Create templates and functionality

Creating Templates in the Agreement Module

Go to Templates in the left-hand menu.

You have several options for creating templates:

• We have pre-set templates that you can use. You will find these under Import template at the top right.
• Find the template you want, and click Import. We have pre-defined agreement details, system fields, and custom fields. You will need to review and edit these yourself. Guidance on how to do this is found in point 3.
• You can create new templates by clicking the "+" icon. This will open a blank template where you will need to manually add the content. You must add agreement details in the template you create. Guidance on this is in point 2.
• If you have text from a document you typically use, you can copy the text and paste it into the template. Remember to right-click where you want to paste and select Paste as plain text to remove any formatting.

You can copy an existing template. Please note that the name must be unique. By copying an existing template, you retain all the formatting, allowing you to start modifying the template and reuse text, custom fields, and system fields.

Once done, you can begin editing the template by adding system fields and custom fields. See point 3.

Editing Agreement Template Details

When creating a new template, you will need to enter template details. These can also be adjusted later.

• Name: The agreement must have a unique name.
• Type: Choose whether it's an employment agreement or an additional agreement.
• Language: Specifies the date format in the agreement.
• Units: Choose which units the agreement applies to. You can select whether it applies to the entire company or specific legal entities or departments. Note that if new departments are added to the organizational structure, you will need to activate them so they can use this template.
  

Salary Details are used in combination with Simployer's compensation module.

System Fields and Custom Fields

When creating agreement templates, you can include both system-defined and custom data fields.

• System-defined fields (pink): These are fields that pull information registered on the user in the Simployer portal. This information, based on the data you have entered for the individual, will automatically populate the fields when preparing the agreement.

• Custom data fields (yellow): These are fields you create yourself, specifying what content should be in these fields.

The fields are moved into the template with "drag and drop" to the desired location.

3.1 System Fields

System fields are information available from the system.

System fields are added to the template by dragging the red box into the editing field.

There are five categories of system fields:

• Person: Information about the new employee, which can be merged into the agreement (e.g., first name, last name, address, birthdate, etc.).
• Department: Information about the department that can be merged into the agreement.
• Company: Information about the company where the employee is employed, which can be merged into the agreement (e.g., company name and organization number).
• Employment: Employment and position information that can be merged into the agreement. It is a prerequisite that employment and position are registered for the employee to create an agreement.
• Salary: For those with the compensation module, it will be possible to use system fields related to salary.

Note: For the information from the system fields to be merged into the agreement, it must be registered on the person, department, and company.

3.2 Custom Fields

Custom fields are customer-specific. These are pieces of information you want to add to the agreement, but the system does not have a predefined relationship with. Examples include probation terms, termination notice period, salary, allowances, overtime terms, etc.

Custom fields are added to the template by dragging the yellow box into the agreement where you want it.

Creating Custom Fields

Click the plus sign under Custom data fields.

Field Details

Enter details for the new data field.

• Name for the custom field: Give the field a short name for internal reference when working with templates.
• Input title: Enter the text that will appear for the person creating the agreement. This should be as intuitive as possible so they understand what needs to be filled out or selected.
• Field type: You can choose between:
  • Text box: Creates a free-text field to be filled out when creating an agreement.
  • Text area: Creates a larger free-text field.
  • Dropdown: Provides a dropdown menu. A fourth tab called "Options" will appear when dropdown is selected. Here, you can enter the different options.
  • Date input: Provides a calendar to fill in a date.
  • Checkbox: Allows checking options. The different choices must be entered in the "Options" tab.
  • List: Creates radio buttons. The different points must be entered under the "Options" tab.
  • Resource selector: Allows selecting a resource from the resource bank. This is a variant of the dropdown but designed to handle larger texts. Under dropdown, there is a limitation of 500 characters. Resources can be reused in multiple templates.

Validation

If this field should be mandatory for the agreement creator to fill in, check this under validation.

Help text

If you want to provide helper text for the agreement creator, you can enter it here.

Options

If using dropdown, checkbox, list, or resource selector, you must enter the available options.

This tab will not appear when using text box, text area, or date input.

Organizing the Order of Custom Fields

New fields will be placed at the bottom as they are created. To change the order of questions, click Organize, grab the icon on the left, and drag it up or down. If you want to sort questions into groups, you can add a header.