To make sure contracts get pre-filled with the correct information from the user card it's important that the correct placeholders are used. In this article we will go through how to fill the placeholders in the contract and validate that you get correct information

To begin with you need to first add the placeholders do your contract document (.docx)

Client Information

This information is fetched from the client information page. If information appears incorrectly in when creating contract, please contact SameSystem support.

CLIENT_ADDRESS
CLIENT_CITY
CLIENT_CVR_NR
CLIENT_LEGAL_NAME
CLIENT_NAME
CLIENT_POSTAL_CODE

Department Information

Department information is sourced from the department list here

SHOP_ADDRESS
SHOP_CITY
SHOP_CVR_NR
SHOP_DEPT_NO
SHOP_NAME
SHOP_PHONE_NUMBER
SHOP_POSTAL_CODE

Shop times

These are opening hours for the department. These can be found here.

SHOP_TIME_ON_MONDAY
SHOP_TIME_ON_TUESDAY
SHOP_TIME_ON_WEDNESDAY

SHOP_TIME_ON_THURSDAY

SHOP_TIME_ON_FRIDAY

SHOP_TIME_ON_SATURDAY

SHOP_TIME_ON_SUNDAY

User information

All user information is sourced from fields in the user card. There are 7 different tabs in each user card - all concerning different areas of the user's employment. The general and contract tab are the areas where we gather most of the placeholder data.

USER_ADDRESS
USER_ADDRESS2
USER_BIRTH_DATE_FIELD
USER_CITY
USER_CIVIL_NR
USER_COMMENT
USER_COUNTRY
USER_EMAIL
USER_END_DATE
USER_FIRST_NAME
USER_FULL_NAME
USER_HOURS_WEEK
USER_LAST_NAME
USER_MOBILE_NUMBER
USER_NOTES
USER_PHONE_NUMBER
USER_POSTAL_CODE
USER_PRODUCTIVITY_PERCENT
USER_ROLE
USER_SALARY_EXTRA
USER_SALARY_EXTRA_AMOUNT
USER_SALARY_HOUR
USER_SALARY_MONTH
USER_SALARY_NR
USER_START_DATE

Custom fields

You can tailor the user card with custom fields to perfect the layout of your company user cards. We recommend checking out this article, if you would like to know more about setting up custom fields. If you are wondering about setting up salary fields specifically, you can click here to read a separate article on that.

If you have custom fields they will be defined here, listed in the following format:

USER_EXTRA_id_field_name

Example

USER_EXTRA_1049_ICE_CONTACT_PERSON
USER_EXTRA_1050_ICE_CONTACT_NUMBER

Adding placeholders in the document

For placeholders to be picked up by SameSystem, they need to be added to the document before it's uploaded.

NOTE: You can easily copy the placeholders and insert them to your file:

Uploading the new contract

After the placeholders have been added, you can upload the document. Head over to contract templates. If you don't see this, make sure you have the correct permissions set.

To start, you need to create a New contract template:

After that, you upload the contract (this must be .docx):

You are then presented with the contract template editor:

Here you have the following fields

Title - Set the title for the contract template which is used throughout the system
Download - Here you can download an already uploaded template for revision
Contract type - Set the appropriate type for the template
Attachments - Any attachments that should be added. Placeholders can not be used with attachments
Valid only for selected titles - Which titles in the system the template should be available for. Leaving this field blank allows the template to be used by all titles.
Only for departments - Limit the contract to specific departments. Leaving blank allows all departments to use the template.
Additional roles can access contract - Which roles can use the template to generate contracts
Hidden from others - Checking this makes it visible to you only

At the bottom, you can see a list of placeholders. This list is used to verify that placeholders have been picked up.

Validating placeholders

After you have uploaded a template, it's important to validate that all placeholders are behaving as expected. After you have uploaded a template with placeholders, you can see the active placeholders shown in highlighted green like in this example below:

After the template has been uploaded and you see that your placeholders have been picked up, head over to a user and test the contract. After you have created a contract on a test user, download it and make sure that the placeholders have been properly filled like in the following example.

Uploaded template

Downloaded contract

And that's it 🙌 Congratulations on uploading your first contract with placeholders - you are now on track to have an even more streamlined organization 🎉

If you have any further questions, feel free to check out our help section;