Creating document template
You may create and manage your own document templates in Pay Suite. This feature enhances the process of generating personalized PDF documents using configurable Word templates. This enables Compensation Administrators to streamline document production at scale while maintaining accuracy and consistency.
This is a tip message.
Document templates are available under Workbench > Pay Transparency > Document Templates. Access to Workbench depends on your role within the platform. This feature is available for users with Compensation Admin professional role.
This is an note/information message.
This feature is available only if previously enabled in Document Settings. See Configuring document settings article to find out more.
Step 1 - Document template details
To create a document template, proceed as follows:
Click Create document template in the upper-right part of the Document Templates page. The Create document template form is opened at the first step, Document template details.
-
Fill in the basic details of the template:
Enter a name of the new template in the Name field.
Enter a unique code in the Code field.
Add a Description to explain the purpose or usage of the template.
Click Browse to upload file or drag and drop a base file from your device to upload it to the form. This file will be used for generating the final PDF output.
Select additional owners by entering their names in the search bar. If you decide not to add any other owners, you will be the only owner of this template.
Click Next in the progress widget to move to the next step of the creation process: Preview.
This is a tip message.
Click Save and exit in the upper-right corner of the application to simply save your changes and finish the creation of the template later on.
Step 2 - Preview
This step allows the Compensation Administrator to simulate the output of a document generated from the uploaded .docx template using test data entered as variables in JSON format.
This preview helps validate:
The layout and formatting of the document
Correct resolution of all merge variables
Completeness of the variable list before the template is published
In this step, the Compensation Administrator must provide a sample payload in JSON format to populate the merge variables embedded in the uploaded Word template.
To begin editing the variables, proceed as follows:
Click the Edit button located on the right side of the JSON editor. You may also click Use example to see our template, as illustrated in the following picture:
Example of variables
Keep in mind that each key in the JSON corresponds to a placeholder in the document (e.g., {{EmployeeName}}, {{BonusAmount}}).
Click on Preview document button to generate a PDF document that can be previewed and downloaded, as shown in the following image:
The system will generate a PDF preview at the bottom of the screen only if all variables are matched. If any variables are missing, the preview is blocked, and the system displays a warning message identifying the undefined variables. This missing variable validation is enforced for both Preview and Publish actions to prevent incomplete or incorrect templates from being used.
Once the document template has been successfully previewed with all required variables resolved, you may click Publish in the progress widget. Publishing a document template makes it "Ready" and available for use across the platform—for both individual and bulk document generation from compensation rounds.