Add or modify a PDF document template

PDF document templates originate from Managed Documents and use field mapping to pre-fill information from tables into HR document templates.

Before you begin

Role required: sn_hr_core.manager
Customers can scan a document, create a PDF from the scan, and map fields to make them editable or pull information from an HR table. As a default, the Non-Disclosure Agreement document template is provided as an example of a PDF document template.

Procedure

  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.
  3. Select PDF Document Template.
  4. Complete the form.
    OptionDescription
    Name Enter a name that represents the document.
    Table Select the table associated with the type of letter. The table determines the available fields that can be mapped.
    Note: Only tables that you have access to appear.
    Document type This field is not used.
    Document revision Select the document and revision the PDF document template is based on.

    Documents listed originate from Managed Documents.

    Note: User group and document owner determine what revisions are available to view or select.
    HR criteria This field is not used.
    Mark Signatures Click to map where signatures are required in the document.
    PDF Preview Click to view a preview of the document.
  5. Click Save to save your document and the Parse PDF link appears under the Related Links section. This link only appears when there are fields that can be mapped.
  6. Click Parse PDF.
  7. The PDF Template Mappings section and fields display.

Create or modify a PDF template mapping

PDF template mapping allows you to pre-fill information from tables into a reuseable HR document configured in a PDF document template.

Before you begin

Role required: sn_hr.core_admin

PDF template mapping is accessed from a PDF document template. Refer to Add or modify a PDF document template.

Procedure

  1. Click New or an existing PDF template mapping to edit. The PDF Template Mapping form appears.
  2. Complete the form.
    OptionDescription
    Field name Enter a name that represents the field mapping.
    HR PDF template The name of the PDF template associated with the field mapping.
    Document field type Select the type of field you are mapping. The choices are:
    • Signature
    • Text Field
    • Checkbox
    • Combo
    • Radio
    Preview value Enter a field mapping value for preview.
    Note: Use this field to test a field value without going through the process of mapping fields or creating a case to test your mappings. What you enter here appears in your document.
    Advanced script Use to configure script fields for complex mapping of a field.

    For example, to map a Social Security Number from the HR Profile [sn_hr_core_profile] table to a document and format it correctly, a script is used.

    Mapping table The table the mapped fields come from.
    Mapping field The field that maps information into your document.
    Use signing date Check when the signing date should be captured with the signature when a user signs the document.
    Page number The page number of the PDF document the mapped field should insert information. For example, enter 2 when the mapped field appears on page 2 of the PDF document.
    Active Check to activate the field mapping.
  3. Click Save to save your field mapping and remain on the PDF template mapping form, or click Submit to save your field mapping and return to the HR Document Templates list.