How do I create and manage document templates in Simployer One?

What are document templates in Simployer One?

Document templates in Simployer One are reusable documents for e-signing. Instead of creating the same document every time, you prepare a template once and apply it in many signing processes.

You can create your own templates from scratch, or duplicate one of Simployer’s ready-made templates and customize it. Only Owners and Admins can create and manage document templates. Managers with the E-signing / Signing process permission can use existing templates but can’t create or edit them.

Where do I find document templates in Simployer One?

To find document templates in Simployer One, select Documents → Document templates. The page has two tabs:

• My templates: Your organization’s own templates. You can create, edit, delete and use them in signing processes.
• Simployer templates: Ready-made templates from Simployer. You can’t edit them directly, but you can duplicate them to create your own editable copy.

How do I create a document template in Simployer One?

1. Select Documents → Document templates.
2. Click + New template.
3. Enter a clear template name.
4. Add the document content in the editor. You can use headings, bold, italic, lists, alignment and images.
5. Insert variables where employee information should be filled in automatically.
6. Optional: preview the template with an employee’s information.
7. Click Save.

The template is now available when you create new signing processes.

Tip

Use descriptive template names, such as Employment Contract, Offer Letter, Probation Extension, Remote Work Agreement, Code of Conduct, IT Security Policy or Data Protection Policy. Clear names make it easier to pick the right template when creating a signing process.

What are document variables in Simployer One?

Document variables are placeholders in a Simployer One document template, such as {{firstName}}. When the template is used in a signing process, each variable is replaced with information from the target employee’s profile.

Variables make documents consistent, accurate and faster to prepare. The available variables depend on the employee information stored in Simployer One. They are grouped into Personal, Work, Employment, Compensation, Bank account and Custom fields.

In the editor, variables appear as placeholders. When you preview the document, Simployer One shows the target employee’s information instead.

How do I insert a variable in a document template in Simployer One?

1. Open the template in the editor.
2. Place the cursor where the value should appear.
3. Click Insert variables.
4. Choose a variable, for example {{firstName}}.

How do I preview a document template in Simployer One?

Preview a Simployer One document template to check that variables are in the right place, the formatting is correct and the content looks as expected.

1. Open the template in the editor.
2. Under Preview with employee, open the Select employee list.
3. Choose an employee.
4. Click Preview. The preview opens in a separate window.

The preview replaces the variables with the selected employee’s information.

How do I edit a document template in Simployer One?

1. Select Documents → Document templates.
2. Click Edit next to the template you want to change.
3. Make your changes.
4. Click Save.

Important

Editing a document template only affects future signing processes. Signing processes that were already created or sent keep the version of the template that was applied when they were created.

How do I delete a document template in Simployer One?

1. Select Documents → Document templates.
2. Click the actions menu (...) next to the template and select Delete this template. You can also click Delete this template in the panel on the right side of the template editor.
3. Confirm with Yes, delete this template.

How do I use a Simployer template in Simployer One?

Simployer templates can’t be edited directly. Duplicate a Simployer template to create your own editable copy.

1. Select Documents → Document templates.
2. Open the Simployer templates tab.
3. Find the template you want to use.
4. Click Duplicate. A copy named “Copy of [template name]” is created in My templates and opens in the editor.
5. Replace the name with a new template name.
6. Change the content and variables as needed.
7. Click Save.

The copy is saved under My templates and can be used in your signing processes. The original Simployer template stays unchanged.

Note

Clicking Cancel in the editor doesn’t remove the copy. If you don’t want it, delete it from My templates.