Once you create a document template as described here, you can use it to create employee documents which are then added to their profiles in the 'Documents' tab. You can create a new document by navigating to 'Settings' > 'Documents' > 'Templates and bulk-creation' > 'Actions' > 'Create documents for users'.
In the document creation page, choose which template you'd like to use from the 'Template' drop-down field'. Then, add the name of this document in the 'Document name' field. The name will be visible to relevant employees. You can choose to add dynamic variables to the document name, to ensure that documents created in bulk can be easily identified when downloading later.
Further, under 'Assign to' - choose employees, for which this document is being created.
Variables & generating a document
When you start assigning employees to the document, you'll see a preview of all variables relevant to the assignee in the 'Variables' section below. Check out the section 'Variables & custom text blocks for bulk- creation for a full list of system variables. You will find the variables in the correct format necessary for template creation. For example, the variable {{document-creation-date}}when added to a template, it will automatically fill in “today’s” date at the time the document is being assigned to a user, or {{start-date}} to depict the dynamic value(s) of the assigned user. Don't forget to click 'Generate Documents' when you're ready. Document processing may take a few minutes. The assignee(s) will be notified upon completion.
You can also create a document for an employee directly from their profile. To do that, navigate to an employee's profile and click on 'Actions' > 'Create document'. Alternatively, when you're in the 'Employees' list and hover over an employee, there's also an option to create a document.
Generated documents in Admin settings
The generated documents will be visible on the 'Settings' > 'Documents' > 'Generated documents' page. There, you can oversee all documents and their specific details, such as:
- The template that was used
- Document name
- The number of assignees
- Signatories (if applicable)
- Document's creation status
- The name of the person who created the document
- The date of creation
You will also have a total overview of the following information at the top of the page:
- Total documents
- Documents created with signatures pending
- Total signatures pending
- Total signatures completed
Within this view, admins can preview the document, especially before it gets saved or sent to the user, to ensure that the document reflects the intended information. They can do by clicking the eye icon next to the document name. If it does not reflect the correct information or changes need to be made, the admin can also void it from this view. Please check out the article "Voiding documents in the signature process" for more information on voiding documents that require signatures.
Generated documents in Employee profiles
When an employee is assigned a document, it'll be visible in their profiles (Your Profile > 'Documents'). They can view and download these documents from this page if they have access to the created document.
Connecting your documents to Leapy
When you upload public documents to Leapsome (in 'Settings' > 'Documents' > 'Public documents'), you can connect them as company knowledge bases, e.g., internal wikis, handbooks, policies, to Leapsome's AI Copilot - Leapy.
To make the connection for existing documents, in the 'Public documents' page, click on the three vertical dots > 'Edit' and in the modal - toggle the setting 'By enabling this setting, you agree that the document can be accessed via AI Copilot (Leapy), utilizing our subprocessor turbopuffer Inc., as further laid down here'.
Once enabled, Leapy AI can read this document and give employees answers based on the information in the file.
Please note: Leapy will take into consideration the visibility of the document. If the document can only be viewed by, for example, a specific team - Leapy will tailor the answer based on which user is asking a question and will provide information based on a document's visibility.