HR Automation

"How can I get my letter or doc sent?" 

HR Docs includes the feature of having the emailing of your letter or doc handled for you. 

This is useful when: 

• You're sending the same doc over and over, like each time a person joins your company. 
• It's also useful when you what to keep a history of every doc that's ever been sent to a person. 

One way to turn on having emailing handled for you is to set your doc as a "Reusable, no response required" doc. This lets you later re-send your doc to other people all you like. 

To set your letter or doc as "Reusable, no response required": 

1. First, open the bottom menu:  
2. Then click: Change doc type 
3. Then select: Reusable, no response required 
4. Then click: Save 
5. And finally, in the Docs ... org's menu, you'll see your new doc, all ready to be sent to other people all you like. 

To send a new doc to a person: 

1. First, click: Open 
2. Select the person from the list. 
3. Then click: Send this to... (at the bottom) 
4. And then click: Yes ... send this to... 
5. And finally, once it's sent, you'll see the "Doc sent!" confirmation. 

To learn more: 

• About how to see docs in the person's "Docs history", watch the video on: Docs history 

And that's it! That's everything you need to know about having a doc emailed for you! 

"How do I decide which people are allowed to send my letter or doc?" 

Whenever you make a new doc, by default, it can only be opened and sent by you. Sometimes you may want your doc to be opened and sent by others when you're off sick. To let other's open and send your doc, you'll need to change its "Show to" setting. 

To change your doc's "Show to" setting: 

1. First, click: Edit 
2. In the panel that slides out on the right, you'll see the "Show to" setting (at the bottom). 
3. By default, it's set to "Me only". This means you're the only person who can open and send your doc. For now, no one else has any way of even knowing it's there. 
4. Your options of who can open your doc includes "Me only", "Payroll admins", "All admins, managers, and supervisors", and: "Everyone" 
5. Select one of the options. 
6. Then click: Save 
7. Now, all the other payroll admins in your company can open and send your doc. 
8. And finally, once you go back to the Docs ... org's menu, you'll see that this doc now shows to everyone in your company. 

And that's it! That's everything you need to know about choosing which people are allowed to send your letter or doc! 

"How do I download my letter or doc as a PDF and print it?" 

... 

To download your letter or doc as a PDF: 

1. First, click: Download PDF 
2. You can also find Download PDF in the bottom menu:  
3. Once you click Download PDF, your doc starts generating, including putting your company letterhead on the right side. 
4. And finally, after a few seconds you'll see your downloaded PDF. 

To print your downloaded PDF: 

1. First, click the newly downloaded PDF to open it. 
2. And finally, click the "Print" button: (in the top-right corner) 

And that's it! That's everything you need to know about downloading a letter or doc as a PDF and printing it! 

"How do I format the contents of my letter or doc?" 

You can format the contents of your doc by using the buttons in the toolbar. 

To add headings: 

1. First, click the line you want to be a heading. 
2. Then click the heading button: H 
3. And finally, click the heading button more than once to make the heading smaller or bigger. 

To add lists: 

1. First, select the text you want to be a list. 
2. And finally, click the bullet button:  

To make text go bold: 

1. First, select the text you want to go bold. 
2. And finally, click the bold button: B 

To learn more about using markdown to style your docs: 

1. First, click the question mark button:  
2. And finally, this'll take you through a ten minute markdown tutorial. 

For advanced usage: 

• To add inserts into your doc, click the "Insert" button:  

To learn more: 

• About how inserts work, watch the video on: Using inserts 

And that's it! That's everything you need to know about formatting any contents of your letter or doc! 

"How do I make a new letter or doc?" 

Making a letter or doc, lets you download or print a nicely formatted PDF of whatever you type. 

To make a new doc: 

1. First, click:
   Menu > Docs ... all > New doc 
2. Once the panel slides out on the right, you can set the "Subject" and contents of your doc to whatever you like. 
3. And finally, as you make changes, you'll see a preview of your changes show instantly on the right. 

To download a doc as a PDF: 

1. First, click: Download PDF (at the bottom) 
2. The download takes a few seconds while it generates a PDF that includes your company's letterhead on the side of the first page. 
3. Once it's downloaded, click the PDF to see it. 
4. And finally, in the PDF, you'll see your org's logo (on the side). 

To learn more: 

• About how to change your logo, or other letterhead details, watch the video on: Creating a new org 

And that's it! That's all you need to do to make a new letter or doc! 

"What's the difference between a letter and a doc?" 

Letters and docs are different in the following ways. 

To understand some advantages of a letter: 

1. First, a letter adds the address, date, subject, and greeting to the top of the page. 
2. It also adds the senders signature to the bottom of the page. 
3. If you need something that looks like a letter you'd send in the post, click New letter when asked. 
4. And finally, when printed, the "To" address is perfectly positioned for windowed envelopes when posting in the mail. 

To understand some advantages of a doc: 

1. First, a doc doesn't add any extra formatting to the top or bottom of the page. Instead, it gives you a large blank area to work with. 
2. And finally, if you're writing a document, like a memo, proposal, or policy, click New doc when asked. 

Both the "New letter" and "New doc" options show your letterhead on the right side of the first page. 

And that's it! That's everything you need to know about differences between letters and docs!