- Generate documents
- Download – if you have chosen to only download the documents, click the Download button and choose whether to download individual PDFs as a ZIP or everything in a single PDF.
