Adding and Sending Document Templates

Last Updated: March 18, 2024

Overview:

The Documents module allows admins to input documents they can send to employees for signature/acknowledgement. We'll discuss in this article how you can add documents in 2 ways.

Uploading PDFs:

• Go to Documents > New template > Upload PDF
  
  

• A pop-up will appear giving you the options to "Drag and drop file " or "click here to choose". Click "Confirm"
  • Take note of the file specs before uploading
    • PDF file size limit should be 5MB
    • Make sure that the file is not password protected
      
      

•  You will be brought to a page to review the file before uploading. Input the Name and choose the Document Type from the dropdown. Click Save Template once done.
  
  

• If the Document Type the PDF falls under is not yet available, you may add on the spot through clicking Add New Document Type in the dropdown.
  
  

• The uploaded PDF should now appear in the Document templates, under the Document Type you chose.
  
  

• Note that PDFs are not yet editable in Omni HR. When you send these to employees, the employees' task will only be to Review and Acknowledge. 

Creating Documents:

• Go to Documents > New template > Create new
  
  

• You will be brought to a page to create the file in Omni. In the white box with the text "Start typing here" is where you can start inputting the content of the document you'll create.
  
  

• There is a formatting toolbar, allowing you to format text, indention, bullet points, and add hyperlinks and images.
  
  

• You can also input placeholders, allowing you to automatically pull data from the employee profile of the recipient, so that you won't have to manually type it in the document. Just type the "@" symbol, then choose from the placeholder options. This can be used for pulling data such as First Name, Full Legal Name, and Compensation amount.
  
  

• If you want the document to be signed by the recipient, click the "+" icon at the left-hand side and choose Signature section. A signature box will be added where the recipient will sign.
  
  

• If there needs to be a countersign, you can click the box with "Add countersign". This can be used for documents where the manager or someone higher needs to sign as well (e.g. promotion/increment letters).
  
  

• Input the Name and as well as the Document Type from the Dropdown. Click Save Template once done.
  
  

• If the Document Type the document falls under is not yet available, you may add on the spot through clicking Add New Document Type in the dropdown.
  
  

Sending Documents:

• To start sending, go to Documents > Select the document > Click the 3 dots to the right of the document > Click Send.
  
  

• A pop-up will appear, asking you to input details such as Recipient, Due Date, and Document Name.
  • If the document has a second signature box for countersigning, the pop-up will also ask you to indicate a user to Countersign.
    
    

• Click Send once you're all good with the contents. It will automatically go to the employee's (including the countersign if any) tasks for them to sign/acknowledge.

Still Need Help?: 

Reach out to our support team should you need further assistance.