Documents

Our document features let you create and manage your employment and HR document library in Xemplo. Once your library is created, you can automatically assign documents to positions and workers, so that any new or existing workers will need to either read, acknowledge or sign documents as a condition of their employment.

Creating documents

You can create trackable electronic documents in Xemplo using the Xemplo Document Builder. Documents created using the Document Builder are tracked throughout the entire distribution process, from creation to Manager and Worker sign off. When creating documents using the Document Builder, you can upload a pre-formatted Microsoft Word document to the editor.

Alternatively, you can upload static documents (like PDFs) to your document library. Static documents can still be assigned to positions and workers automatically, but do not offer advanced tracking features like Manager or Worker signatures.

Adding a new document to the Document Library

To create a new document in the document library for a selected company:

Open the Documents menu in Company Settings (for a Client User).
Add a new document by selecting the '+ New Document' option.
On the following screen, select either Upload or Build Your Own:
- If you select Build Your Own, you'll be able to use Xemplo's Document Builder to create a trackable electronic document in the next step.
- If you select Upload, you'll only be able to upload a static document in the next step (if you change your mind after selecting, you can still choose to use the Document Builder again later).
Enter the details of your new document, including:

Give this Document a name	This will be the name displayed in your Document Library, and to users who are sent this document to review and/or sign.
What type of Document is this?	Each document in your library can be assigned a type so that users understand it's intended purpose. Document types are preset in Xemplo. Administrators can add new document types if required.
Which employment types does this Document apply to?	You can choose specific Employment Types that this document applies to. If one or more Employment Types is selected, all workers of this Employment Type will be sent this document to read, sign or acknowledge when they onboard, if this document is required for their position.
Would you like to attach to all Positions by default?	Toggle on if you would like this document to be attached to all positions in your company by default. Adding a document to all positions means you don't need to attach this to positions one by one. If you don't attach a document to all positions, you will need to manually add it to each required position to automate sending and tracking of this document during onboarding.
Optional Lock this Credential so it cannot be removed from within a Position	If you have selected 'Yes' to the attach to all positions by default question, you can also choose whether you'd like this document to be locked. When a document is locked - it will be attached to all positions by default, and it cannot be removed. When a document is unlocked - it will be attached to all positions by default, but it can be removed from a specific position if required.
Optional Document acceptance	You can specify what action a worker must take when they receive this document. Available actions include: For documents created using the Document Builder: No selection - by default, if you do not select worker or acknowledgement, the worker will receive the document but does not need to send a response. Xemplo will track that the document was sent to the user. Worker must acknowledge - when selected, the worker will be prompted to read the document and click an 'Acknowledgment' option on completion. Xemplo will track that the document was sent to the user and that they have either acknowledged it, or they have not completed the request. Worker must sign - when selected, the worker will be prompted to add an electronic signature once they have completed reading the document. Xemplo will track that the document was sent to the user and that they have either signed it, or they have not completed the request. Manager must sign - when selected, the Manager of a worker will be prompted to add an electronic signature to the document before it is sent to the worker to review. Xemplo will track that the document was sent to the Manager and that they have either signed it, or they have not completed the request. For uploaded static documents: Workers must acknowledge they’ve read the Document - When selected, the worker will be prompted to read the document and click an 'Acknowledgment' option on completion. Xemplo will track that the document was sent to the user and that they have either acknowledged it, or they have not completed the request.
Optional Upload your Document	If you have chosen to upload a document, you will be able to browse and select a document. If you are using the Document Builder, you will not upload a document and will instead go the editor in the next step.

Once you have entered the document's details, you can either Save this document (for uploaded static documents) or Proceed to Editor to finish creating your document with the Xemplo Document Builder.

Using the Document Builder

The Xemplo Document Builder functions similarly to other word processing tools. Within the Document Builder, you can add common electronic document features like merge fields that are populated dynamically when sent to a specific worker.

To create a document using the Document Builder:

Click the 'Open' button to import an existing MS Word document - your Word document should not include comments or any tracking/review markup. If you do not want to start with an existing document, you can skip this step.
Add the required content to your document - items you can add and edit include:

Text, Formatting, Paragraphs - adjust these where needed using the available formatting tools.

System Merge Fields - place your cursor into position, or highlight a current piece of text or merge area, and then search for available merge fields that can be added by clicking on groups of fields. Select the required merge fields to embed them in place in your document.

Manage Onboarding Question Merge Fields

Depending on the document type selected, you may see additional questions and merge items specific to Onboarding available in this section. These, where appropriate, can also be incorporated into the document where needed. These fields will be auto-populated with data entered by HR or a Manager during the 'Onboarding Details' step of the onboarding process.

You can see the details of these questions, and by clicking 'Show merge field questions':

From here you can:

Hide Onboarding Questions - that are not relevant to that document build, or the onboarding data grab that drives the merge fields within it.

Note: It is highly recommended to hide as many as possible so that workers are not presented with irrelevant questions.

Add Custom Questions - where needed, add new custom questions are needed for a merge field build.

Note: All of these questions are presented during the Onboarding - Details phase of the onboard build and NOT an employee facing question in any way.

Step Title - is the main name used during the steps within the Onboarding - Details phase of the onboard build:
- Note: You can have a step title which acts as the name of a 'group of questions' if they are interrelated or similar enough to have a generic 'step instruction' etc. See below for more information here.
Step Instructions - Provide guidance material which will show to the user when completing this step.
Question Text & Instructions - Further fields/detail presented to the user to guide them on the appropriate input task.
Merge Field Name - enter a name without spaces, and one which is unique and not the same as other system fields.
Condition (Advanced) - TBC
Type:
- Input - Free text field
- Date - will show calendar/date picker to the user for consistent date format use. (note that Company Details has options on date formats within the system)
- Drop Down - An ability to build a pre-set list of options of which the user must select, good for consistency and reporting.
- Multi Line- similar to input-free text field, but allows for multi line and sentence input data.
- Checkbox - an ability to present this question to the user to check/uncheck and merge into the document.
Add an Item - an ability to add multiple questions under the same 'Step Title' as described above (and repeated in its build)

Be sure to then add your expected merge field into the document as well (where required).

Preview, Save and Test your contract build - As contracts serve as a highly important and risky (if incorrect) component of the onboarding experience. It is highly recommended that you preview and test your contract a few times before actively using it in a live on-board.

Preview contract - by heading to the 'preview' button within the contract builder, note this will pre-fill a lot of the 'system merge fields' that you may have merged in, but not the custom (and some system) ones. This preview is a great way to have a quick glance at basic merge items that may be incorrect and formatting that needs correcting. For a more thorough test, we recommend the test onboard:

Attached your test contract to a Position - See Customise Position - Select Contract Template for more information here.
Test onboard
- follow the Create Onboarding - Positions, and Onboarding - Details process to check that all of your question steps present as expected.
- Review the contract, as seen in the Onboarding - Review, Sign & Release to worker section, and specifically check the contract merge fields etc.
- There is no real need to push this test all the way through to the worker experience step as the merge items don't require worker input, normally just the signature field only which is seen in the preview section above. See Xemplo - Tips & Tricks - Document Builder for more.

Xemplo Tips & Tricks - Document Builder

All users will have their own preferences when building out their documents, whether it be for 1 contract, or 15, here are some tips and tricks you may find useful:

Download your initial document build for duplicate/multiple builds - Where you may have multiple contracts or documents that need building out, but generally have the same merge fields needing to be embedded etc, you can download the one you have already fine-tuned into Word, copy any relevant merge fields or sections into that version, and then use that as the upload template. Saving you having to build out each merge item again on repeat. (Follow the Upload/Edit your own contract process however)

Use Chrome's 'incognito' and multi-screens when testing your contract or document build. - When following the Preview, Save and Test your contract build process, you can view the 'document builder within 'incognito' (using required admin login where needed) whilst at the same time using your 'Approving Manager' login (using normal chrome browser) for the document approval/review step. This works very well when you have two screens to put side by side and adjust where needed, saving you having to jump between screen/logins when updating the contract builder.

Note: Access 'incognito' by right clicking on your Chrome icon within bottom taskbar (on PC's)