Document Templates

You can create Document Templates in Darwinbox. This lets you create specific letters in different categories. Variables based on the context of the letter category appear and you can add them in your template. These variables apply to letters across your organization and make the letters reusable for multiple employees at different points of time.

At the time of generating a letter, the values for the employee you select appear in the letter.

For example, if your template contains the text:

 Dear <#*Full Name*#>,

 We at <#*Company*#> are pleased to let you know that your performance has been amazing this year!

For example, when the Admin generates a letter for John Smith, who works in Aspire Tech, the HR letter is generated as follows:

Dear John Smith,

 We at Aspire Tech are pleased to let you know that your performance has been amazing this year!

There are pre-defined template categories(or folders) in the Darwinbox application. Some of these categories are generic, while others are used for specific modules. The following categories are available:

•             Certificates: Letters in this category apply across multiple modules.

•             Confidential Letters: Letters in this category apply across multiple modules. Confidential letters can contain variables containing employee confidential information.

•             During the Course of Employment: Letters in this category contain employment details and job-related details of employees. For example - A business visa request letter can belong to this category.

•             Employee Onboarding: Letters in this category are specific to the Onboarding module.

•             Employee Separation: Letters in this category are specific to the Employee Deactivation module

•             Merit Planning: Letters in this category are specific to the Performance module.

•             Pre-joining: Letters in this category are specific to the Onboarding module.

•             Undertaking: Letters in this category apply across multiple modules.

•             Workflow Letters: Letters in this category are specific to the Custom Workflows module.

•             Company Custom: Letters in this category apply to your company and are letters that do not qualify under one of the categories above.

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There are two ways to create a letter template. You can either create an HTML letter template from scratch in Darwinbox or choose to import a DOCX letter template with standard text and Darwinbox variables. Darwinbox has a text editor where you can enter the contents of the letter template along with variables. When you import a DOCX letter template, you need to match the variable names set in the Darwinbox application. As a best practice, before you begin your import process, Darwinbox recommends opening your word document and reviewing it against the standard variables list.

You can enable password protection for your letters and also mandate employees to acknowledge the letters. If you set the mandate, employees will not be allowed to use the Darwinbox application till they acknowledge the HR letter. Alternatively, you can tag the letter to their profile.

You can specify the digital signature flow and the publish flow when you create the letter template. When you generate the letter, you can make changes to the publish flow process.

You can create clauses and tag them to your letter template. You can have multiple options for a single clause. These options serve as sub-conditions to the clause. The clauses you create for a category are available in the variable list. These options are presented to you when you generate a letter in which clauses are included.

You can access Document Templates at the following path in Darwinbox: Profile > Admin Settings > HR Documents > Document Templates.

Edit an HTML Letter Template

Before You Begin

Ensure that you have the name of the document template.

Procedure

1.          Sign In to your Darwinbox instance.

                The Darwinbox Dashboard displays.

2.          On the right-hand side top corner, click on your profile image and select Switch to Admin.

                More details appear.

               

3.          Scroll down the page.

                You will find more options under the Admin Access section.

               

4.          Scroll down to the Admin Access section, and under the Admin Access section, click HR Documents.

                The HR policies sub-module opens by default.

5.          Click Document Templates.

                The Document Templates sub-module opens.

6.          Scroll down to the folder containing the template and click the View icon.

                Or, use the search field to find the required folder and click the View icon.

               

                The letters in the folder appear. If there are no existing letters in this category, the message No Letters Uploaded ! appears.

7.          Scroll down to the template and click the Edit icon.

                Or, use the search field to find the required template and click the Edit icon.

8.          Make the required changes in the left pane on the letter template section.

9.          If you want to edit the contents of the letter template, click EDIT.

               

                The Rich Text Editor appears.

10.      Make the required changes and click SAVE.

Result

The letter template changes are applied.