HR Documents Experience Updates

Streamline HR Communication with Automated Document Generation

📢 What’s New

We are pleased to introduce the new Document Generation module as part of this release. This feature was developed to meet a wide range of operational needs across your organization—from HR teams and managers to employees themselves. The module is designed to streamline document creation, improve transparency, and provide secure access to important communications.

To begin using the new Document Generation module, navigate to Admin > Documents 

1. End-to-End Document Generation and Distribution
   The Document Generation module enables organizations to efficiently create, manage, and distribute personalized, branded documents at scale. By using reusable templates with dynamic merge tags, the system pulls employee-specific data directly from the HRIS, ensuring each document is accurate and up-to-date. Admins and Subject Matter Experts (SMEs) can collaborate on content creation, preview documents before launch, and manage templates from a central location—maintaining consistency and compliance across all communication. With secure storage and employee access via the My Documents area, the module provides a seamless experience for both creators and recipients.
   Where to Find: Admin > Documents
   Available To: Super Admins, Content Generator Experts, Content Generators, Employees
   Further Information: Learn more in our detailed documentation.
2. HR Document Generation
   The Document Generation module empowers HR teams to efficiently create and distribute personalized documents at scale, using dynamic templates integrated with real-time HRIS data. By leveraging merge tags and a built-in editor, HR can design accurate, individualized communications such as onboarding materials, promotion letters, or policy updates. The system supports template management, data validation, and targeted delivery—streamlining workflows while ensuring consistency, speed, and precision in document handling.
   Where to Find: Admin > Documents
   Available To: Content Generators
   Further Information: Learn more in our detailed documentation.
   Use Case: An HR team preparing for a company-wide policy update uses the Document Generation module to create a communication tailored to different employee groups. By inserting dynamic merge tags for job title, department, and location, they ensure the message is contextually relevant. After validating the template and previewing results, they launch a targeted campaign that delivers the document only to affected employees. This targeted, automated approach not only saves time but also builds trust by delivering personalized and accurate information directly to each recipient.
3. Manager Document Access
   The Document Generation module enhances manager involvement in employee documentation processes by providing them with access to relevant team documents, collaborative tools for template creation, and visibility into document history. Managers can view key HR communications like promotion letters or organizational changes, contribute to templates requiring their input, and distribute general-use resources such as feedback forms or certificates. This functionality ensures that managers are well-informed and aligned with organizational communication standards, while also reinforcing data accuracy through HRIS integration.
   Where to Find: Admin > Documents
   Available To: Content Generators
   Further Information: Learn more in our detailed documentation.
   Use Case: A department manager preparing for mid-year reviews accesses the Document Generation module to retrieve promotion letters and performance-related templates for their team. They collaborate with HR to adjust wording on a recognition certificate template and share it with team leads for use during one-on-one meetings. With access to the document log and up-to-date data from the HRIS, the manager ensures that all documentation reflects current roles and reporting lines, fostering a transparent and organized review process.
4. Employee Document Self-Service
   The My Documents section within the Document Generation module provides employees with a secure, centralized location to access all personalized documents shared with them. Automatically populated with accurate data from the HRIS, each document—whether a contract, certificate, or salary letter—is instantly available in PDF format for viewing, downloading, or printing. This self-service setup ensures convenience for employees while significantly reducing manual support requests to HR or IT.
   Where to Find: Admin > Documents
   Available To: Content Generators
   Further Information: Learn more in our detailed documentation.
   Use Case: An employee preparing to apply for a visa needs a copy of their employment verification letter. Instead of contacting HR, they simply log into the system, navigate to the My Documents section, and download the required document within seconds. Thanks to the integration with the HRIS, the letter includes up-to-date job title and department information, ensuring its validity. The employee can now submit the official document quickly, without delay or administrative bottlenecks.