Uploading Contract Templates

Learn how to upload, edit, and manage contract templates in your system. This guide will help you configure templates for efficient contract placements, save final contracts as PDFs, and insert merge fields.

Contents

• Overview
• Uploading Contract Templates
• Save Final Contract as a PDF
• Adding and Editing Merge Fields

Overview

Contract templates allow you to streamline your contract placement process by using standardised documents for candidates and employers. You can quickly upload templates, configure settings for file format, and make use of merge fields to personalise each contract.

Uploading Contract Templates

To upload a contract template:

1. Navigate to the Settings > System Configuration > Document Library and scroll down to the Contract section in your system.
2. Toggle the red switch to enable one or both contract types:
   • Candidate Contract
   • Employer Contract
3. Click the Upload button and choose the contract file(s) from your device.
4. You can upload multiple documents for each contract type.

Once uploaded, templates will be available to select whenever a user makes a new contract placement.

Save Final Contract as a PDF

Super users can determine if each type of final version contract is saved as a PDF.

• Enabled (Recommended):
  • The final contract version will be saved as a non-editable PDF.
  • This allows you to edit your templates in Word format and keep final documents secure.
• Disabled:
  • The final document will be sent and saved in its original format (.doc or .docx), allowing for further edits after sending.

To change this setting, go to the contract template settings and toggle the Save Final Contract as PDF option as needed.

Adding and Editing Merge Fields

Merge fields allow you to personalise templates by dynamically inserting candidate, employer, or placement-specific information.

To add or edit merge fields:

1. Click on a document to open it in Preview Mode.
2. Select Edit to open the document in Edit Mode.
3. Use the toolbar at the top to:
   • Rename, download, or print the document.
   • Make direct edits to the content.

Inserting Merge Fields:

• Place your cursor where you want the field to appear.
• Go to Insert > Insert Merge Field.
• In the popup window, search for the appropriate property (e.g. Candidate Name, Start Date).
• Click Add to insert it into the document.

Deleting Merge Fields:

• Click on the merge field in the document.
• Use the Delete Merge Field button in the toolbar.

Once you have uploaded and configured all your templates, they will be available for use during the contract placement process. You can also enable Document to allow electronic signatures from candidates and employers, including options for countersignatures. Learn more here.