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How do I use variables in the advanced template editor?

Available for the following plans: Employment Unlimited
Available for the following HR plans: Premium, Platinum
Available for the following user access levels: Admin

Overview

Variables allow you to add dynamic fields, such as an Employee Start Date, to your documents. When you issue a document, the platform automatically applies the data entered in the employee's digital file. This significantly reduces the need to manually enter individual details for every employee across all your documents.

In the Advanced Template Editor, Variables act as dynamic data placeholders that pull information from an employee’s file or your company settings. For example, by inserting a "Start Date" variable into an employment agreement, the platform automatically populates the specific date for each new hire, ensuring accuracy and saving time.

 

1. Creating and Adding Variables

Follow these steps to create and insert custom data placeholders for your organization.

How to Create a Custom Variable
  1. Navigate to the Compliance menu on the left-hand sidebar and select Template Library.
  2. Locate the template you wish to work on and click Actions Edit to open the Advanced Editor.
  3. Access the Variables Engine: In the editor toolbar, click the Tenge icon (₸).
  4. Initiate Addition: Click the plus (+) or Add button in the sidebar.
  5. Define Properties: Complete the following fields:
    • Name: Use a clear identifier (e.g., "Provincial Probation Period").
    • Type: Choose how data is input:
      • String: Plain text.
      • Select: A dropdown menu with pre-defined options.
      • Date: A calendar date picker.
    • Initial Value: The text that displays if no data is available.
    • Auto-populate: Link this to a platform field (e.g., Employee Start Date).
  6. Click Save.
How to Insert a Variable into Your Template
  1. With your document open in the Advanced Editor, click the Tenge icon (₸) in the toolbar.
  2. Find your custom variable or a default variable in the list.
  3. Position your cursor in the text where the data should appear.
  4. Click the Use button next to the variable name to insert it.

2. Maintaining Variables

Edit an existing variable
  1. Open your document via Compliance Template Library.
  2. Click the Tenge icon (₸) in the toolbar.
  3. Locate the variable and click the ellipsis icon (three dots) next to it.
  4. Select Edit (pencil icon).
  5. Update the settings and click Save.

3. Key Concepts for Admins

  • Default vs. Custom: The platform provides standard variables for fields like Social Insurance Numbers (SIN). Custom variables allow you to capture unique data points specific to your business.
  • Colour Coding: While issuing a document, variables appear Pink if they require manual entry and turn Purple once auto-populated or confirmed.
  • Template Specificity: Custom variables are only available within the specific template where they were created.

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