Create Document templates

A document template allows managers to send the same type of information, such as a notification, to multiple employees.

Navigate to Administration > Application Setup > Common Setup > Document Templates.

Use the Document Templates pages to manage the document templates. You can add or delete document templates to a listing that makes the templates available for use. .

  • To find a specific item — Type a name in the Name search box, using up to 25 characters or wild cards.
  • To filter items based on status — Select Active, Inactive, or All.
  • To specify a row — Select the check box next to the item.

Click Refresh to update the page with any new or changed information that has been saved.

Note: You can select only one row at a time for editing.

Document templates are created outside of the Leave and Attendance applications. Use an application such as a word processor or an XHTML editor. After you create a document template, save the file on your hard drive or on a network as a DOCX document.

Upload the document template using the Document Templates page. If there are multiple languages in the suite installation, save multiple copies of a document template in different languages. Before you upload the template to the database, save each copy of the document template with a language identifier in the file name.

Variable information can be inserted into document templates in brackets. When a document is generated for a specific employee, the system adds the variable information automatically. The following tags can be entered into document templates:

  • Employee ID

    [person-number]

  • Employee name — Use any combination of the following tags:

    [last-name]

    [first-name]

    [middle-initial]

    [full-name]

  • Employee address — Use any combination of the following tags:

    [address-street]

    [address-city]

    [address-state]

    [address-postal-code]

  • Hire date

    [hire-date]

  • Template Name

    [template-name]

    [template-file-name]

  • Document generation date and time

    [document-generated-date]

  • Employee report to manager

    [manager-name]

  • The document due date before any changes to the document due date

    [document-prior-due-date]

  • Document due date

    [document-due-date]

  • Start date of the leave case

    [leave-case-start-date]

  • End date of the leave case

    [leave-case-end-date]

  • Request date of the leave case

    [leave-case-request-date]

  • Leave case code

    [leave-case-code]

  • Leave category

    [leave-category]

  • External Leave case code

    [leave-external-case-code]

  • Leave reason

    [leave-reason]

  • Eligible paid leave types

    [paid-eligible-leave-types]

  • Eligible unpaid leave types

    [unpaid-eligible-leave-types]

  • Leave configurable custom fields

    [custom-field=name of field]

    where name of field is the actual user-entered field name

  • Person responsible for tracking leave for the employee

    [leave-admin]

  • Certification Frequency - The number of

    [leave-case-certification-frequency]

  • Certification Frequency Times per “Number + Cer,D,M,W,Y" - The number of the employee’s leave times per certification; day, month, week or year.

    [leave-case-certification-frequency-period]

  • Certification Duration Hours

    [leave-case-certification-duration-hours]

  • Certification Duration Day per Episode

    [leave-case-certification-duration-days-per-episode]

  • Certification Total Time

    [leave-case-certification-total-time]

  • Certification Total Time per “Cer,D,M,W,Y” - The total number of hours per certification, day, week, month, or year allowed or requested for the leave case. In the physical therapy example, you might enter 8 hours total time (four hours per week for 2 weeks).

    [leave-case-certification-total-time-per]

  • Certification Estimated Reduced Schedule Hours Per Day

    [leave-case-certification-reduced-schedule-hours-per-day]

  • Certification Estimated Reduced Schedule Days Per Week

    [leave-case-certification-reduced-schedule-days-per-week]

  • Certification Estimated Reduced Schedule From Date

    [leave-case-certification-reduced-schedule-from-date]

  • Certification Estimated Reduced Schedule Through Date

    [leave-case-certification-reduced-schedule-through-date]

  • Certification Start Date

    [leave-case-certification-start-date]

  • Certification Expiration Date

    [leave-case-certification-expiration-date]

  • Certification Note

    [leave-case-certification-note]

  • Leave case notes

    [leave-case-notes]

  • Name of user who applied the attendance rules which generated the document

    [current-user]

  • Name of the attendance action associated with the document

    [attendance-action-name]

  • Date of the attendance action associated with the document

    [action-trigger-date]

  •  The value of the main balance that triggered an action on the action trigger date

    [policy-balance-on-action-trigger-date]

  •  The balance name of the main balance that triggered an action on the action trigger date

    [attendance-balance-on-action-trigger-date = <balance-name>]

  • Display name for the employee’s discipline level on the action trigger date

    [discipline-level-on-action-trigger-date]

  • Start date of the tracking period for the policy that issued the action associated with this document.

    [policy-tracking-period-start-date]

  •  A list of actions triggered by system adjustments driven by events or point totals from other policies

    [incidents-by-action]

  • A list of actions triggered by system adjustments driven by events or point totals from other policies without expiring points, with all events, and only adjustments that are system generated from another policy

    [incidents-by-action-filtered]

  • List of employee’s attendance actions within the tracking period for the policy that issued the action associated with this document.

    [attendance-actions-list]

  • Person responsible for tracking the attendance for the employee.

    [attendance-admin]

    The tracking period is one in which the action was generated, not the current tracking period that is based on the date today.

When you create a document template using Microsoft Word, remove spelling and grammar errors before you upload the template. It is actually Microsoft Word error markups that must be removed. You can remove the error markup in either of two ways:

  • To keep automatic spelling and grammar checking capabilities turned on in Microsoft Word, check the spelling and grammar before saving the document. Select Tools > Spelling and Grammar, and either accept or ignore each spelling and grammar issue that Microsoft Word flags. Some data tags that are inserted within document templates trigger spelling or grammar errors in Microsoft Word, even though the tags are configured properly. Ignore these instances when checking spelling and grammar.
  • Turn off automatic spelling and grammar checking capabilities in Microsoft Word. Disable the following options in Tools > Options > Spelling & Grammar tab:
    • Check spelling as you type
    • Check grammar as you type

Document Template Configuration

Deleting a document template from the template list

Activate or Deactivate document templates

Note: If completing the attendance configuration sequence, the next configuration step is to configure Attendance Actions.