Statement generation
This article provides a comprehensive overview of the Statement Generation process, detailing the necessary preparations in Workbench, including enabling document generation and setting up communication rounds. It covers the steps from defining new statement configurations, linking compensation and communication rounds, and setting file names, to the actual generation and tracing of statements.
Configuring document settings
In order to generate statement, it is mandatory to enable document generation in Document Settings.
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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 Configuration, Compensation Admin and Global Compensation Admin professional roles.
To enable document settings, check the Enable documents box. From now on, this feature will be enabled to distribute documents to workers.
Once this setting is enabled, you may also check the Enable document generation box, which will allow document generation. Click Save located in the top right corner of the page.
This feature, along with the Document Templates feature, will then appear on the navigation panel on the left side.
After enabling document generation, you need to upload template DOCX file with preview JSON.
Compensation round preparation
It is also mandatory to have an active (created and published) compensation round. To learn how to create a compensation round, see Creating a compensation round article.
You also must have an active communication round, which is set up by following the Creating a communication round guide.
Additionally, you need to be the owner of the compensation round and have the professional role of Compensation Admin or Configuration.
When viewing the list of all compensation rounds, if a round is "In Progress" and you have the necessary permissions, you can click the button to see the Statement generation option, as shown in the following image:
Statement generation button
Clicking this option will open the Statement generation screen, as illustrated in the following picture:
Statement generation screen
Compensation round statement definition preparation
To create a new statement generation rule, proceed as follows:
Click Create statement generation rule button, located at the top right corner of the page. A Statement generation rule creation form will be opened.
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Fill in the basic details of the form:
Enter a name for this document distribution rule in the Rule name field.
Add a Description to explain the purpose or usage of this document distribution rule.
In Document settings section, use the drop-down lists to select the communication round and document template that will be used for distribution. After completing your selection, you can click the Preview button to see the preview of your document.
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In the File name section, define the name of the document that will be distributed to employees in the File name field. You can:
Use a fixed file name for all documents
Customize the file name with variables: You can define dynamic file names for employee statements using a combination of field variables and free text.
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The maximum length of the file name, after variables are replaced, cannot exceed 256 characters. If the name is longer, it will be trimmed from the end. Special characters are not permitted; if any are present during variable replacement, they will be removed from the name. The special characters that are not allowed are: < > : " / \ | ? *.
In the Distribution rules section, you may add condition blocks to configure the rule. Click Add block and a condition window will open, as illustrated in the following image:
Fill in the details of your condition. To create another condition, click Add condition button. To copy or delete a condition, use the icons located in the top right corner. In the configuration above, statements will be generated only for workers in the compensation round who lives in France.
Click Publish to publish your rule and finish the creation process.
Compensation round statement generation
Once a statement generation rule is published, you can generate statements. To do so, click the button next to the rule you have chosen and select the Generate statement option, as shown in the following picture:
Statement generation via grid
Alternatively, you can open the published rule and click the Generate statement button that appears in the top right corner, as shown in the following image:
Statement generation via Statement generation rule page
After clicking the button, you can trace the generation status using the Tracing column:
In Progress: The system is currently generating the files.
Completed: All files have been generated and are available in the document inbox.
Failed: An error occurred during generation. You can find more details using the Document Template feature.
Duplicating Statement generation rules
To duplicate Statement generation rule click icon and select Duplicate option. A new rule will appear in the table with the name "Copy [name of the original file]".
Deleting Statement generation rules
You can delete only rules that are in Draft status. To delete Statement generation rule click icon and select Delete option. The rule will be removed from the list.
Compensation round generated documents in Planner
If the generation is successfully completed, you will be able to see the documents in the Planner > Document section. Access to these documents is based on your permissions, the hierarchy you selected in the communication round, and the communication round's workflow.
In the audit trail of each document, you can see the generation date, which should correspond to the time when the Generate statement button was clicked.