Creating and Managing Document Templates

Standardized documents such as Offer Letters, Relieving Letters, and Contract Letters are essential in any organization and play a pivotal role in HR operations. These documents are frequently required, and it is crucial to ensure that their formats are readily available for quick and convenient use. This is where Keka's Document Templates tab comes in. We have streamlined the process of creating, customizing, and saving templates, making it easy to access these essential documents with just a few clicks and minor modifications.

Let's see the process of creating and managing these document templates.

How to access the Document Templates tab?

Click on Org (1) from the left navigation pane. Now click on Documents (2), under which you can find the Document Templates tab (3).

Creating a Template

In the Document Templates tab, when you click on Create Template, you can find two options: 

1) Letter Generation Template 

2) Upload Request Template

Letter Generation Template

Keka provides a versatile template for documents sent to employees. From the moment they join the organization to their final working day, employees receive various standardized letters and communications. With Keka, you can easily create and maintain standardized templates for these letters, ensuring seamless and consistent communication throughout an employee's tenure.

To create a Letter Generation template, click on Create Template(1) and then select Letter Generation Template(2).

You will now be directed to the New Letter Template Screen. Here, the first tab is Letter Properties. In this section, you simply need to provide the Name and Description for the letter template. Once done, click Continue to proceed to the next tab.

In the Compose tab, you can create a template for your letters. This template will have the same content for all letters, but specific details such as names, dates, designations, and signatures will be different for each letter. You can add placeholders for these changing details. When you need to generate a letter, just fill in the specific information for these placeholders, and the system will create a customized letter for you. This is the Web Editor where you can create a template for your letters using placeholders.

If there is an existing template for your organization you can simply upload it using MS Word instead of writing it from scratch.

You can copy and paste the placeholder in your Word doc, just search for the placeholder based on its category and click on copy.

In the final tab, Finalize, you can preview the template you have created. Here, you also have the option to manage viewing and downloading permissions, which can be assigned based on designations. Once everything is set, select a folder to save the template and click Finish to save your template. 

Upload Request Template

Keka's feature streamlines the creation of document request templates. It's perfect when you need specific details, like an ID number or expiry date, on documents such as driver's licenses voter IDs, etc. This feature simplifies the process of requesting documents, ensuring clarity and precision in the information you collect from employees.

To create a template for upload requests, click on Create Template and select the option of Upload request template.

Now, you will redirected to the File Upload Request screen, where you need to provide the Name of the Document/Letter and its description and Select a Folder to Save the file when it is uploaded by the employees. Once you provide the necessary details, click on Continue to move to the next tab.

The last tab is Finalize, where you can manage View and Edit permissions based on the designations. Additionally, you can also add customized fields in this tab. After making the necessary changes click on Finish to create a template.

Employees can find this template of request in Documents tab in their Profile, and when they click on Add Details.

With Keka's Document Templates feature, you can confidently bid farewell to the tedious process of starting from scratch every time and welcome a more efficient and productive HR experience.

Click here to learn about Generating Letters & Requesting Documents using the Existing Templates: Generating Letters and Requesting Documents Using Templates