⚠️ Available with any of the following subscriptions: Standard or Professional packages
Users of the PeopleForce system have the ability to create documents directly in the system. This makes it possible for companies using PeopleForce solutions to fully transition to digital exchange and signing of all documentation.
How to create document templates in the system
You can create templates of necessary documents in settings using fields automatically pulled from the employee's card, such as their name, position, or hire date. Placeholders allow you to generate documents with up-to-date information from your employee's card.
To create the template document you need, go to Settings → Documents → Templates.
On the page that opens, click the Add button to upload the ready-made document template in .docx format.
Next, a pop-up window will appear; fill in the Name and Description fields. In the Template field, upload the required document in .docx format, and then save the entered data.
The document template you uploaded with a list of available variables, will look like this:
📌 After you upload the file to the system, you will not be able to edit it online. If you need to make changes, edit the document on your computer and then upload it to the system again.
Employee field variables
Variables allow you to generate documents with the current information from your employee profile using the content of a document template. Make sure to add the records into the system first before generating any documents for the employee. This ensures that all the relevant data is available and up-to-date when creating the document.
You can create a document template by uploading an existing .docx file from your computer.
The following variables may be used within your document templates:
Variables
{{date_full}} - Current date in format “Sep 21, 2023”
{{date_day}}.{{date_month}}.{{date_year}} - Current date in format “21.9.2023"
Employee variables
{{employee.full_name}} - Full name
{{employee.first_name}} - First name
{{employee.last_name}} - Last name
{{employee.middle_name}} - Mіddle name
{{employee.employee_number}} - Employee ID
{{employee.date_of_birth}} - Date of birth
{{employee.gender}} - Gender
{{employee.email}} - Email
{{employee.personal_email}} - Personal email
{{employee.mobile_number}} - Mobile phone number
{{employee.work_phone_number}} - Work phone number
{{employee.hired_on}} - Hired date of employee
{{employee.termination_date}} - Date on which employee is terminated in the system
{{employee.probation_ends_on}} - Probation end date of employee
{{employee.position}} - Position
{{employee.division}} - Division
{{employee.department}} - Department
{{employee.location}} - Location
{{employee.legal_entity}} - Legal entity
{{employee.job_level}} - Seniority (job level)
{{employee.work_type}} - Employment type
{{employee.work_pattern}} - Working pattern
{{employee.job_profile}} - Job profile
{{employee.job_group}} - Job group of the employee's job profile
Salary variables
{{employee.current_salary_amount}} - Represents the employee's current salary amount .
{{employee.current_salary_currency}} - Indicates the currency in which the employee's current salary is paid (e.g., USD, EUR, GBP).
{{employee.previous_salary_amount}} - Represents the employee's previous salary amount.
{{employee.previous_salary_currency}} - Indicates the currency in which the employee's previous salary was paid (e.g., USD, EUR, GBP).
Manager variables
{{manager.full_name}} - Full name of employee's manager.
{{manager.first_name}} - First name of employee's manager.
{{manager.last_name}} - Last name of employee's manager.
{{manager.email}} - Email of employee's manager.
{{manager.employee_number}} - Manager employee ID.
{{manager.middle_name}} - Manager middle name.
People custom field placeholders
You can also use custom fields from employee profiles as placeholders. Using them is quite easy.
Navigate to Settings → HR → People data. Find the field you want to use as a placeholder. Click the Edit icon on the custom field you want to reference in your file.
Copy the internal name of your field.
Use the structure
{{employee.internal_name}}to address your field. For example, the field Insurance start date will have the following structure: {{employee.insurance_start_date}}. Use them in your document templates.
To insert the same field from the employee's manager profile, replace employee with manager: {{manager.internal_name}}. For example, {{manager.insurance_start_date}} adds the manager's insurance start date.
⚠️ Custom fields that contain files can still be used, the placeholder will be replaced with a file name.
Custom field placeholders from system tables
Custom columns you add to three system tables, Position, Work, and Base compensation, can also be used as placeholders. A placeholder is created automatically for each custom column, so there is nothing to set up.
Go to Settings → HR → People data. Position and Work are on the Job tab, and Base compensation is on the Compensation tab.
Open the table and click the Edit icon on the custom column you want to use.
Copy the column's Internal name with the copy button next to it.
Add the table's prefix before the internal name:
{{employee.prefix_internal_name}}.
Table | Tab in People data | Placeholder format | Example |
Position | Job |
| {{employee.position_grade}} |
Work | Job |
| {{employee.work_notice_period}} |
Base compensation | Compensation |
| {{employee.salary_bonus_scheme}} |
📌 The Base compensation table uses the prefix salary_.
📌 The placeholder prints the value from the employee's current row of that table.
📌 These placeholders also have no {{manager.…}} version.
For example, a column on the Position table with the internal name grade becomes {{employee.position_grade}}.
⚠️ This works for these three tables only. You can't use columns on the Additional compensations table because an employee can have several additional compensations at once. These placeholders also have no {{manager.…}} version.
How to generate a document in the employee profile
To generate all necessary documents, you need to go to the employee profile in the PeopleForce system. Open the Documents tab, click the + New button, and select Generate from template from the list of actions. This feature allows you to create various documents, such as contracts, applications, job offers, and others, based on previously created templates.
Select a folder and document template from the drop-down menu.
After a few seconds, a .docx file will appear in the folder, which will be merged with the employee's fields. You can view or download this file as needed.
Thanks to the ability to generate documents directly in the PeopleForce system, companies using this solution can fully switch to digital document exchange and signing. This will help optimise workflows and reduce the time it takes to process documents.
