Leapsome lets you generate documents for individual employees or in bulk, using templates you've set up in advance. Documents generated this way are added directly to the employee's profile in the 'Documents' tab.
Before generating documents, you'll need at least one document template set up. Templates can be created by uploading a .docx file or building one directly in Leapsome's in-app editor - and uploaded templates can also be edited in-app at any time. See Document templates for full details.
To generate a document, navigate 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 the three-dot menu > 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:
- Document name
- The template that was used
- 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 this 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 - or void and immediately recreate a new version in a single flow. 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.