HR Guide to the Document Generation Module

Streamline Personalized Document Delivery for HR Teams

The Document Generation module enables HR teams to efficiently send critical documents that are tailored to individual employees. It removes the need for repetitive formatting and manual edits, ensuring both speed and consistency in communication.

HR teams are responsible for designing document templates using a built-in editor and personalized merge tags that pull live data from the HRIS system. In addition to standard fields, teams can also import custom merge tags to support more specialized or organization-specific data points, allowing for even greater flexibility and personalization in the generated documents. This ensures that every document reflects accurate, relevant, and up-to-date information for each recipient.

Image: Admin > Documents > Editor

The preview and validation steps built into the module allow HR professionals to double-check the formatting and data accuracy of each template before any documents are sent out.

Image: Admin > Documents > Document > Actions > Send for approval

The system supports ongoing management of templates—allowing HR to duplicate existing ones for variations, update content as policies change, or delete obsolete templates to keep the library clean and relevant.

Image: Admin >  Documents > Templates

Once a template is finalized, HR can launch targeted campaigns that deliver documents to specific employee groups based on their unique needs and circumstances.

For instance, new hires can receive personalized onboarding documents that provide essential information about their role, company policies, and benefits, ensuring a smooth transition into the organization.

Similarly, employees who are receiving promotions can be sent tailored promotion notifications that celebrate their achievements and clearly outline their new roles, responsibilities, and any adjustments to their compensation or benefits.

Additionally, teams that require updates on policies or procedural changes can be efficiently informed through customized communications, ensuring that everyone is aligned with the latest organizational standards.

Image: Admin > Campaigns > Create Campaign

Leveraging real-time data from the HRIS system, the Document Generation module ensures that these communications are not only personalized but also delivered with precision to the right audience. By pulling in relevant details such as job title, department, or employment status, HR can fine-tune messaging to reflect each employee’s specific context.

Image: Admin > Campaign > Create campaign> Recipients

This level of targeting enhances the impact of the communication and reinforces employee trust, as individuals receive information that is both timely and directly relevant to them. As a result, the organization benefits from a workforce that is better informed, more engaged, and aligned with current company direction.

Conclusion:

By utilizing the Document Generation module, HR teams can streamline the creation and distribution of these important documents. This not only enhances operational efficiency but also fosters a culture of transparency and accountability within the organization. With personalized information seamlessly integrated into each document, HR can ensure that every employee receives accurate and relevant document tailored to their specific circumstances. This approach minimizes the risk of errors and inconsistencies, allowing HR professionals to focus on strategic initiatives rather than administrative tasks.