Using document types with HR document templates

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Using Document Types with HR Document Templates

    Document types are essential for categorizing HR documents based on services, making it easier to manage and locate the appropriate documents within organizations that handle numerous documents. As of the Xanadu release, the HR Document Templates feature is moving towards deprecation, urging users to transition to Document Templates for enhanced functionality.

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    Key Features

    • Document types streamline document selection based on HR services, enhancing organization and retrieval.
    • The system checks the HR case template and associated document types to identify the correct document when an HR case is created.
    • HR criteria dictate which document is sent based on the employee's status (e.g., full-time, part-time, contingent).
    • Flexibility is provided through HR criteria, allowing for automated document population based on specific conditions.
    • Documentation setup involves adding document types to templates and services within the HR framework.

    Key Outcomes

    When an HR case is initiated, the system efficiently identifies and populates the appropriate document template based on the defined document type and HR criteria. This reduces manual effort and ensures employees receive the correct documentation tailored to their specific service needs. Customers can expect improved accuracy and efficiency in document management as they migrate to the new Document Templates system.

    Document types limit the choices for allowable documents based on HR service. For organizations with large amounts of documents, document types help categorize and make finding the correct document easier.

    Important:

    Starting with the Xanadu release, HR Document Templates is being prepared for future deprecation. It will be hidden and no longer activated on new instances, but will continue to be supported.

    Use Document Templates that provides the latest experience for this functionality. For migration guidelines, see Migrating from HR Document Templates to Document Templates.

    For deprecation details, see the Deprecation Process [KB0867184] article in the Now Support knowledge base.

    For example, you can have multiple employee verification letters depending on if the employee is full-time, part time, or contingent. HR criteria on an HR service determines which letter to send.

    When an HR case is created for an HR service, it checks:
    • HR case template for the HR service
    • The document type for the HR case template
    • HR criteria
    Verifying this information allows the case to narrow the search for the correct letter or auto-populate the exact letter required.
    Setting up document types
    To use this feature:
    • Add a document type to your document templates.
    • Add the document type to an HR case template. From the HR template classic environment, you can add a specific PDF template, but cannot specify a document type. Adding a specific PDF template automates populating the HR case form, but eliminates flexibility when you have multiple documents.
    • Add the HR case template to an HR service.
    • Add HR criteria to the HR service.
      • Using HR criteria provides flexibility in choosing or auto-populating a document for an HR service.
      • When defining conditions like case sensitivity or null values, see APIGlideFilter - Scoped, Global.
    How it works
    When an HR case is created from an HR service:Flow chart of how HR case is created from HR service.
    The HR case template looks for a document type to determine what Document template or PDF document template to a case. It tries to automatically place a document template on an HR case by:
    • Checking if there are documents associated with the document type.
    • If there is only one document associated with the document type and the HR criteria is empty, place that document on the HR case form.
    • If there is HR criteria on the document template, verify the Subject person on the HR case form matches the criteria. If yes, place the document template on the HR case form.
    • If there are multiple document templates for the document type, check for HR criteria. When a single document matches, populate the document template on the HR case form. When multiple documents match, do not populate, but list documents in the Document type list in the HR case form.
    • When HR criteria is not available on any document templates, list documents in the Document type list in the HR case form.
      Note:
      There is HR criteria on the HR service and HR document templates. On HR services, HR criteria narrows the allowable services for an employee. For example, you can provide 401 (k) services to US employees, but not to non-US employees. On HR document templates, HR criteria narrows what employees the document is for. For example, when you have employee verification letters for US employees and non-US employees, use HR criteria to determine the correct document.