HoorayHR offers the ability to automatically generate documents based on templates. In this article, we explain what a template is and how to set it up.
A template is a Word document containing variables such as {employee.first_name}. When generating, the variables from the template will be replaced with data from HoorayHR. This saves time and ensures error-free documents.
Download an example document here to get started quickly.
Who can edit templates?
Which templates can be used and managed depends on the category to which the template is linked. For each category, you determine who has ‘editing rights’. It works as follows:
Administrator rights: Colleagues with editing rights for ‘all employees’ can use and manage (add and edit) templates from this category.
Team leader rights: Colleagues with editing rights for ‘own team’ can use templates from this category to generate a document, but cannot manage templates.
No rights: Colleagues without editing rights in a category (these are the default employees) cannot generate documents.
Layout
Download an example document here to get started quickly.You can format a document in your own layout and corporate style in Word. Images such as logos, tables, fonts, text boxes, and colors are all supported.
Tip: For the best results, use one of the following fonts in your document: Times New Roman, Courier New, Calibri, Arial, Source Sans Pro, Cambria, Noto Sans, or Noto Serif.
Language
For each template, you set the language: Dutch, English or German. The selected language is used to translate fields correctly. Think of multiple choice fields such as marital status or gender, or for formatting dates.
How do you use variables?
Variables are placeholders in the Word document that are automatically replaced with specific data when the document is generated.
In HoorayHR, variables can refer to various information about an employee, such as profile fields, contract or employment. There are also variables for company asset fields, to be used for generating a lending agreement.
A variable is enclosed between curly braces in a template, such as {employee.first_name}. When you generate a document, this variable is automatically replaced by the first name of the relevant employee.
An overview of all variables can be found in the software when adding a template.
Tip: You can also choose not to associate a variable with a field in HoorayHR. In that case, you can enter the value of this variable manually during document generation.
Step by step: Creating a new template
Step 1: Creating a new template
Navigate to 'Documents' in HoorayHR
Click on 'Actions'
Choose ‘New template'
Step 2: Prepare your document
Create a new Word document (.docx), using our sample document.
Place the required variables in the document.
Step 3: Uploading the document
Upload the document in HoorayHR.
Do you want to replace the document after all? Then go back to ‘Prepare document’ and replace the document.
Step 4: Customise template settings
Name your template, this is visible when you start generating a document or in the template overview.
Choose a category. Depending on the category the template is in, it is determined who may manage and use the template to generate a document.
Choose the desired language. This is used to translate variables/fields to the correct language.
If necessary, add a note. This is visible when choosing a template when you start generating a document.
Step 5: Link the variables
Link your variables to the appropriate fields in HoorayHR. The variables you leave empty should be filled in manually during generation.
Step 6: Save template
Once everything is set up correctly, save the template.
Step 7: Generate a document
Now that the template has been created, you can use it to generate a document. Read more about generating a document here