Enabling the Document Generator
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To start using the Document Generator, you first need to enable it in your Salesforce org. Just follow these simple steps:
- Navigate to the HR Admin page and select the Integrations tab.
- Select the Document Generator and click Connect via Integration Service.
- A new Document Generator tab will now open, and you will see the message “Integration is connected but not enabled”. Click Enable to start using the Document Generator.
Creating a Document Template
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The Document Generator automatically creates personalized documents based on templates. You will first need to create your template and save it in the .docx file format. You can indicate any dynamic fields by using a placeholder in square brackets. For example, to include an employee’s name in a document, you could write: [Employee First Name] [Employee Surname]. These dynamic fields are know as merge tags.
Including these merge tags in your templates allows the Document Generator to automatically fill in the fields with information from your Salesforce org. In the final document, the merge tags will be replaced by up-to-date information, allowing you to quickly and accurately personalize documents for different employees.
Using the Document Generator
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Once you have enabled the feature in your org and created a document template, you’re ready to start using the Document Generator. Here’s how:
- Click the nine-dot icon 𓃑 to open the App Launcher and search Document Templates.
- Click New and give your template a name. Then click Save.
- Upload your document template via drag and drop or by using the Upload Files button. Document templates must be in the .docx file format.
- Once your template is uploaded, you will see a preview of the template. To the right of the preview, you will see the merge tags that you indicated using square brackets in your template. Match these tags with Salesforce fields by selecting the corresponding field from the drop-down list below the tag. For example, if you included a [Contract Date] tag in your template, you would need to select the Start Date field from the drop-down menu below this tag.
- Once you have matched the tags to the corresponding Salesforce fields, you can save your template.
Generating Documents
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Now that your document template is ready, you can quickly generate documents for employees.
- First, select an employee. You can find employees in the Employee and Staff & Docs tabs.
- In the employee’s record, select the Documents tab. Then click the Add from Template button and choose one of your Document Templates.
- The document will now start to generate. Once it is complete, you will see the preview with the dynamic fields filled in with the employee’s information stored in the flair HR app. To finalize your document, click the “Save to employee documents” button.
- If any of the dynamic fields are incorrect, you can make changes to the fields by editing the text in the fields to the right of the preview and regenerating the document. Once the document has regenerated, click “Save to employee documents”.