Managing HR documentation can be a daunting task, especially for organizations dealing with a diverse workforce and varying compliance requirements. To address this, we developed a comprehensive customization that simplifies the generation of HR forms and letters. From employment contracts and salary certificates to government-related forms like visa applications and residence affairs documents, this solution ensures efficiency and precision. With features such as multi-language support, bulk document generation, and customizable templates, HR teams can effortlessly meet their documentation needs while maintaining flexibility for future updates.

Comprehensive Customization for Effortless HR Document Generation

To meet a client’s specific requirements, we developed a robust customization for generating personalized HR forms and letters, including employment contracts, salary certificates, job offer letters, and government-related forms like visa applications, medical applications, and MOI residence affairs documents. This solution enables HR teams to upload and manage multiple Word templates in various languages, generate documents for individual employees or groups, and input values seamlessly into request forms. The system automatically populates these documents with accurate data from employee records or relevant forms, ensuring efficiency and accuracy in HR operations.

Business Scenarios Highlighting the Solution’s Impact

1. Mass Hiring Simplified

When a company hires a group of employees for a specific project, the HR team often faces the daunting task of generating employment contracts for each hire. With this customization, the team can generate contracts in the employees’ native languages—such as Arabic, English, Hindi, or Malayalam—with just one click, ensuring a seamless and personalized experience for all.

2.Language-Specific Document Generation

The system enables HR teams to select a preferred language or automatically generate documents based on an employee’s native language. This feature ensures compliance with local requirements and improves communication during onboarding.

3.Streamlined Document Creation

For individual hires, the HR manager simply selects the required document type and fills out a request form with details like the employee’s name, position, salary, and start date. These inputs are automatically mapped to the corresponding fields in the document template, saving time and reducing manual errors.

4.Unlimited Template Management

Recognizing the dynamic nature of HR needs, the solution allows users to maintain an unlimited number of document types. This flexibility ensures that new templates can be easily added to accommodate specific project or contractual requirements.

5.Multi-Language Template Flexibility

The system supports the addition of document templates in new languages, catering to employees from different nationalities. For example, if a new hire requires a contract in their local language, the HR team can seamlessly upload the corresponding template and generate the document.

6.Predefined and Customizable Delivery Notes

The customization includes a feature for generating delivery notes with predefined templates and displaying employee details in a tabular format. Users also have the flexibility to modify these templates as requirements evolve.

7.Workflow-Driven Approval

Document generation is integrated with the workflow approval process, ensuring that all documents are reviewed and authorized before distribution.

8.Future-Ready and Adaptable

To address the evolving needs of the organization, the system is designed to support updates and modifications to templates. Users can easily replace, update, or add new templates, ensuring the solution remains relevant and effective over time.

Prerequisite setups

To ensure the seamless functionality of the document generation system, the following prerequisites must be in place:

• Document Templates: Prepare and upload the templates for all documents expected to be generated by the system.
• Field Details: Define all the fields required to be merged into the Word documents, ensuring accurate data population in the generated HR forms.
• Field Mapping: Map the defined fields to their corresponding placeholders in the Word document templates and upload them into the D365 system.

Transaction flow

The below mentioned is the process flow for document generation:

A Future-Ready Solution for HR Documentation

Our HR forms download customization offers a robust and efficient solution for generating personalized employee documents. By combining document template management, seamless requests, automated generation, bulk download capabilities, and user-friendly options to maintain different document templates with different languages, we have developed a solution that meets the diverse needs of our clients while enhancing operational efficiency and accuracy in document management. This customization not only addresses current challenges but also gives the power to users to modify the documents on their own in future and adaptation in document generation processes.

Author
Meghanadh Guddanti
Project Lead – HR & Payroll