HR document generation

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of HR Document Generation

    HR Document Generation in ServiceNow's HR Service Delivery enables organizations to automate the creation and management of HR-related documents, enhancing efficiency in case management. This feature allows for both automatic document generation with multiple signature collection and manual review processes, tailored to the specific needs of HR cases.

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    Key Features

    • Automatic Document Generation: Enables the automatic creation of draft documents once specific conditions are met, such as when a case is in "Work in Progress" or "Ready" state. For example, a Tuition Reimbursement Request document is sent to the employee for signature, initiating automatic tasks.
    • Multiple Signature Collection: Documents like offer letters can be set up to require multiple signatures before final generation. This ensures all necessary approvals are obtained seamlessly.
    • Preview and Approval: Some documents necessitate HR agent review and signature before distribution. For instance, employment verification letters must be checked for accuracy by the HR agent.
    • Error Checking: Users can verify and correct any document errors by checking the relevant HR profile, case information, and document template settings.
    • Edit Mode Support: Allows users to view and edit variable values, scripts, and blocks in the document preview, enhancing document accuracy before finalization.

    Key Outcomes

    Implementing HR Document Generation results in improved workflow efficiency, reduced errors in documentation, and streamlined communication with employees. By automating document tasks, HR teams can focus on higher-value activities, ensuring timely and accurate responses to employee requests.

    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. For example, check the HR profile [hr_profile] when contact information for the user is incorrect.
    • 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.