Add or modify a document template

Document templates are created within the HR application and use variables to pre-fill information from tables into HR document templates.

Before you begin

Role required: sn_hr_core.manager and sn_hr_le.admin
By default, examples of employment verification letters, educational reimbursement agreements, and an offer letter are provided.
Note: The example offer letter only appears when the Human Resources Scoped App: Lifecycle Events is activated.


  1. Navigate to HR Administration > Document Templates.
  2. Click New or edit an existing document template. When you select New, HR Document Templates list appears.
    HR document templates choice list
  3. Select Document Template.
  4. Complete the form.
    Name Enter a name for your document template.
    Table Select the table associated with the type of letter. The table determines the available variables that can be used.
    Note: Only tables that you have access to appear.
    Document type Select the document type the template applies to.

    Click New from HR Document Type to create a document type.

    A document type is required when you want a list of documents to appear in the HR case form. HR criteria works with this field to narrow the list of documents you want available for an HR case.

    See Document Types.

    Note: When creating a document type, the Value auto-populates from the name you enter (all lower case and underscores).
    Header image Select to add a new image in the header. You can add your company logo using this feature.
    Note: Supported file types are: JPEG, JPEG2000, GIF, PNG, BMP, WMF, TIFF, and JBIG2.
    Header image position Select where you want the header image to appear.
    HR criteria Select the audience criteria for this document. For example, you can create a letter intended for only Canadian employees.
    Body Enter and format the text in the Body.

    To insert variables, place your cursor in the desired location and click the variable. Available variables are listed under Fields.

    Use the formatting tools in the Body to apply formatting options, such as bold, italic, underline, font styling.

    The body is a place holder for HTML text and tokenized variables. When the PDF is generated, the variables are resolved before sending it to the PDF Generator [com.snc.pdf_generator] plugin.

    Note: Currently, there is no support for style tags to align text left or right. Space indentation must be used. Jelly and CSS Styling are not supported.
    Select variables A list of variables that can be used in the body of the letter. Variables pull information from the selected table to customize the letter.
    Note: Only variables that you have access to appear.
    Footer image Select a footer image.
    Note: Supported file types are: JPEG, JPEG2000, GIF, PNG, BMP, WMF, TIFF, and JBIG2.
    Footer image position Select where you want the footer image to appear.
    Footer text Enter text. For example, you can add proprietary and confidential statements.
    Page size Select the page size from the choice list.
    Note: A4 is 8.3 x 11.7 inches or 210 x 297 millimeters.
  5. Place the cursor in the desired location in the body and use the Insert date or Insert signature buttons. You can use these multiple times using different types of dates or signatures based on the variables you choose.
  6. Click Save to save your document and remain on the HR Document Template form or click Submit to save and return to the HR Document Templates list.
  7. Review the look of the generated letter by impersonating an employee and submitting the associated catalog item. Impersonate the user assigned to work on the case to generate the letter within the HR case. Continue editing and testing the letter template until you are satisfied with the generated PDF.
    Use the formatting tools to perform any of the following actions.
    Format the text Select the text to format and apply any of the formatting options, such as bold, italic, underline, font styling. You can apply justification, bullets, and numbers as needed.
    Add an image Click the image icon and attach the image or search for it in the image library. You can also add an image to the library.