Document templates (letters, forms and contracts) - Generating documents in PeopleXD

Guide contents

  1. Create or amend departmental letterheads
  2. Generate documents

2. Generating documents in PeopleXD

This section covers how to generate and download documents (eg contracts, letters and forms) in Recruitment and People Management. Documents generated will merge key fields from the vacancy, offer details or the employee record, eg names, job title, vacancy ID etc, and include further prompts to insert relevant clauses and paragraphs. 

Notes

  1. A departmental letterhead document must be set up on your C Drive in order for the templates to generate successfully. Please see the Create and amend departmental letterheads guidance in section 1.
  2. Follow the Information Security guidelines and your department’s own processes on saving and sharing documents. 
  3. Common troubleshooting tips and advice can be found on the FAQs and further help page. Please refer to this first if you experience issues with generating documents. 

KEY REMINDERS 

  1. After committing to an action, such as clicking SAVE, a green success message appears, wait for the dark green line to fill, before proceeding. 
  2. Ellipses = ‘three dots’, usually at the end of a row.    
  3. Ensure that PeopleXD record is completed in full; when in Recruitment, the Offer Details screen must be completed, including the FTE Hours and Hours fields.

IMPORTANT: You must only produce one document per person at a time.

Do not click GENERATE again immediately after doing so already. If you do this, an additional copy of the same letter/form will be produced within one document. This is especially important to avoid when producing documents for more than one person. Wait for the job to complete (ie the document to appear in the Download Centre) and download a copy before creating subsequent documents of the same type. When sending the same document to several applicants, you must generate, download, and securely save the document, one at a time. 

Once the merge has completed and the letter has appeared in the Download Centre, any subsequent generation of the same document will overwrite the previously produced version within your Download Centre. The system holds one copy of the same document at a time.

Navigation path: Recruitment > Vacancies > Search for your vacancy > Actions > View Applicants 

  1. Click ACTIONS in the top right corner.
  2. Select Generate Document.
  3. Select the relevant letter/form from the dropdown in Document Template.
  4. Under Select column, choose the recipient (just one), by clicking the toggle.
  5. Click GENERATE in the bottom right corner
  6. Return to the Recruitment Dashboard by selecting Recruitment from the ’breadcrumbs’ menu. 
  7. There may be a slight delay in your letter/form appearing in the Download Centre. 
  8. You will receive a notification, visible from Notifications (bell icon).
  9. Alternatively, regularly check your Download Centre. 

Note: When generating the Shortlisting form, you can filter by applicant status; select the filter icon and then the relevant applicant status from list. It should be ‘Applied’. Then click the SELECT ALL button and then the GENERATE button.
 

 

 

Navigation: People Management > Employees > View > Employee Search > (Locate individual) > View

  1. Click ACTIONS in the top right corner.
  2. Select Generate Document.
  3. Select the relevant document from the drop-down in Document Template.
  4. Under Select column, choose the correct appointment line from the list, by clicking the toggle (it moves to the right).
  5. Click GENERATE in the bottom right corner.
  6. Return to the People Management Dashboard by selecting People Management from the ’breadcrumbs’ menu. 
  7. There may be a slight delay in your letter/ form appearing in the Download Centre. 
  8. You will receive a notification, visible from Notifications (bell icon).
  9. Alternatively, regularly check your Download Centre. 
     

Recommended browser: Chrome

  1. Click on Download Centre from the navigation menu. The document will be listed here.
  2. To view the document, click OPEN. You may be prompted at this stage to save your document in a secure location on your device.

Note * Check your browser’s settings to ensure that these documents are not going into your ‘Downloads’ folder on your device, by default. Always choose a secure location to save your document.

  1. The document will then download and will be available to open in Microsoft Word. 
  2. To open the document, follow the instructions in your browser.

Opening the Word document

The following messages will appear at the top of the paget:

Click on Enable Editing.

Click on Enable Content. This is important to enable the macros to run, which provide further prompts for you to answer and to fill in. 

Note: These messages may also appear when you reopen the document, where you didn’t work through all the prompts and clicked Save after. Click ‘Enable Content’ again to run the prompts and further fill-ins.

If you receive the following Security Warning message, select No.

 

Working through the prompts in generated documents

  1. Enter the relevant details for each prompt. You will need to answer each of these in turn, for each person that you are producing this document. Note: Y and N answers must always be entered in capitals!
  2. Check the document thoroughly once it has been produced to ensure that the correct information has populated and that it is complete. Check all pages to ensure no duplication or other error has occurred. The data pulled through will be as entered into PeopleXD and/or into the prompts. Always ensure that the record is completed as fully as possible and accurately in PeopleXD, before generating documents.
  3. Do not amend any text related to the terms of conditions of employment except where prompted or where data is incomplete. You may also amend the formatting as necessary.
  4. Save, print, and send the document, as required.  
  5. Save the document in a secure location as a .doc or .docx file.  

Note: If you experience any issues during this process, such as an unexpected prompt or missing data in the generated document, please review the PeopleXD record for completeness. For more troubleshooting advice see: FAQs and further help.

Shortlisting form

 

  1. The shortlisting document should contain the applicant information. 
  2. In the document enter the selection criteria from the job description under the ‘Essential’ and ‘Desirable’ column headings.
  3. Save and distribute the form as required.  

User guides

>Navigation, Whatfix, reporting and other

>Recruitment

>New appointments

>During employment

>Ending appointments

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