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Generate Documents - Individually and in Bulk

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Summary

In this guide, you will learn how to issue individual and bulk documents from theDocument manager, using pre-configured templates. You will be able to define whether the documents will be visible to the employee and whether or not they will start an automatic review and signature workflow.

By the end, you will know:

  • How to access the document generator from the Documents view.
  • How to select the appropriate template.
  • How to generate documents for one or several employees at once.
  • What happens to the documents once they are issued.

Before you start

Before generating documents from the main view, make sure that:

  • Your user has permission to accessAdministrative > Documents and Signature > Documentsand issue documents.
  • There is at least oneactive document templatethat you want to use for issuing.
  • If you want the documents to enter an electronic signature workflow, theDigital Signaturemodule and the signers configuration in the template are properly defined.
  • Employees to whom you issue documents that require a signature must have both apersonal email addressand acorporate email addressregistered in their profile, as these are used for notifications and signature validation.

Steps to use this functionality

Path in the platform

Path:Administrative > Documents and Signature > Documents

Steps

  1. In the left side menu, go toAdministrative.
  2. Click onDocuments and Signature.
  3. Select theDocumentsoption.
  4. At the top right of the main view, click theGenerate documentsbutton.
  5. The document generator modal will open, where you must choose the template and the group of employees (which can be one or several)
  6. Define the issuing options, for example:
    • Visible to the employee: indicates if the document will be available in the employee's profile.
    • Start automatic workflow: enables or disables the immediate start of the review and signature workflow defined in the template.
  1. Use the filters to search for the specific employee or employees (by name, DNI/ID, company, cost center, etc.).
  2. Select only the employee or employees for whom you want to generate the document(s).
  3. Review the issuance summary (number of documents to generate and key data).
  4. Click onGenerate documents.

What happens after issuing

Once you confirm the issuance of documents:

  • The documents associated with each selected employee are created.
  • In themain Documents view, you will see the new records in theAll Documentstab with their corresponding status (for example, "Issued", "Pending review" or "Pending signature").
  • If the document was configured asvisible, the employee will see it in theDocumentstab of their profile.
  • If you selectedStart automatic workflow, the system will:
    • First send the documents to thereviewer, if required by the template (they will appear in theMy pending reviewssection for the reviewer).
    • Then, it will send them to the definedsigners(they will appear in theMy pending signaturessection for each signer).
  • If you did not start the automatic workflow, the documents will be issued but will not move to review/signature until the workflow is started manually.

Important notes and limitations

  • Issuance always uses the configuration defined in thetemplate(reviewer, signers, signing order, QR, watermark, etc.). These parameters cannot be changed at the time of issuance; they must be edited in the template.
  • The number ofsignersper document is limited to what the platform allows (maximum 1 reviewer and up to 3 signers per document, including the employee as a signer).
  • If you generate documents in bulk, processing time may vary depending on the number of selected employees.
  • Once issued, documents can be sent to theTrashif there was an error, but it is not possible to "edit" the same document; if content changes are needed, you must modify the template and start the issuance workflow again.

Best practices and recommendations

  • Before performing a bulk issuance, always do anindividual testwith a test employee to validate format, variables, and signature workflow (you can use the preview functionality for this, which you will see when editing a template).
  • Use specific filters (company, cost center, position) to avoid including employees who should not be included.
  • Review the summary of the number of documents to be generated before confirming the issuance.
  • Document internally which templates are used for each process (example: hiring, schedule changes, specific addendums) to avoid confusion when selecting the template.

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🤖 This article was translated using artificial intelligence. View original article.

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