Headaches from HR Documents?
Whether you are recruiting, onboarding or managing a team - there are numerous HR documents required such as: letters, forms, agreements and contracts to name just a few.
These business critical documents must be accurate, consistent and kept up-to-date to provide a professional appearance, reflect company values and ensure they are in-line with constantly changing legal obligations.
One of the biggest risks with HR documents is the introduction of human error associated with the manual editing of documents, so finding a solution to automatically generate HR documents is essential for most businesses.
The challenge is finding a document automation system that is easy for the tech-team to integrate and easy for HR professionals to use.
HR Documents simplified
Whether you are creating a one-page letter of offer to a job applicant, or assembling more complex employment agreements, Docmosis can help you with:
- Letters and general correspondence to staff and employees
- Employee Detail Forms and Employment Contracts
- Non-Disclosure and Privacy Agreements
- Work Policies, Procedures and OH&S Documents
- Drug, Alcohol, Employee Medical and Fitness to Work Test Results
- Staff Profiles & Dossiers
- Job & Training Course Feedback Forms
- Payslips and Superannuation/401K Reports
Docmosis is a method of generating documents based on templates.
The driving goal when designing Docmosis was the desire to create templates using tools that people already know, like: Microsoft Word or LibreOffice.
Being able to create templates using these well known and richly featured editors means that simple tasks like:
- Specifying Page Size and Page Orientation
- Creating Headers and Footers
- Adding Page Numbering and Table of Contents
- Creating Numbered and/or Bullet Lists
- Setting Font, Font-Size, Bold, Italic, Underline, Text Colour
- Inserting Tables and Images
can be accomplished using features that people are already familiar with, which significantly reduces the time needed to learn a new tool.
A Docmosis template is just a normal Microsoft Word or LibreOffice document. The template contains the static, unchanging portions of your document, and any dynamic content that may change – such as employee names, employee addresses and contact details, employee job history and so forth – can be represented with easy-to-construct placeholders, as shown below:
Examples: <<employeeFirstName>>, <<currentJobRole>>, <<employeeDepartment>>
When you generate a HR document from the template, Docmosis replaces the placeholders with the data relevant to the intended audience or recipient of the document.
The Docmosis placeholders can be used to:
- Insert text or images into the: body; headers and footers
- Inject data in to tables, numbered lists and bullet lists
- Conditionally add or remove any content
- Dynamically insert images, barcodes or watermarking
- Modify formatting during document generation based on the data.
- Perform calculations and format numbers and dates
- and much more...
HR Document specific features
One of the more common reasons for the HR sector to embrace Docmosis is the ease in which document templates can be set up to customise many stock standard employment letters. Fields, also known as placeholders are easily inserted into the letter templates which can then through the Docmosis process be substituted for employee and company specific data sourced from any combination of locations such as the company’s database.
In the example below, the HR template letter for a pay increase can be set up using a familiar word editor such as MS Word. The header section of this letter template can incorporate simple presentation logic to help locate and display the image of the company logo with the desired scaling, rather the logo being physically pasted into the document; the distinct benefit being any company branding changes in the future will not require changes to this template. Fields enclosed with << and >> are added into the template which will be replaced by the applicable employee names, addresses, job roles, new salary amounts extracted from the company’s data sources through the software application.
In effect, Docmosis can automatically and efficiently generate all the Salary Increase letters for those employees who received a pay rise after their annual performance review by merging the company and employee specific data with the letter template.
MS Word Letter Template
Below is an example of one of the letters generated through Docmosis merging data extracted from the company HR database with the template above.
A more creative application of Docmosis within the HR Industry is one where an organisation’s staff profiles can be displayed as web-based documents. When the staff information is extracted from up-to-date sources, and presented in an appealing and consistent document format using advanced Docmosis features, it can potentially be of real value to anyone connected to the organisation, effectively promoting the skills and experience of the organisation’s valued human resources.
Imagine, for instance, the university’s web page below which shows photos of the academic staff organised by the Schools within the University. Then with the assistance of Docmosis, a click on any staff photo could generate a comprehensive academic profile on that staff member as a pdf document which can be downloaded, printed or shared with others.
The document template developed to display a university staff member’s details could be set up to incorporate Docmosis’s conditional and repeating section logic for display of all their qualifications, written publications and current research projects.
For instance, “repeating” logic can be included to allow information to be shown on every academic qualification for that staff member.
“Conditional” sections can be incorporated into the template so that particular information is displayed on a staff member only if certain conditions are met. For instance, Boolean AND/OR/NOT logic can be used so that a staff member’s publications only show if they are recently published articles within the last 5 years and are deemed relevant to the areas of study within that University School. If these research articles were publicly available on the internet, then it is possible to use “link” markup within the staff profile template to insert dynamic hyperlinks in the staff profile pdf output document to link to the actual online research articles.
This more complex example gives you a glimpse of just how powerful Docmosis can be in terms of clever and creative HR online document generation.
Proven Human Resources Document Generation
Docmosis is utilised by quite a few organisations which specialise in Human Resources; among them are Hong Kong-based Executive Search Firm Global Sage, Germany’s d.vinci HR-System Gmbh and Australian-based HR specialist firm Ability Group Pty Ltd.
Interestingly, there are also a number of niche software development companies which have developed cloud-based HR software solutions which draw upon Docmosis for their document generation such as US-based Smart Recruiters’ recruiting software platform and US-based RiseSmart which have developed a comprehensive redeployment system.
Benefits of Docmosis
With Docmosis you will:
- Have a low learning curve - templates are created using editors you already know
- Appreciate the simple placeholder syntax that is easy-to-construct and understand
- Save time creating the content and formatting of new documents
- Save time updating and editing documents when they change
- Be able to distribute the work between technical and non-technical staff
Our core document generation engine has been engineered to give robust and impressive performance with the ability to output 1000's of pages per minute.
Docmosis has developed a suite of products that can generate documents from templates, but what starts the process?
The software that initiates or drives the document generation process could be a:
- Simple Web Form or WebApp
- Custom Software Application (Java / .NET / PHP / Ruby / ...)
- Enterprise System (CRM / ERP / ...)
- Mobile App
- Legacy Software System (via REST)
The main difference between the Docmosis products is how to connect or integrate them with your software.
Find out more from our Products page.
Free Trial All Features plus Support
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Extend your trial at any time if you need longer to evaluate.
You'll be able to tell very quickly if Docmosis is the right tool for your needs.
Alternatively, feel free to contact us with any specific questions or document examples and we will be happy to advise if Docmosis is the right solution for you.