What is the Documents Module?
The Documents module is a single place where you can create, send, sign, and store all HR and operational documents. Instead of using multiple separate tools, the entire document lifecycle — from template to signed document — happens within one system.
Key Concepts
Concept | Description |
Templates | Uploaded .docx files with variables (e.g., |
Variables (Automatic Fields) | Placeholders in a template that are filled with employee, organization, or document data when generating a document. |
Generated Documents | Final PDF documents created from a template with all variables filled in. |
E-Signature | Qualified electronic signature via Dokobit integration — sign documents without printing them. |
Note: The e-signing feature is a paid service. For pricing information, contact your account manager or review the price list.
How Does the Workflow Work?
The Documents module workflow consists of seven steps:
Upload a .docx template — use drag and drop or select a file.
Configure variables and settings — specify field types, auto-fill sources, and document numbering rules.
Activate the template — only active templates appear in the document generation list.
Generate a document — select an employee, fill in the fields, preview the PDF.
Review and save — verify that all variables have been replaced correctly.
Send for e-signing (optional) — add signers, specify the signing purpose, and start the session.
Download the signed document — once all signers have signed, download the PDF with cryptographic signatures.
Who Can Use the Documents Module?
Access depends on the permissions assigned to you:
Template permissions — allow you to view, create, edit, or delete templates and generate documents.
Signing permissions — allow you to send documents for e-signing and manage signing sessions.
Note: The minimum permission to see the Documents module is documents:templates:read. To send documents for signing, the documents:signing permission is required.
Where to Find the Documents Module?
In the sidebar navigation, select Documents. The module has two sections:
Templates — manage all document templates (upload, edit, configure).
Documents — view all generated documents, their statuses, and signing progress.
Related Articles
Detailed instructions for each part of the Documents module:
Documents: FAQ & Troubleshooting — answers to frequently asked questions and troubleshooting tips.
Managing Document Templates — how to upload, activate, archive, and edit templates.
Template Variables & Automatic Fields — variable types, configuration, and auto-fill sources.
Template Settings & Configuration — naming patterns, numbering, default settings.
Generating Documents from Templates — step-by-step instructions for generating a document.
Managing Generated Documents — viewing, filtering, downloading, and activity history.
E-Signing Documents — Dokobit integration, adding signers, and managing sessions.