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In SameSystem there are two types of employee documents; contract documents and label documents. The contract documents are associated with a given contract and could for instance be an employment document or employee handbook. Label documents are not associated with any contracts and are simply categorized under a label, such as warnings or performance reviews, etc.
This article covers three areas:
How to set up contract documents with placeholders
How to set up label documents with access restrictions
How to set up document bundles for more efficiency
To read about how documents are created in the user card itself, take a look at this article.
How to set up contract documents with placeholders
Contract documents are, perhaps not surprisingly, associated with a contract. This means it is possible to generate documents based on specific fields from the contract, such as job title, department, contract hours, and salary. In the picture below, we can see a contract where the contract details have been gathered from the employee's user card;
In order to be able to generate contract documents in the user card, these document types must first be created. This can be done from Menu - Administration - Contract Templates. All documents added here can be generated in the user card, so a document won't have to be uploaded. DOCX and PDF files are supported.
From this page, it's possible to define which job titles a given document can be used for.
It's also possible to use placeholders, which means that data from the employee and contract can be inserted directly into the document, making it faster to generate documents. This for instance means that an employment contract can be fully generated within the document creation flow without having to do anything manually.
To read more about working with placeholders, take a look at this article.
How to set up label documents with access restrictions
Unlike contract documents that are associated with contracts, label documents are only associated with a category. These categories can be created from Menu - Administration - Personal Documents
From here you can create the labels and set the job titles that can create and accesses documents of the given label.
How to set up document bundles for more efficiency
If there is a pattern in the type of contract documents that need to be signed for certain contracts, and who needs to sign them, then it's possible to make it much more efficient with document bundles.
These document bundles are basically pre-structured combinations of documents and signers that will be applied to a contract, which makes the process both faster and safer. So when a contract is created, a bundle is simply selected, as seen below.
These bundles have to be configured, which can be done from Menu - Administration - Users - Document Bundles.
From here it's possible to set a name for the bundle, which role the bundle is eligible for, which documents to generate, and whom the employer signers should be - the ones signing on behalf of the company.
Role - currently it's only possible to set one job title per bundle.
Documents - it's only possible to add documents that have been created on the document template page, as explained earlier in this article.
Signers - it's possible to set roles or specific employees. For roles, then it supports Store Managers, Regional Managers, and Administrators. Store Managers is selected based on the shop the employee is in, Regional Manager is based on the region the employee's shop is in, and an Administrator uses the same logic as Regional Managers.
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