The document feature in SameSystem brings many possibilities - adding documents to a contract is just one of them. If you want to learn more about documents and how this feature works, click here to read a separate article explained in greater detail.

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These are the topics we will go through in this article. If you want to skip to a specific section, you can click on the below links to open the article in a new window from the selected topic:

About contract documents
How to add documents to a contract
How to add a document bundle to a contract

About contract documents

Tailor the contract with additional documents and use of templates

When creating a contract, it often makes sense to add additional documents such as an employee handbook, company guidelines, and/or other agreements in regards to that specific contract. By adding documents to a contract we are making sure the employee gets all the necessary information regarding their contract, all in one place.

Some companies use contract templates, meaning that the contract details should be generated into a document where the terms and agreements have already been defined by the administration.

Some pointers worth noting

We have to create a contract before we can add documents to it.

We'll learn about generating a file in this article. Generated files are files that have been uploaded into SameSystem by your administration so that other managing roles (like you) can use them when creating e.g. contracts documents. If your company uses e.g. contract templates to generate documents with contract details, the template will include placeholders that automatically gather the data from the contract that you have created, into the document.

Some companies use document bundles, for even more efficient document handling when creating contract documents. These are bundles of pre-defined documents that can be applied to a contract after it's been made. It is your administration who is in charge of uploading these bundles.

We can always add documents to upcoming, active, and expired contracts.

When adding documents to a contract, they are applied specifically to the contract we select. That means we can add documents that are only valid during the time span of the selected contract. This way, we don't have to worry about remembering to remove any documents if a new contract is generated, and it doesn't apply with the previous contract documents. It also means that we can add documents to an upcoming contract, without it affecting the active contract.

Adding documents to contracts

1. Start by navigating to the user list and head over to the Contracts overview

2. Click on the user, and locate the correct contract. In our example, we want to add a document to the upcoming contract. By default, the active contract is highlighted, so we need to expand the upcoming instead.

Press Add document when you are ready.

3. Two document options are presented; We can either upload a file via our own computer, or generate a file that our administration has already uploaded into the system.

For the purpose of this article, we want to generate a file.

4. Press Generate file to see what documents are available for you to use, and simply click on the documents you want to add. Notice that you can click on the small eye icon next to the document to get a quick preview of the generated file before creating it. You can also download the document(s) at this stage.

In our example, we want the 'Contract' template.

NOTE: Remember that only administrators have access to upload templates that can be generated from the system. If you cannot see any documents when pressing "Generate file", it means that your HQ has not uploaded any documents that match this specific contract.

5. Press Create to finish tailoring the contract.
Automatically, we're being redirected back to the contract tab, where we can see the documents have been added.

If you want to view the documents, head over to the document tab on the left side of the user card. Locate the contract, and download the documents.

Document Bundles

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, it's possible to use document bundles.

NOTE: Your administration is in charge of creating and uploading document bundles. If you can't see any bundle-options like the image below shows, it means that these have not been created, or that the contract you've created does not match the specific requirements for any document bundles created by your administration.

These document bundles are basically pre-structured combinations of documents and signers that will be applied to a contract.

1. First, you need to create a contract.

2. When the contract has been created, click Add document, and select a bundle, as seen below:

3. Automatically, all the documents within the selected bundle will be added to the contract. In our example below, the bundle included an employment contract and employee handbook, as well as the option to sign the contract digitally, where the employee's name has been added as a signer.

4. Press Create when you're finished.

If you want to learn more about how to set up document bundles, we recommend checking out this article. Note that the article is restricted, so you might not have access to read it.

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