In this article you'll learn how to create Smart Docs templates by uploading .docx files with placeholders and assigning them to employees. Smart Docs templates allow you to populate documents with employee information from Kenjo, streamlining document generation and distribution. This article is for HR administrators who need to set up reusable document templates for their organization.
Create the content of your template on a .docx file
Add all the placeholders in the document that you need. These placeholders can be named however you want, the only important thing is that they are created between curly brackets.
For example, you can name your placeholder for last name either:
{Field1}
{Lastname}
Import the .docx file in Smart Docs > Templates > (+) UPLOAD DOCUMENT.
Once your document is uploaded, click on the file and, in the right-hand menu, match all placeholders with its corresponding fields from Kenjo. For example, {Last Name} with "Last name".
Click on SAVE. Your new templates will have a new menu on the right side of the screen with all placeholders with their corresponding field information in Kenjo:
Assign templates to employees
Once all placeholders match their corresponding field in the file, you can assign the document to your employees. To do so, follow the next steps:
Click on the template you want to assign
Click on CREATE DOCUMENT
In the search bar, type down the employee's name
Select if you want the document to be visible to the employee by clicking on the tick box
Check that all placeholders are matched with the right information from the employee's profile. In case this information is missing in the employee's profile, you can add it manually. In the example below, the employee Amanda has not added her address but you can manually type it down when creating the document.
Finally, click on CREATE DOCUMENT
Now the document should appear in the employee's personal documents with the information populated. For example:
Note:
To add more placeholders to an old template, you will have to download the document, add the placeholder and upload it again in Smart Docs > Templates.
only “.docx” can be uploaded as templates.