Creating and Managing Document Templates

  • MypcorpMypcorp

The Document Templates feature in HR provides flexibility to create and manage custom templates for documents such as position descriptions, letters of offer, and organisational reports. By using template tags, organisations can automate the inclusion of dynamic data, saving time and ensuring consistency.

Document Template Instructions

  • Preparing Templates:

    • Use your preferred word processor to design the template.

    • Apply relevant MYP template tags to ensure data fields auto-populate.

    • Example tags:

      • [[ContactFirstName]]: Inserts the contact's first name.

      • [[PositionTitle]]: Inserts the staff member's position title.

  • Saving and Uploading:

    • Save the document in .docx format. This format is required for compatibility.

    • Name the file appropriately, as this name will appear in the GENIUS system when users select templates.

    • Upload the document using the Document Templates interface.

Managing Document Templates

  • Adding a Template:

    • Navigate to the Document Templates section.

    • Click Add, choose the document file, and upload.

    • Assign a descriptive name to the template for easy identification (e.g., Position Description).

  • Existing Templates:

    • Examples of templates include:

      • Position Description: Uploaded as NEW - Position Description.docx.

      • Letter of Offer: Uploaded as LetterofOffer.docx.

      • Organisation Report: Uploaded as OrganisationReport.docx.

  • Editing and Removing Templates:

    • Edit template names to reflect changes or updates.

    • Remove outdated templates to ensure the system remains organised.

Standard Report Templates

HR also includes preloaded Standard Report Templates, such as:

  • Position Description

  • Letter of Offer

These templates can be customised and extended using the template tag system.

Best Practices

  • Consistency: Use a consistent naming convention for templates to simplify selection.

  • Validation: Test uploaded templates by generating sample documents to ensure all tags populate correctly.

  • Organise Tags: Refer to the comprehensive list of template tags when designing templates to include all necessary data.

Contact Information

  • [[ContactDateOfBirth]] – Contact's date of birth.

  • [[ContactEmail]] – Contact's email address.

  • [[ContactGender]] – Contact's gender.

  • [[ContactFirstName]] – Contact's first name.

  • [[ContactLastName]] – Contact's last name.

  • [[ContactName]] – Contact's first and last name.

  • [[ContactPhone]] – Contact's primary phone number.

  • [[ContactPhone2]] – Contact's secondary phone number.

  • [[ContactPostalAddress]] – Contact's postal address.

Current Information

  • [[CurrentDate]] – Current date in the format dd MMM yyyy (e.g., 01 Jan 2022).

  • [[CurrentDateand7]] – Date a week from the current date.

Generated By Information

  • [[GeneratedByFirstName]] – First name of the person generating the document.

  • [[GeneratedByLastName]] – Last name of the person generating the document.

  • [[GeneratedByName]] – First and last name of the person generating the document.

Position Information

  • [[PositionTitle]] – Staff member's position title.

  • [[PositionOutline]] – Position description outline.

  • [[PositionPurpose]] – Purpose of the position.

  • [[PositionLocation]] – Designated location for the position.

  • [[PositionEducation]] – Table of education requirements for the position.

  • [[PositionEducation[L]]] – List of education requirements for the position.

  • [[PositionExperience]] – Table of experience requirements for the position.

  • [[PositionExperience[L]]] – List of experience requirements for the position.

  • [[PositionKnowledge]] – Table of knowledge requirements for the position.

  • [[PositionKnowledge[L]]] – List of knowledge requirements for the position.

  • [[PositionBehaviour]] – Table of behavioral requirements for the position.

  • [[PositionBehaviour[L]]] – List of behavioral requirements for the position.

  • [[PositionPrimaryFunctions]] – Table of primary functions for the position.

  • [[PositionPrimaryFunctions[L]]] – List of primary functions for the position.

  • [[PositionSecondaryFunctions]] – Table of secondary functions for the position.

  • [[PositionSecondaryFunctions[L]]] – List of secondary functions for the position.

  • [[PositionObjectivesAndKPIs]] – Table of objectives and KPIs for the position.

  • [[PositionObjectivesAndKPIs[L]]] – List of objectives and KPIs for the position.

  • [[PositionCorporateObjectives]] – Table of corporate objectives for the position.

  • [[PositionCorporateObjectives[L]]] – List of corporate objectives for the position.

  • [[PositionQualificationRequirements]] – Table of qualification requirements for the position.

  • [[PositionTrainingRequirements]] – Table of training requirements for the position.

  • [[PositionCertificationRequirements]] – Table of certification requirements for the position.

Employment Information

  • [[EmploymentStatus]] – Employment status of the staff member.

  • [[CommencementDate]] – Staff member's commencement date.

  • [[LeaveAllowances]] – Table of leave allowances for the staff member.

  • [[LeaveAllowances[L]]] – List of leave allowances for the staff member.

  • [[HoursPerWeek]] – Staff member's working hours per week.

  • [[ProbationaryPeriod]] – Probationary period for the staff member in days.

  • [[Remuneration]] – Current remuneration level for the staff member (blank if user lacks permissions).

Entity Information

  • [[EntityName]] – Name of the staff member's entity.

  • [[EntityObjectives]] – Table of objectives for the entity.

  • [[EntityObjectives[L]]] – List of objectives for the entity.

  • [[EntityCompetencies]] – Table of competencies for the entity.

  • [[EntityCompetencies[L]]] – List of competencies for the entity.

  • [[EntityDifferentiation]] – Table of differentiation items for the entity.

  • [[EntityDifferentiation[L]]] – List of differentiation items for the entity.

  • [[EntityValues]] – Table of values for the entity.

  • [[EntityValues[L]]] – List of values for the entity.

  • [[EntityAbout]] – About section for the entity.

  • [[EntityVision]] – Vision statement for the entity.

  • [[EntityMission]] – Mission statement for the entity.

Organisation Information

  • [[OrganisationName]] – Name of the primary organisation.

  • [[OrganisationObjectives]] – Table of objectives for the primary organisation.

  • [[OrganisationObjectives[L]]] – List of objectives for the primary organisation.

  • [[OrganisationCompetencies]] – Table of competencies for the primary organisation.

  • [[OrganisationCompetencies[L]]] – List of competencies for the primary organisation.

  • [[OrganisationDifferentiation]] – Table of differentiation items for the primary organisation.

  • [[OrganisationDifferentiation[L]]] – List of differentiation items for the primary organisation.

  • [[OrganisationValues]] – Table of values for the primary organisation.

  • [[OrganisationValues[L]]] – List of values for the primary organisation.

  • [[OrganisationAbout]] – About section for the primary organisation.

  • [[OrganisationVision]] – Vision statement for the primary organisation.

  • [[OrganisationMission]] – Mission statement for the primary organisation.

Supervisory Information

  • [[ReportsToName]] – Name of the staff member's supervisor.

  • [[ReportsToPosition]] – Position of the staff member's supervisor.

  • [[ReportsToPhone]] – Phone number of the staff member's supervisor.

  • [[ReportsToEmail]] – Email address of the staff member's supervisor.

By leveraging the Document Templates feature, organisations can automate and streamline their document generation processes while maintaining a professional and consistent output.