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Configure custom image variables and upload graphics to document templates

Updated

Available for the following plans: All plans with access to the Document Editor framework
Available for the following User Access levels: Admin

The custom variable management feature allows you to insert image elements into your document templates. You can use this option to add essential details like a second company logo or contextually relevant images directly inside your document templates.

This article will show you how to manage the following:

Create a custom image variable

Create a new image variable

Create a custom image variable to prepare your document templates for image uploads during document issuance.

  1. Log in to Employment Hero.
  2. Navigate to Compliance > Template Library.
  3. Open the template you want to edit, or create a new template using the Advanced Editor.
  4. In the template editor toolbar, click Variables Manager.
  1. In the variables panel, click Add (the + button).
  2. Click the Type drop-down.
  3. Select Image.

Helpful Hint

When you select the Image type, the Default Value (Optional) and Auto Populate (Optional) fields will disappear from the modal.

  1. Enter a name in the Variable Name field.
  2. Click Create.

Helpful Hint

Your new image variable will appear in the sidebar variable list.

Insert an image variable into your document template

Add an image variable to your template

Insert an image variable into your document template to define where the uploaded image will appear in the final issued document.

  1. Log in to Employment Hero.
  2. Navigate to Compliance > Template Library and open your template in the editor.
  3. Place your cursor at the position in the document where you want the image variable to appear.
  4. In the variables panel (sidebar), find your custom image variable.
  5. Click + next to the image variable name.

Helpful Hint

A grey placeholder box will appear at your cursor position, displaying the variable name (e.g. [Variable Name]) in the centre. The placeholder is slightly larger than the Logo variable. Text will wrap around the image variable the same way it wraps around the Logo variable.

Upload an image during document issuance

Upload an image when issuing a document

When you issue a document that contains an image variable, you will be required to upload an image before the document can be issued.

  1. Log in to Employment Hero.
  2. Navigate to the employee's profile, or go to Compliance > Documents.
  3. Issue a document that contains an image variable.
  4. On the document issue screen (where variables are entered), click the upload area for the image variable.

Helpful Hint

Your operating system's native file browser will open automatically.

  1. Select an image file from your computer.

Important

Accepted file types are .JPG, .JPEG, .PNG, or .HEIC. The image must be at least 50 × 50 pixels and no larger than 200 × 200 pixels.

  1. Adjust the crop area in the cropping modal that appears.
  1. Confirm your selection to see a preview of the image in the document issue screen.

Helpful Hint

If the same image variable is used multiple times in the document, your uploaded image will automatically populate all instances of that variable.

Important

The image variable is a required field. You cannot proceed to the next step without uploading an image. If you try to continue without uploading, a pink alert message will appear preventing you from proceeding.

Upload a static image to a template

Upload a permanent image to your template

Upload a static image directly into your template so it appears permanently every time the document is issued. Use this for fixed elements like watermarks or banner graphics.

  1. Log in to Employment Hero.
  2. Navigate to Compliance > Template Library and open your template in the editor.
  3. Place your cursor where you want the image to appear.
  4. In the editor toolbar, click the image upload icon (the image-outlined icon, located to the right of the Unlink button).
  1. Select an image file from your computer using the native file browser.

Important

Accepted file types are .JPG, .JPEG, .PNG, or .HEIC. The image must be at least 50 × 50 pixels and no larger than 200 × 200 pixels.

  1. Confirm your selection. The image will be inserted into the template.
  1. Save changes to anchor your chosen asset inside your structural grid.

Helpful Hint

Once uploaded, you can copy and paste the image to other locations within the template using standard keyboard shortcuts (Ctrl+C / Ctrl+V or Cmd+C / Cmd+V). You cannot upload the same file twice, but copy and paste is allowed. You can upload unlimited images through this function. This image will appear every time the document is issued.

Resize or delete template images

Resize or remove images in your template

Resize or delete images in your document template to adjust your layout as needed.

  1. Log in to Employment Hero.
  2. Navigate to Compliance > Template Library and open your template in the editor.
  3. Click on an image in the template to select it. A highlighted border will appear around the image.
  4. Click and drag the resize handles on the corners or edges of the image to adjust its size.

Helpful Hint

The maximum width is limited to the width of the document page within the margins. The maximum height starts at 400 pixels. These limits override the initial upload size constraints. Rotation is not supported.

  1. To delete an image, select it and press the Delete key on your keyboard.

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