HR document generation

  • Release version: Australia
  • Updated March 12, 2026
  • 2 minutes to read
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    Summary of HR Document Generation

    HR Document Generation in ServiceNow enables the creation and management of various HR-related documents, streamlining the workflow for both HR agents and employees. This feature allows for automatic generation of documents, collection of signatures, and document previews, enhancing operational efficiency in HR Service Delivery.

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    Key Features

    • Automatic Document Generation: Documents like Tuition Reimbursement Requests are generated once the employee signs them, thanks to a workflow that triggers tasks for the subject person.
    • Multiple Signatures: Certain documents, such as offer letters, require multiple signatures before they are automatically generated.
    • Document Preview and Review: HR agents can review, sign, or save documents prior to sending them to employees, ensuring accuracy and compliance.
    • Error Correction: Administrators can troubleshoot document errors by checking the source tables, HR case information, and document templates for accuracy.
    • Edit Generated Documents: Users can modify generated documents while viewing the content of variables, scripts, or blocks, rather than their names, making edits more intuitive.

    Key Outcomes

    By utilizing HR Document Generation, ServiceNow customers can expect improved document management, faster processing times for requests, and enhanced accuracy in HR communications. The ability to preview documents, collect signatures seamlessly, and edit documents effectively leads to a more efficient HR service delivery process.

    There are multiple ways to generate documents in HR Service Delivery.

    • Automatically
    • Multiple signatures are collected.
    • Preview, Sign, or Save

    Automatically

    The document is made available for the subject person to sign. Only after the signature is added, the document will be generated automatically. Following are some examples:

    • A document such as Tuition Reimbursement Request must be sent to the employee for signature. The Request Tuition Reimbursement service has a work flow that triggers a task for the subject person (employee) of the case.

      An administrator enables theAutomatically Create Draft Document case option on the HR service and sets up the HR service. When a case is created with that HR service and its state is changed to Work in Progress or Ready, a task gets automatically generated for the employee with the document available for signing.

    • A document such as Employee Verification Letter must be sent to the employee that does not require any signature.

      An administrator selects the template on the HR service. An HR case is created with that HR service. The HR agent previews the document using the Preview Document option, generates the document, and sends an email to the employee using the Send email option on the case.

    Case options for HR service form.

    Multiple signatures are collected

    Documents like offer letters can require multiple signatures. When all signatures are collected, the document is automatically generated.
    Note:
    For more information on setting this feature up, please see Advanced form configuration and Advanced Forms Management in HR Service Delivery.

    Preview, Sign, or Save

    Some documents require an HR agent to review, sign, or save it prior to sending it to a subject person for an HR case. An example is when a subject person requests an employment verification letter. This document requires an HR agent to review it for accuracy, sign it, and send it to the requested email address.
    • Open a case requiring a document to be sent to the subject person.
    • Ensure that the state is Work in Progress.
    • The Form Header shows:Form header for HR workforce administration case form.
    • Click Preview Document to view the document.
    • Click Sign Document for documents that require an HR signature.
      Note:
      By default, the document is available for the subject person to view once you preview it. Change this behavior by changing the State field on the HR task template. You can access the task template from the HR Case form by selecting the HR service > Service Activities > Child task template.

    Change values

    When there are errors in the document:
    • Check the table the incorrect information is pulled from.
    • Check the HR case to ensure correct case information.
    • Check the document template for errors within the body of the document, incorrect field mapping, or variable information.