Template library management

Bring order to large and complex document portfolios by providing a powerful library management system within your SnapHire site to organise document templates by type (for example: employment agreement, offer letter, incentive plan).


Control formatting and styling

Within document generation on your site we develop cascading style sheets (CSS) based upon your requirements.  These stylesheets ensure control over the formatting and styling of all documents produced – the correct logos, fonts, colours etc are consistent and adhered to for all documents (users can’t change any elements).


The content for your documents is written using an html editor which is driven by the stylesheet.  Using this html editor means that we can incorporate features such as bold, italic, heading styles, numbering and bullets into your content.  It is important to note that this html editor is not a word processor such as Microsoft Word.  This means that it has limited word processing features, and not all of the features you might have used to setup your existing documents are available (for example, the html editor supports tables, but not columns).  At Aotal we will do our utmost to ensure that the documents created suit the image and requirements of your organisation, however an exact match to your existing documents may not be possible. Each document template can only have one main font specified for it. Our recommendation is Arial Māori.


Restrict document template availability

Avoid errors by linking document templates to predetermined document types (e.g. “Offer Letters”, “Employment Agreements”, “Onboarding documents” etc.) and specific recruitment workflows within SnapHire.  For example, by ensuring that only waged employment agreements are available for use with waged jobs.


Minimise maintenance by separating content into clauses

Minimise maintenance by separating the content that makes up your documents into specific clauses.  Once defined, a clause can be included into one or many document templates that require it.


In the future, if an amendment is required to the clause, the change only needs to be made to the defined clause, and the new version of it pushed out to all the document templates which include it.


Document generator has controls in place to ensure only the newest versions of your document templates are available for users to generate documents from.


Variable data

The documents created via the document generator are a blend of clauses defined by your organisation and the data captured in the recruitment process about the job, candidate and/or their application.  For example:

  • Job data fields might be job title, location, hiring manager name etc.
  • Candidate data fields might be their first name, last name, address etc.
  • Application data might be the details of their offer, start date etc.

When a document is created via the document generator it needs to update this variable data field within the clause with the relevant information.  To achieve this, we insert a placemarker, for example:


Require confirmation of variable data (optional)

When a user is generating an individual document from a document template, all of the variable data fields which are going to be inserted into the document are displayed along with their current value (e.g. First name:  Sarah).

If required, the document template can be configured to “require confirmation”.  This means the user must confirm each piece of variable data is correct before the document can be generated.


Conditional clauses

Clauses within a document template can be configured as “conditional”.  This means that if a certain condition is true, the clause will be included in the document generated from the template (that is, print this clause when the condition is true).

Conditional clauses allow you to restrict the content of the generated document based upon the data that has been captured in SnapHire during the recruitment process.  For example:

  • When the offer details are being completed, the screen cannot be completed until an answer has been provided for the field called “Company vehicle” - the user can choose either “Yes” or “No”.
  • The offer letter document template includes a clause about company vehicles.  This clause is configured as conditional, and to only print when “Company vehicle” is equal to “Yes”.
  • When an offer letter is generated for a candidate, the conditional clause about company vehicles is only included if “Company vehicle” is equal to “Yes” for this application.


Great user experience

When your document templates have been fully configured, your users can easily generate the documents they require as another simple step in the recruitment process - typically without any additional training.

Document distribution

Individual documents generated for a job seeker are stored within SnapHire, and can be:

  • Manually emailed, downloaded (soft copy) or printed (hard copy) by your users.
  • Automatically integrated into the recruitment process to control what happens next – e.g. request approval of document created, dispatch created document directly to the job seeker via email etc.


History of documents created

The current version of a generated document is available within the “Application data” section of an application.  However, depending on the configuration of your site, within the application history section users may also be able to see older versions of the document as well as other information such as the date individual documents were generated, and any related activity undertaken via SnapHire (e.g. email individual document to job seeker).


Acceptance

Documents generated from Document Generator can be digitally accepted by users and candidates via SnapHire (the recruiter site for users and careers website for candidates). You can decide whether your signatory managers digitally accept documents generated or have their name present in an electronic signature font on the documents. For more information please view our digital acceptance solution article.