DocMerge template parts
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A DocMerge template is built from a number of parts. There can be any number of parts, including multiples of the same part. Once there are multiple parts on the template it is possible to shift their position in the list by clicking and dragging a part.
There are 6 types of part in Kyloe DocMerge:
Fixed file part allows a single file to be uploaded directly to the template from the builder.
File part allows a user to select from a file stored in Bullhorn.
Local file part: allows the user to add their own PDF or Image file to the stapling process.
Template part adds a document generated by a Kyloe AwesomeDocs template.
To many part allows the user to build a repeating section of the merged document based on records in Bullhorn.
Certification part allows the inclusion of any credential files, such as driving licence, passport, right to work etc.
If DocuSign is enabled, template parts are by default saved back as separate signed PDF files to Bullhorn. For any other parts please select if available the "Save to Bullhorn" option for the part to be saved back to Bullhorn as a separate file once the merged document is signed in DocuSign - see below.
If DocuSign is Enabled, the Save to Bullhorn will be activated for relevant parts as an option. Save to Bullhorn allows the file uploaded for the part in Bullhorn to be returned to Bullhorn from DocuSign and saved as a separate file. If selected, you'll see the option to select the Bullhorn file type for the file to be save back to once it has been returned to Bullhorn.
The Fixed file part allows a single file to be uploaded directly to the template. The user will not be able to change this part during the stapling process. All documents produced using this template will include this part.
The following file extensions are accepted as files to be added to the stapled document: pdf, png, jpg and gif. Any Word documents you wish to use will have to be converted to PDF before uploading.
Part Name: The part can be given a descriptive name. This name is what the user will see when completing the stapling process in Bullhorn.
File: Clicking Choose a file will allow you to select a file from your local machine. This can either be a PDF or image file.
The green plus allows a new template part to be added below this part.
The bin / trash button will remove this part from the template.
The File part allows a user to select from a file stored in Bullhorn. The file must already be attached to the appropriate entity before the template is selected.
The following file extensions are accepted as files to be added to the stapled document: pdf, docx, doc, rtf, txt, xlsx, csv, png, jpg, and gif.
Part Name: The part can be given a descriptive name. This name is what the user will see when completing the stapling process in Bullhorn.
Required: Checking this box will force the user to select a file when building their document. It should be noted that if this is required and no files are available on the related record in Bullhorn then the user will be unable to perform the merge.
Multiple: Checking this box will allow the use to add more than one file to this part. Documents will be added to the stapling process in the order they are added by the user.
Entity Type: The content of the Entity Type drop-down is based on the entity selected in the Template Details section. If the template is created against Candidate then only Candidate will appear in this drop-down. If template is created against Placement then more options will appear here. Something must be selected in this drop-down as the stapling process needs to know where to look for related files.
File Type is optional. Clicking in the search box will present the list of Bullhorn file types. Multiple file types can be selected. The user will only see files stored in Bullhorn against the appropriate entity (4) and of one of the selected file types. If this field is left blank then all files will be available.
Maximum age: Clicking in this search box will present a list of date ranges. Selecting a range here will restrict the list of available files by how far in the past they were added to Bullhorn. 7 days, for example, will only display files added to Bullhorn in the last 7 days. This option works in conjunction with the Entity Type (4) and File Type (5) selections. Additionally, if DocMerge finds only single file within the date range and the Multiple (3) checkbox is checked then it will add the file automatically. If the Multiple checkbox is not checked then only if a single file matches will it be added. If multiple files are found then the user will have to select the particular file they require.
The green plus allows a new template part to be added below this part.
The bin / trash button will remove this part from the template.
The Local file part simply allows the user to add/upload their own PDF or image file to the stapling process.
The following file extensions are accepted as files to be added to the stapled document: pdf, png, jpg, and gif.
Any Word documents you wish to use will have to be converted to PDF before uploading.
Part Name: The part can be given a descriptive name. This name is what the user will see when completing the stapling process in Bullhorn.
Required: Checking this box will force the user to upload a file when building their document. Until a file is uploaded it will not be possible to start the stapling process.
The green plus allows a new template part to be added below this part.
The bin / trash button will remove this part from the template.
The Template part adds a document generated by a Kyloe AwesomeDocs template. At least one AwesomeDocs template must have been previously created to use this part.
If DocuSign is enabled Template parts are by default saved back as separate signed PDF files to Bullhorn using the file name and file type you find under the template's Output document tab in its configuration options.
Part Name: The part can be given a descriptive name. This name is what the user will see when completing the stapling process in Bullhorn.
Required: Checking this box will force the user to generate an AwesomeDocs file when building their document.
Editable: Checking this box allows the user to edit the generated AwesomeDocs document. With this unchecked the user can only generate the Awesome Doc and must accept the content of the template.
Must Edit: Checking this box will force the user to open and save a change to the generated AwesomeDocs document in Word. This overrides the Editable (3) checkbox as it forces the edit process.
Entity Type: The content of the Entity Type drop-down is based on the entity selected in the Template Details section. If the template is created against Candidate then only Candidate will appear in this drop-down. If template is created against Placement then more options will appear here. Something must be selected in this drop-down as the stapling process needs to know where to look for Awesome Docs templates.
File Types: Clicking in this search box will present a list of file types. Selecting from this list will restrict the list of Awesome Docs templates that the user will see to only those that save back with a matching file type.
Default Template: Clicking in this search box will present` a list of AwesomeDocs templates based on the Entity Type (5). Selecting a template here will auto-select it for the user. It should be noted that selecting a template then changing the Entity Type can result in a mismatch. Always clear and re-select a template after changing the Entity Type.
The green plus allows a new template part to be added below this part.
The bin / trash button will remove this part from the template.
The To many part allows the user to build a repeating section of the merged document based on records in Bullhorn. An example of this is a list of candidate references and their contact details.
Part Name: The part can be given a descriptive name. This name is what the user will see when completing the stapling process in Bullhorn.
Required: Checking this box will force the user to generate an Awesome Docs file when building their document.
Editable: Checking this box will allow the user to edit the generated Awesome Doc. With this unchecked the user can only generate the Awesome Doc and must accept the content of the template.
Must Edit: Checking this box will force the user to open and save a change to the generated Awesome Doc in Word. This overrides the Editable (3) checkbox as it forces the edit process.
Entity Type is the entity within Bullhorn that hosts the multiple records that are to be listed. In order to access candidate references Candidate would need to be selected here.
NOTE: At the time of writing only Candidate is functional. You can choose from Candidate Work history, Education or References.
To Many Entity Type is the record that is to be included within the merged document. This list is filtered by the selection in Entity Type (5).
NOTE: At the time of writing only Candidate is functional. Additionally, selecting Candidate Reference and then changing the Entity Type will result in an invalid selection.
Default Template is the pre-selected AwesomeDocs template that is to be used to populate the merged document. For each record found within Bullhorn a copy of the populated template will be added to the final document.
Columns: Clicking in the search box allows the addition of columns to a table that is displayed to the user. This allows the user to view and select records that they want to be included in the merged document.
The green plus allows a new template part to be added below this part.
The bin / trash button will remove this part from the template.
The Certification part allows the inclusion of any credential files, such as driving licence, passport, right to work etc. The files will only be available if there is a valid candidate credential matching a credential requirement.
Part Name: The part can be given a descriptive name. This name is what the user will see when completing the stapling process in Bullhorn.
Required: Checking this box will force the user to add at least one certification file to the stapling process.
Auto Select Files: Checking this box will examine the filters applied in the rest of this part and automatically add any matching certification files.
Show All Candidate Certification Files: Checking this box will overrule part of the following selections. All credential records with associated files stored against the candidate will be made available to the user during the stapling process.
Credential Type is the entity within Bullhorn that hosts the credential records with the associated files. This list of available types is restricted by the entity of the template. If the template is created against Candidate then only Candidate will appear in this drop-down. If template is created against Placement then more options will appear here. Select as many entity types as are required for the template.
Certifications: Clicking in this search box will list the available certifications stored in Bullhorn. This will restrict the list of linked credentials to only those that having a matching certification.
Statuses: Adding a certification status in this field will restrict the list of linked credentials to only those with a matching status. Multiple statuses can be entered with a comma between each, but it should be noted that the status must be entered exactly as it is in Bullhorn.
The green plus allows a new template part to be added below this part.
The bin / trash button will remove this part from the template.
