Generating PDF documents
You can generate and send ChartHop documents in PDF format to employees.
You can generate single documents or decide to create multiple at once.
Depending on how you want to distribute the PDFs you are generating, you can choose from several options:
- Save the file to the employee's profile page. You can also include an emailed copy to the employee and their manager when using this option if you like.
- Email the respective manager a set of all their direct reports' PDFs.
- Download the PDFs for your records.
When you generate a document, you can decide the date you want to use on the letter and which employees you want to generate documents for.
Previewing how your PDFs will look before sending them out allows you to verify that you are sending what you expect.
You can preview a document for a particular employee. You can preview as many employees as you'd like, one at a time, before choosing to generate your PDF documents.
To preview a final version of a document:
- From the Settings menu in the left sidebar, select Templates.
- Select the template you wish to generate from the template list.
- Select the Generate PDFs at the top right of the page.
- In the Generate PDF documents page, select a Scenario to view. This option defaults to your primary org, which includes current employees.
- Set the Date you want to use for the document.
- Select Preview... from the left action menu for any employee.
By default, you can generate a document and have it download to your personal computer. When you generate a document you can decide what effective date you want to use as well as filter on which employees you want to generate documents for.
To generate a PDF document:
- In the Settings option in the left sidebar, select Templates.
- Select the template you wish to generate from the template list.
- Select the Generate PDFs at the top right of the page.
- In the Generate PDF documents page, select a Scenario to view. This option defaults to your primary org, which includes current employees.
- Set the Date you want to use for the document.
- Create a filter that defines the list of employees you want to generate documents for. You can either use the Filter dialog or type a query in the box provided.
- Verify that the number of documents to be generated is correct. This number is above the toolbar after you complete your filter. If no filter is used, a document will be generated for every employee.
- Select Generate Documents.
- Select Download Documents when the generation task completes.
You can make your PDFs available on the respective employee's profile as well as send them directly to employee in your organization. Documents are made available through the Files tab on the profile page. If you choose to also send them directly, they are sent using the employee's work email.
In order to attach files to Employee profiles, the files are associated with a field with the File data type. ChartHop provides three built-in fields to use. Each of these are named Miscellaneous and have different field data sensitivity levels. You can also create your own custom field to hold files. Learn more.
The built-in fields are the following:
- Miscellaneous (Highly sensitive): The document may only be viewed by a manager level role and above.
- Miscellaneous (Manager-only): The document may only be viewed by a manager.
- Miscellaneous (Manager-shared): The document may be viewed by both an employee and their manager.
To save a document to a person's profile:
- In the Settings option in the left sidebar, select Templates.
- Select the template you wish to generate from the template list.
- Select the Generate PDFs at the top right of the page.
- In the Generate PDF documents page, select a Scenario to view. This option defaults to your primary org, which includes current employees.
- Set the Date you want to use for the document.
- Create a filter that defines the list of employees you want to generate documents for. You can either use the Filter dialog or type a query in the box provided.
- Verify that the number of documents to be generated is correct. This number is above the toolbar after you complete your filter. If no filter is used, a document will be generated for every employee.
- Enable the Save document to each person's profile option.
- In the Save file as drop down, select a sensitivity level to determine who can see the attached file.
- Miscellaneous (Highly sensitive): The document may only be viewed by a manager level role and above.
- Miscellaneous (Manager-only): The document may only be viewed by a manager.
- Miscellaneous (Manager-shared): The document may be viewed by both an employee and their manager.
- Email each person a link to download their own: When enabled, will email both the employee and the employee's manager individual documents.
- Custom field(s): Choose from any listed custom field and the file will inherit the settings of whichever sensitivity level was assigned to the particular field.
- Optionally, enable Email each person a link to download their own. When enabled, will email both the employee and the employee's manager individual documents.
- Select Generate and Send Documents.
If you prefer that your PDFs are distributed by the employee's manager or that the manager receive the files separately, you can email the generated PDFs directly to the respective employees' manager.
To send employee reports to direct managers:
- In the Settings option in the left sidebar, select Templates.
- Select the template you wish to generate from the template list.
- Select the Generate PDFs at the top right of the page.
- In the Generate PDF documents page, select a Scenario to view. This option defaults to your primary org, which includes current employees.
- Set the Date you want to use for the document.
- Create a filter that defines the list of employees you want to generate documents for. You can either use the Filter dialog or type a query in the box provided.
- Verify that the number of documents to be generated is correct. This number is above the toolbar after you complete your filter. If no filter is used, a document will be generated for every employee.
- Enable the Email managers a zipfile of their directs' documents option.
- Select Generate and Send Documents.
