Create documents quickly and easily directly from pre-prepared templates. Speybl allows you not only to automatically complete data, but also to generate files in bulk or directly request an electronic signature.
π What is it for?
The function is used for quick and accurate creation of documents such as contracts, amendments, Training or internal Forms. The data is automatically filled into the document based on the selected employee and prepared placeholders.
π οΈ Ways to Document Generation
1. From the employee detail
In the Employees β Overview section, select the desired user
Go to its detail and open the Files and Payslips tab
In the Files tile, click the "+" button
Select one of the available templates
After selecting a template, the required data will be checked. If any data is missing, the application will notify you. After completing the information, you can generate the document, download it, or request a signature.
2. From a document template
In the Settings β Documents β Document Templates section, open the desired template
In the Documents tile, click "+"
Select an employee and run a data check
The application will verify that all placeholder values ββare available. If so, it will offer the option to generate and request an electronic signature.
π Assigning a document to an employee
After successful generation, the document is automatically assigned to the employee. They can find it in their profile in the Files section β they can view it, download it (PDF), or sign it.
π Bulk generation
When generating from a template, you can select multiple employees at once. The document is then generated for all selected individuals with one click. This feature is ideal for annual reviews, announcements, or Training.
Document Drafting
Before the final document generation, you have the option to create a so-called draft document . The employee cannot see the document in draft status β it is not intended for official publication and is intended for review, preparation, or postponement.
π§ͺ What is the concept for?
The concept allows you to: check the correctness of the content of the generated document, verify the completion of keys and data, use the document as a temporary storage, prepare documents in advance and publish them at the right time.
β How to create a draft document
A draft can be created when generating a document from a template.
π Journey through templates
Path: Documents β Templates
Procedure:
Select the desired template
Start document generation
Choose one of the options: Generate (Publish) or Generate as Draft
π€ Journey through Employee Detail
A draft can also be created directly on a specific employee's detail. When generating a document, you again have the choice: Publish the document (immediately visible to the employee) or Generate as draft (it will remain saved as a draft).
β Summary
A draft document is an ideal choice if you want to have a document prepared in advance, need to perform a content review, don't want an employee to see the document yet, or plan to publish the document later.
π¦ Template sets
Document templates can be grouped into template sets β named groups that make it easier to navigate when you have a large number of templates. A set can include, for example, all employment contracts, training documents, or internal Forms.
In the employee detail, just select the entire set and all documents in it will be generated at once β with one click.
Where to manage: Documents β Template Sets
π Default folder for generation
For each template, you can set a default folder where the generated document will be automatically saved by the employee. Manual sorting after each generation is no longer necessary.
Where to set: template detail β Default folder field