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Using variables in the advanced template editor | HR Web Platform

Updated

Overview

Variables allow you to add, for example, an Employee Start Date field to your document. Then, when you go to issue said document, the platform will apply the start date you entered on the employees file. So this is a great way to reduce your need for having to individually apply the start date for an employee on all your documents. Simply add the variable and the HR platform will take the heavy lifting out of this process for you.

You can use the Advanced Editor feature to create a customised list of variables that you can then add to your organisations HR documents. You can also use this feature to edit a variable if the information needs updating. To read details on how to access the Template Management feature, refer to this article.

Availability

HR Plan: Premium Platinum
User Access: Employee       Manager       Admin      

  We base the default access level on a per user basis and whether they have  view,  edit and  delete access and excluding any changes made via our Custom Security feature.

Getting started

The below premises will walk you through how to create a variable and add it to your document.

Create a variable
  1. Open the required advanced editor document.
  2. Click the   button.
  3. Click the   Add button.
    Variable_1.jpg
  4. Complete the following variable creation fields:
    • Name.
    • Type.
      • String.
      • Select.
      • Date.
    • Initial value.
    • Auto-populate .
  5. Click the Save button. 
    Variable_2.jpg
Add a variable to your template
  1. Open the required advanced editor document.
  2. Click the   button.
  3. Click the Use button.
    Variable_3.jpg

Maintain

The below premise will walk you through how to edit a variable.

Edit a variable
  1. Open the required advanced editor document.
  2. Click the   button.
  3. Click the   button.
  4. Click the   Edit button.
    Variable_4.jpg
  5. Make the required changes and click the Save button.
    Variable_5.jpg

Further information

Default variables vs. Create your own variables

Employment Hero created a list of commonly used variables which automatically pull data from your employee/company info to populate your template. While the create your own option allows you to create a set of customised variables, you can use to suit your specific needs.  

Explanation of variable properties

Variable properties:

  • Name: Name of variable.
  • Type:
    • String: Variable presents as text.
    • Select: Variable presents as a selectable option from a dropdown.
    • Date: Variable presents as a date and date-picker.
  • Initial value:
    • Placeholder text for the variable field.
    • Note: When an initial value is entered, the variable becomes essentially mandatory. The variable will display in pink and prompt the issuer to complete it before issuing the document.
    • If auto-populated, this replaces any data of employee/company on hand.
    • If not auto-populated, this stays as placeholder text until edited.
    • If not edited, the final document will use placeholder text when issued to sender/recipient.
  • Auto-populate: Select which data field we have on hand to auto-populate this variable.
Do variables I make transfer between templates?

No, variables you create will only be available in that specific document template. They do not cross over into your other templates.

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