Statement generation

This article provides a comprehensive overview of the statement generation process, mentioning the necessary preparations in Workbench, such as 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.

Prerequisites

To generate a statement, it is mandatory to enable document generation in Document Settings. You can find all the relevant information in the Configuring document settings article.

After enabling document generation, you need to upload a template DOCX file with preview JSON. See Creating a document template for details.

An active (created and published) compensation round and an active communication round are also necessary. To set these up, refer to the Creating a compensation round and Creating a communication round guides respectively.

Finally, you must be the owner of the compensation round and have the professional role of Compensation Admin or Configuration.

Compensation round management

When viewing the list of all compensation rounds in Workbench > Compensation Management > Compensation Rounds, if a round is In progress and you have the necessary permissions, you can click the three-dot icon to see the Round Management option, as shown in the following image:

Round Management option

Selecting this option will open the Round Management screen with the Overview, Statement generation, and Payroll data drop tabs. Choose Statement generation, as illustrated below:

Statement generation tab

Compensation round statement definition preparation

To create a new statement generation rule, proceed as follows:

1. Click the Create statement generation rule button located at the top-right corner of the page. A statement generation rule creation form will be opened.

2. 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.

3. In the 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.

4. In the File name section, define the name of the document that will be distributed to workers 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 worker statements using a combination of field variables and free text.

This is an note/information message.

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: < > : " / \ | ? *.

5. 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: 

Condition block setup

Fill in the details of your condition. To create another condition, click the 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 live in France.

6. Click Publish in the upper-right corner of the page to publish your rule and finish the creation process.

This is a tip message.

To save your changes and finish the creation of the rule later on, click Save & exit. To discard the changes, click Cancel.

Compensation round statement generation

Once a statement generation rule is published, you can generate statements. To do so, click the three-dot icon next to the rule you have chosen and select the Generate statement option, as shown in the following picture:

Generating the statement via the Statement generation tab

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 the specific rule

Then, in Compensation Rounds > Statement generation, using the Tracking column in the rule list, you can trace the generation status: Not generated, In progress, Generated, Failed, Generation failed, or Completed with errors.

Viewing statement generation rules

To view a statement generation rule, click the three-dot icon located at the far right of the row corresponding to your chosen rule. When the contextual menu appears, select the View option. You will be redirected to the rule details page.

Editing statement generation rules

To edit a Draft statement generation rule, click the three-dot icon located at the far right of the row corresponding to your chosen rule. When the contextual menu appears, select the Edit option. You will be redirected to the Edit statement generation rule page, where you can make your changes and publish the updated rule.

Duplicating statement generation rules

To duplicate a statement generation rule, click the three-dot icon located at the far right of the row corresponding to your chosen rule. When the contextual menu appears, select the Duplicate option. A new rule will appear in the table with the name "Copy [name of the original rule]."

Deleting statement generation rules

You can only delete rules that are in the Draft status. To delete a statement generation rule, click the three-dot icon located at the far right of the row corresponding to your chosen rule. When the contextual menu appears, select the Delete option. In the confirmation dialog, click Delete to confirm. The rule will be removed from the list.

Compensation round-generated documents in the Planner

If the generation is successfully completed, you will be able to see the documents in Planner > Documents. 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.