Simon Help Portal

Document Templates

When a Document Acceptance element is included in an experience, you have the option of uploading a pre-prepared document or using a Document Template.

Document Templates use custom field parameters to fill in the blanks to automatically create the document for you. There's two types of Document Templates that can be configured - Multi Layout and Single Layout. Multi Layout templates allow you to configure a header and/or footer that can be automatically added to the Document Template when it's generated. Single Layout templates allow you to configure the body of the template only.

Note: Document Templates are required to be configured to use the Bulk Delivery functionality. For more information about Bulk Delivery, please refer to the Deliver an Experience guide.

To access this module, log in to the Control Panel from the Simon home page located at https://<yoursubdomain>.exphub.com.au/manager. Navigate to the Global Site Configuration menu and click to expand. Finally, select “Document Templates”.

Add New Single Layout Document Template

To add a new Single Layout Document Template, navigate to Global Site Configuration > Document Templates > Add New Document Template and follow the below steps:

1. Name the Document Template in the Template Name field. This is the name you will see when selecting the template to use when delivering a Document Acceptance element as part of an experience. If you have multiple Document Templates configured, it is important to make sure the template name accurately reflects the content of the template (e.g. Full Time Agreement).

2. Input an Alias in the Alias field. The Alias is a system field and need only be short. Each Alias must be unique (e.g. ftc).

3. Format the document in the Text field. For more information on adding and/or editing text and images in this section, please refer to the Editor Tool Instruction guide. For more information on utilising parameters in this section, please refer to the How to use parameters to customise your message guide.

4. Once all fields have been completed, click Submit to save.

Add New Multi Layout Document Template

To add a new Multi Layout Document Template, navigate to Global Site Configuration > Document Templates > Add New Document Template and follow the below steps:

1. Tick the box next to Multi Layout

2. Name the Document Template in the Template Name field. This is the name you will see when selecting the template to use when delivering a Document Acceptance element as part of an experience. If you have multiple Document Templates configured, it is important to make sure the template name accurately reflects the content of the template (e.g. Full Time Agreement).

3. Input an Alias in the Alias field. The Alias is a system field and need only be short. Each Alias must be unique (e.g. ftc).

4. If you’d like to include a header in the template, create it in the Header box. Headers can be text and/or images. For more information about adding and/or editing text and images in this section, please refer to the Editor Tool Instruction guide. If you don’t require a header, you can leave this section blank. If you need to increase the amount of space available for the header, enter the number you'd like to increase by in the Header Height for PDF field. Tip - A default header height is already included. We recommend testing the template to check if you need to increase the header height before making changes.

5. If you’ve configured a header and would like it to show on every page, tick the “Include on every page” box. If this box isn’t ticked, the header will display on the first page of the template only.

6. Format the body of the document in the Text field. For more information on adding and/or editing text and images in this section, please refer to the Editor Tool Instruction guide. For more information on utilising parameters in this section, please refer to the How to use parameters to customise your message guide. For instructions on creating and using clauses in this section, please continue reading below.

7. If you’d like to include a footer in the template, create it in the Footer box. Footers can be text and/or images. For more information about adding and/or editing text and images in this section, please refer to the Editor Tool Instruction guide . The footer will automatically be included on every page in the document. Tip 1 - To add page numbers to your footer, use the shortcut {PDF_PAGE_NUMBER}. If you don’t require footers, you can leave this section blank. If you need to increase the amount of space available for the footer, enter the number you'd like to increase by in the Header Height for PDF field. Tip 2 - A default footer height is already included. We recommend testing the template to check if you need to increase the footer height before making changes.

8. Click Submit to save.

If your organisation has API enabled, you may see an additional option to configure assignment rules. For assistance with assignment rules for your specific API configuration, or to enquire about enabling API for your organisation, please contact your Account Manager or e-mail help@thinksimon.com.au.

Converting a Single Layout Template to a Multi Layout Template

To convert an existing Document Template to a Multi-Layout template, edit the existing template you’d like to convert and tick the “Multi-Layout” box. Then, follow the instructions in the “Adding a new Multi-Layout Document Template” section above.

Editing a Document Template

To edit a Document Template, navigate to Global Site Configuration > Document Templates > All Templates. You will then be presented with a list of all configured templates.

All Templates field definitions

Field Name	Description	Tips and information
ID	The system generated identification number given to the Document Template.	This ID number is a system generated field only.
Template Name	The name that has been configured for the Document Template.	This is the name you will see when selecting which template to use when delivering an experience. For more information about delivering an experience, please refer to the Deliver An Experience guide.
Status	Shows whether the Document Template is Active (can be selected) or Inactive (cannot be selected).	To change a Document Template to Active or Inactive, click the Status button.
Last Updated/Last Updated By	The Last Updated and Last Updated By columns show the date and time the Document Template was last edited and which administrator made the edit.	The time will be displayed in your organisation's configured timezone.
Actions	Options to Edit or Delete.	We recommend making a Document Template inactive rather than deleting. If a Document Template is deleted, it cannot be retrieved.   For information about editing a Document Template, please continue reading below.

To edit a Document Template, select the Edit option from the Actions menu next to the relevant template. You will then be presented with a screen identical to the Add New Document Template screen. For more information about the fields on this screen, please refer to the Add New Document Template section above.

Tip – If you need to duplicate a Document Template, we recommend copying the Source code by clicking the “Source” button in the Editor, and then pasting into the relevant Source section of the new template you are creating. This will ensure the formatting of your templates are consistent. For more information about using this function, please refer to the Editor Tool Instructions guide.

Document Clauses

Document Clauses allow you to configure dynamic text that can be added to a Document Template on delivery. To include a clause in a template when delivering to a user, it needs to be selected on the user’s profile before delivery.
 
Example:
ABC organisation offers some employees Tools of Trade, but doesn’t for others. The rest of the contract is identical aside from this clause. ABC can use Document Clauses for this to avoid needing to set up multiple Document Templates that are almost identical.

Creating a new Document Clause

Before creating a new Document Clause, you’ll need to make sure a Boolean custom field has been created that can be linked to the clause. For information about creating new Custom Fields, please refer to the Custom Settings – Custom Field Settings guide. Once the Custom Field has been created, navigate to Global Site Configuration > Document Templates > Document Clauses and follow the below instructions:
 
1. Click the blue “Add New” button in the top right side of the screen.
2. Enter the name of the Document Clause in the “Name” field (e.g. Tools of Trade Clause).
3. Enter the Alias in the Alias field. This is the parameter that will need to be entered into the body of the template for the system to consider whether or not to include the clause based on the selection on the employee profile. Example – If an Alias has been configured as toolsoftrade, the parameter {toolsoftrade} would be used in the body of the template.
4. Select the Boolean custom field that the clause should be linked with from the list under the “Custom Field” heading. This will create the link between the clause on the user profile and the template.
5. Enter the text that should be included in the template when the clause is selected in the Text section. Tip – Make sure you use the same text formatting (e.g. font size, colour, etc) that has been used in the main body of the Document Template so that the formatting is consistent). For more information about adding text in this section, please refer to the Editor Tool Instruction guide. Note – Tables cannot be used in a Document Clause.

6. Click Submit to save.
 
For information about how to select a Document Clause on the user profile, please refer to the Create a New Employee guide and the Manage Employee guide.

Inserting a Document Clause into a Document Template

Document Clauses can be inserted into the body of a Document Template using the alias that was configured when the Document Clause was created. To include the clause for consideration, enter the alias inside { } where you would like it to appear in the document if it’s selected on the user profile.
 
Example:
The below Document Template includes a dynamic clause for Tools of Trade with the alias totexample:

When the linked Custom Field is set to "yes" on a user's profile, the template will be generated as per below:

When the linked custom field is set to "no" on a user's profile, the template will be generated as per below:

Editing a Document Clause

To edit a Document Clause, navigate to Global Site Configuration > Document Templates > Document Clauses. You will then be presented with a list of all configured clauses.

Document Clauses field definitions

Field Name	Description	Tips and information
ID	The system generated identification number given to the Document Clause.	This ID number is a system generated field only.
Clause Name	The name that has been configured for the Document Clause.	This name is only displayed on the Document Clauses screen and is not the name displayed on the user profile.
Custom Field	The custom field that the Document Clause has been linked with.	This is the name that will display on the user profile for clause selection. For more information about creating custom fields, please refer to the Custom Settings – Custom Field Settings guide.
Status	Shows whether the Document Clause is Active (can be inserted) or Inactive (cannot be inserted).	To change a Document Clause to Active or Inactive, click the Status button. Tip – Before making a Document Clause inactive, be sure to make the Custom Field that it’s linked to inactive first. For more information about making Custom Fields inactive, please refer to the Custom Settings – Custom Field Settings guide.
Last Updated/Last Updated By	The Last Updated and Last Updated By columns show the date and time the Document Clause was last edited and which administrator made the edit.	The time will be displayed in your organisation's configured timezone.
Actions	Options to Edit or Delete.	We recommend making a Document Clause inactive rather than deleting. If a Document Clause is deleted, it cannot be retrieved.   For information about editing a Document Clause, please continue reading below.

To edit a Document Clause, select the Edit option from the Actions menu next to the relevant clause. You will then be presented with a screen identical to the Add New Document Clause screen. For more information about the fields on this screen, please refer to the Add New Document Clause section above.