The Power of Custom Documents

Onboarding and Workflows provides the ability for employers to add as many custom documents as they like for each new hire to review and optionally electronically sign. This capability provides tremendous power to customize the onboarding process for each new hire.  Custom documents typically include employee handbooks and legal agreements such as confidentiality and non-compete agreements.

Any Word or PDF document can be added to a new hire process as a custom document. Each document can optionally include merge tags which denote areas within which will be customized with information about the current new hire in process. 

For example, if you had a legal document and wanted the employee’s name to be placed in particular area, you would use a merge tag like *|EMPLOYEEFULLNAME|* and FLIGHT will automatically replace the merge tag with the employee’s full name.  Here’s sample text within a document that includes merge tags:

THIS AGREEMENT is effective as of the *|DAYOFMONTHWITHSUPERSCRIPT|*day of *|MONTHNAME|*, *|YEAR|*, between ACME Inc., a New Jersey limited liability company, having a principal place of business at 100 Main Street, Moorestown, New Jersey (the “Company”), and *|EMPLOYEEFULLNAMEUPPER|*, residing at *|EMPLOYEEFULLADDRESS|* (the “Employee”).

If John Doe from 12 Yellow Rd in Cherry Hill, NJ was going through his new hire process on September 1st, 2015, he’d see:

THIS AGREEMENT is effective as of the 1stday of September 2015 between ACME Inc, a New Jersey limited liability company, having a principal place of business at 100 Main Street, Moorestown, New Jersey (the “Company”), and JOHN DOE, residing at 12 YELLOW RD, CHERRY HILL, NJ (the “Employee”).

A special merge tag to be aware of is the *|EMPLOYEESIGNATURE|* tag. If found inside of a custom document, Onboarding will require the employee to electronically sign the document and place their signature directly where the merge tag is found.

Merge tags therefore allow you to reuse a document for multiple new hires since it will always be customized with the new hire’s information. For the full list of merge tags, ONBOARDING-MergeTags.xlsx.

Steps to Add a Custom Document

Follow the steps below to add a custom document within the “Documents” step when adding a new hire.
  1. Click the “Upload a new document from your computer” link in the Custom Documents area.  
  2. Choose the file from your computer by clicking on the “Choose File” button.
    The “Choose File” button will open up your file explorer to search your computer for the file you’d like to upload. Once the file from your computer is selected, enter in the name you’d like to display for the document.  You’ll note that the name is defaulted to the name of the document you’ve selected.  Optionally, you can provide a description of the document to provide the new hire a bit more information about what’s in the document or why you’d like them to review it.  Click the “Upload Document” to transmit the selected file into Onboarding.
  3. Onboarding performs an inspection on the file you’ve uploaded to determine information about the document such as number of pages, if it requires a signature and the number of merge tags found.  If merge tags have been added to the document, the review will show them. If you’re comfortable with the inspect results, click the “Add this Document” button to add it to your new hire library and to the current new hire’s paperwork.

Employee Review of a Custom Document

When the new hire is completing their new hire paperwork, they’ll be required to review any custom document you’ve added for them.  If any merge tags exist, they’ll be replaced with information about the new hire. The document will then be reviewed and electronically signed if your document contains the *|EMPLOYEESIGNATURE|* merge tag.

Attachments

ONBOARDING-MergeTags.xlsx ONBOARDING-MergeTags.xlsx

Did you find this article helpful?