PDF Template Generator: A Complete Guide · system for them. HCM Configuration Guide . Coverage...

SP-HCM-PTG-COMP-201807--R023.00

PDF Template Generator:A Complete Guide

Version 23

© Sage 2018 2

© Sage 2018. All rights reserved.

This document contains information proprietary to Sage and may not be reproduced, disclosed, or used in whole or in part without the written permission of Sage.

Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations.

Sage takes care to ensure that the information in this document is accurate, but Sage does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Sage, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document.

Nothing in this document alters the legal obligations, responsibilities or relationship between you and Sage as set out in the contract existing between us.

This document may contain screenshots captured from a standard Sage system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended.

All trademarks and service marks mentioned in this document belong to their corresponding owners.

SP-HCM-PTG-COMP-201807--R023.00

Contents

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Contents

About this Guide 4 Feedback 4 Related Guides 5

Frequently Asked Questions 6 How can I make a formula work across objects? 7

PDF Template Generator 8

Creating a New PDF Template 9 Using PDF Template Content Editors 11

Inserting and Manipulating an Image 12 Inserting and Editing a Link 13 Working with Tables 14

Using Formulas and Merge Fields 15 Formulas 15 Merge Fields 15

Adding, Deleting and Moving Sections 18 Controlling Section Breaks 19 Conditional Sections 20 Repeating Sections 21 Copying a PDF Template 22

Setting up a Site to Support Action Event PDFs 23

Using PDF Templates 28 Sending a PDF Document with an Action Event 29 Sending a PDF Document from a Record 30

Using Preview 32

Selected Reference Fields 33

Glossary of Terms 35

Index 37

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About this Guide Sage People PDF Template Generator: A Complete Guide provides set up, usage, and maintenance information for PDF Templates on Sage People. PDF Templates can be used to generate PDF documents for sending with Action Events or direct from a record. The Guide includes step by step guidance supported by screenshots for:

• Setting up templates with text, images, links, formulas and merge fields, multiple, conditional and repeating sections.

• Sending PDFs based on a template with Action Events or from Team Member, Employment, or Absence records.

Enhancements in this release are shown:

indicates a completely new feature.

Highlighted text indicates a significant enhancement.

Feedback Feedback from you on our products and on our documentation is important to us. Let us know what you think, let us know if you like what we do, and let us know how we can do better.

• To provide comments and suggestions on any aspect of Sage People please email us:

[email protected]

• To provide specific feedback on our documentation please email our documentation team:

[email protected]

Thank you!

About this Guide

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Related Guides HCM: Guide for HR Managers Coverage summary

How to use the Sage People HR Manager's Portal to enter and maintain employment details, including salary, salary related, and benefits information. How to use the libraries supplied with HCM, and how to use reports and dashboards to extract and view information held in the system.

Typical target audience

You have responsibility for the HR records of a number of employees and provide first line support on the HR system for them.

HCM Configuration Guide Coverage summary

How to set up, manage, and maintain the Sage People HCM system. Includes detailed configuration information.

Typical target audience

You have overall responsibility for the content of the Sage People system within your organization and provide first line support for HR Managers.

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Frequently Asked Questions

Frequently Asked Questions How can I make a formula work across objects?

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How can I make a formula work across objects? • Starting from the object hosting the formula, build a chained field reference to the field you want to use.

• Use the API Names of the objects and fields.

• Replace the terminating __c in the object API Names with an __r

Example

• To use the Current Salary Amount in a formula hosted on the Team Member object:

fHCM2__Current_Employment__r.fHCM2__CurrentSalary__r.fHCM2__Amount__c

More information

Sage People PDF Template Generator: A Complete Guide, Using Formulas and Merge Fields (see page 15)

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PDF Template Generator The Sage People PDF Template Generator enables you to create and use PDF documents within Sage People.

Documents based on the templates can be sent with Action Events and directly from records including Team Member, Employment, and Absence.

PDF documents provide a convenient way of providing information in print ready form, with fixed layout and content.

Typically, organizations use PDF documents for employment contracts, letters carrying changes to terms and conditions of employment, branded company wide announcements and so on.

Key features of the PDF Template Generator include:

• Templates produced with the PDF Template Generator can be copied.

• Individual documents based on a template can be previewed and edited before sending, without affecting the original template.

• Templates can use formulas and merge fields to enable content to be closely tailored using data from the Sage People system.

• PDFs can include conditional content - conditions must be met before parts of a document are included.

You can:

• Produce one or more templates corresponding to company letterhead variants.

• Copy those templates to act as basic containers for all the different document types you wish to use.

• Base documents on a selected template, and include only those sections, sentences or clauses that are relevant to each case.

• Repeat sections in a document so that all records of a particular type can be included, for example, repeat once for each objective assigned to a Team Member, or once for each benefit awarded to a Team Member.

• Edit an individual PDF document to add further personalization without affecting the underlying template.

Follow this sequence:

1. Create one or more PDF Templates (see page 9).

2. Set up a Force.com site to support PDFs and register the site on your HCM Configure page (see page 23).

3. Use the functionality (see page 28).

Adobe Acrobat PDF documents can be viewed with the freely available Adobe Reader, downloadable from www.adobe.com http://www.adobe.com. Adobe Reader does not enable you to edit PDF files. You can edit PDF files with Adobe Acrobat, also available from the Adobe website. Acrobat also enables you to apply password protection and other levels of security to existing PDF documents.

http://www.adobe.com/

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Creating a New PDF Template 1. Select the PDF Templates tab.

Sage People displays the PDF Templates Home page:

2. Select New.

Sage People displays the PDF Template page:

Use this page and its WYSIWYG editors to set the page layout and the content for the PDF Template.

Creating a New PDF Template How can I make a formula work across objects?

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3. In the Information section, complete the fields as follows:

Field Description

PDF Template Name The name you want to use for the Template. Use a name that makes it easy to identify the content of the template. The name is displayed in the PDF Template lookup dialog throughout Sage People. When you send a PDF document based on a Template as an email attachment from a record, PDF Template Name is the default value for the email subject.

Paper Size Picklist. The paper size for all files based on this template. Select from:

• US-Letter 8.5 x 11 inches (216 x 279 mm)

• US-Legal 8.5 x 14 inches (216 x 356 mm)

• A4 210 x 297 mm (8.25 x 11.75 inches)

Font Size Picklist. The default size in points (pt) for the text in the template. Select a size that is appropriate for the content. If you select None, text defaults to 12 point.

Margin Top Number with units*. Space at the top of the page. Margin Top must be deep enough to hold the header content. If the header includes text or images that take up more space than you specify for Margin Top, header content will overlap with the body of the document.

Margin Left, Margin Right

Number with units*. Space at the left and right sides of the page.

Margin Bottom Number with units*. Space at the bottom of the page. Margin Bottom must be deep enough to hold the footer content. If the footer includes text or images that take up more space than you specify for Margin Bottom, footer content will overlap with the body of the document.

* Margin fields accept the following units:

• px for pixels - the default; you do not have to specify the unit.

• % for percentage. The margin is set to the specified percentage of the page width (for Margin Left and Margin Right) or height (for Margin Top and Margin Bottom)

• in for inches

• cm for centimeters

• mm for millimeters

• em for units of the current text point size. 10em in a 10pt font = 100pt.

• ex for units of the current text x-height. x-height is the distance between the baseline and the mean line of lower case letters in a typeface.

• pt for points

• pc for picas

4. In the Content section, build the content of the PDF Template. Fields for each part of the template, Header, Section(s), and Footer, include WYSIWYG editors (see page 11).

Header, Section(s), and Footer can include formulas and merge fields (see page 15).

The main content comprises one or more sections. You can: o Add or delete sections, and change the order in which they are displayed (see page 18). o Control section breaks, for example displaying a section on a new page or a new line (see page 19). o Specify a condition that must be met for a section to be displayed (see page 20). o Repeat a section, controlling repetition with a condition (see page 21).

5. When you have completed the Template, Select Save.

Creating a New PDF Template Using PDF Template Content Editors

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Using PDF Template Content Editors


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Inserting and Manipulating an Image

Some browsers - such as Firefox - enable you to resize images directly in PDF Template Generator. For other browsers, use image manipulation software to produce an image of the size you need before inserting.

To insert an image:

1. Select Image on the toolbar.

Sage People displays the Insert Image dialog:

2. To load an image from a locally accessible location such as your desktop, select the Upload Image tab :

a. Select Choose File to find and select an image.

b. Add a Description for visually impaired users.

c. Select Insert.

3. To load an image from a URL select the Web Address tab :

a. Enter the URL.

b. Add a Description for visually impaired users.

c. Select Insert.


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To manipulate an image:

1. Select the image.

o Use the alignment controls on the toolbar to position it left, center, or right on the page. o Select the right-click menu for Cut, Copy, and Paste.

Some browsers - such as Firefox - enable you to resize images directly in PDF Template Generator. For other browsers, use image manipulation software to produce an image of the size you need.

2. Select off the image.

Inserting and Editing a Link To insert a link:

1. Select the text you want to link. Text can be open or in a table cell.

You can also insert a link without selecting text - the link is inserted as the URL text, for example www.sage.com.

2. Select Link .

Sage People displays the Link dialog:

3. To specify the link select the Link Info tab :

Link Type Picklist. Select from:

• URL

• Link to anchor in the text. If your text contains anchors, use Link to anchor in the text to provide a link to an anchor.

Protocol Picklist. Select from:

• http

• https

• ftp

• other If you select other, include the protocol prefix in the URL.

URL The full url, following the colon. For example: www.sage.com


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4. To specify a target frame or window in which to display the selected link select the Target tab :

Target Picklist. Select from:

• <frame>

• New Window

• Topmost Window

• Same Window

• Parent Window

If you don't specify a target frame or window, the link defaults to display in a new browser window.

5. Select OK.

To edit a link you have inserted in the template:

• Double click the link to re-open the Link dialog.

To remove a link:

• Select the text providing the link, or the url if there is no associated text, and delete it. Retype the text if you want to retain it without the link.

Working with Tables You can insert table content in a PDF Template and once inserted you can use basic text editing tools to modify table content. Use a word processing package such as Microsoft Word or Google Docs to create your tables, then copy and paste into the Template. You can insert tables into Header, Footer or main content sections.

Pasted tables retain row and column layout but may lose text formatting and background tints. For best results:

• Keep table formatting simple - avoid a wide range of text sizes and styles.

• Experiment with a small table including sample text sizes, styles, and background tints you plan to use. If these are preserved in the pasted table, go ahead with the full table in your chosen word processing package.

To apply simple text edits to pasted table content, select the text you want to edit and right click to access your browser editing tools.

To delete a table from a PDF Template, select the complete table then select Delete on your keyboard or Cut from the browser right click menu.

Creating a New PDF Template Using Formulas and Merge Fields

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Using Formulas and Merge Fields Documents based on PDF Templates can be customized using formulas and merge fields.

Formulas A formula enables you to calculate a value using math and logical operators, field content, fixed values and so on. The value is calculated at the point of generating the document, using the latest available information from the Sage People system.

• Formulas must start from the object sending the document. For example, if sending a document from the Team Member object, all fields that are not part of Team Member must be prefixed with the API name of the object holding the field. (see page 33)

Merge Fields A merge field enables you to use a field name to incorporate a value from a record. For example, the merge field fHCM2__Hire_Date__c in a PDF Template used from a Team Member record produces the Team Member's hire date in the PDF document.

• You can use merge fields in formulas.

Merge fields in formulas use the API name of the field with no surrounding symbols:

• Merge fields used outside formulas require additional syntax:

• You can add substitute text to a merge field. Substitute text displays in the generated document (email or PDF for example) if the merge record does not contain data in that field. For example:

Please attend your Back to Work interview on {!fHCM2__Absence__c.fHCM2__Back_To_Work_Interview_Date__c, the date to be advised by your HR Contact}.

This merge field displays the Back To Work Interview Date when it has been set, and the substitute text "...the date to be advised by your HR Contact" when the date has not been set.


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• When using a merge field to reference a field in the same object, you can use full Salesforce syntax with the object API name as a prefix to the field API name:

Or you can leave out the object API name and just use the field API name:

• Merge fields can work across objects, enabling you to generate a document such as an email or PDF file from one object that references a field or fields in another object or objects. Cross-object referencing uses an extension of Salesforce syntax to greatly enhance the range of merge fields you can reference in Sage People (see page 33).

Follow these rules: o The merge field must start from the current object. For example, if you are sending a document from

Team Member, the first reference must be to a field in Team Member. o Objects contain Lookup fields to provide links to other objects. For example, Team Member includes the

following lookup fields:

Field API Name Links to

Current Competency Assessment

fHCM2__Current_Competency_Assessment__c The most recent, completed, competency assessment for the Team Member.

Current Employment fHCM2__Current_Employment__c The most recent Employment Record for the Team Member.

Current Job Description fHCM2__Current_Job_Description__c The most recent, completed, job description for the Team Member.

Current Performance Review

fHCM2__Current_Performance_Review__c The most recent, completed, performance review for the Team Member.

Current Talent Plan fHCM2__Current_Talent_Plan__c The most recent, completed, talent plan for the Team Member.

Department fHCM2__Department__c The Team Member's HR Department.

Job Profile fHCM2__Job_Profile__c The Team Member's job profile.

Policy fHCM2__Policy__c The policy assigned to the Team Member.

Use the Lookup fields in the current object when building merge field references across objects.


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o You can build a chain of merge field references with up to 5 links. This example has 3 links:

It links from the current Team Member object to the Employment Record object, then to the Salary object to obtain the value of the Team Member's current salary.

o When using a merge field to reference a field in another object, replace the c at the end of the API names for the Lookup fields with an r:

Creating a New PDF Template Adding, Deleting and Moving Sections

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Adding, Deleting and Moving Sections On the PDF Template page, each section has a set of control buttons:

Use the buttons as follows:

New Inserts a new section below the current section. There is no limit to the number of sections you can have in a PDF template. Use the Layout options to control breaks associated with each section (see page 19).

Delete Deletes the current section. You are asked to confirm deletion:

• Select OK if you are sure.

• Select Cancel to return to the PDF Template page without deleting the section. First Moves the current section to appear first in the template, immediately following the Header

on the first page of the document when it is rendered as a PDF.

Up Moves the current section up one position in the main section content.

Down Moves the current section down one position in the main section content.

Last Moves the current section to appear last in the template, immediately before the Footer on the last page of the document when it is rendered as a PDF.

Creating a New PDF Template Controlling Section Breaks

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Controlling Section Breaks On the PDF Template page, each section has a Layout picklist:

Layout options enable you to control how a section is displayed:

None Defaults to Inline.

Inline The default. Display this section immediately following the previous section with no line or page breaks. For example, use Inline for sections containing:

• Conditional sentences that, when included, you want to form part of a standard paragraph.

• Tables that you want to form part of the normal flow of text. New Line Display this section on a new line.

For example, use New Line for sections containing:

• Conditional paragraphs.

• Images that you do not want to flow text around. New Page Before Display this section on a new page.

For example, use New Page Before for sections containing:

• Blocks of conditional text that you want to give prominence or to separate from surrounding text when they are included.

• Longer tables of supporting information.

• Appendix content. New Page After Display the section after this section on a new page.

Creating a New PDF Template Conditional Sections

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Conditional Sections On the PDF Template page, each section has a Condition field:

Conditions control when a section is displayed - the condition must be met before the section is included in a document based on the PDF Template.

• Conditions can include formulas.

• Conditions can operate across objects. For example, if you are using a PDF Template from the Team Member object, you can use Condition to evaluate a field on the Employment Record object. Follow the rules for using Merge Fields (see page 15).

• By default, Condition is blank. A blank Condition means that the section is always included in documents based on the template.

Example PDF Template Setup When used from Team Member records...

Result

Your organization uses multiple employment contracts, matching a contract to the level of benefits available to each grade of employee.

• Include a section in the PDF Template for each employee grade.

• Use Condition on each section to evaluate a Team Member's grade. Include the section if Grade matches the condition. For example, to use a condition from the Team Member object: fHCM2__Grade__c=='B'

Documents based on the template include only those sections relevant to each grade. The example condition includes the section when the Team Member's Grade is B.

Compensation award letters contain sections relating to base salary, bonus, and commission. Letters are sent with just the relevant sections included.

• Include sections in the PDF Template for salary, bonus, and commission.

• Use a Condition on each section to decide which sections to include for each Team Member. For example: The Salary section has no condition because all Team Members receive a salary. The letter confirms existing salary for Team Members who are not getting an increase. For the Bonus section, include the section if the Team Member gets a bonus: fHCM2__Current_Employment__r.Bonus__c<>'' For the Commission section, include the section if the Team Member is on a Commission Plan: fHCM2__Current_Employment__r.Commission_Plan__c<>''

Documents based on the template include only those sections relevant to each Team Member.

Creating a New PDF Template Repeating Sections

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Repeating Sections On the PDF Template page, each section has a Repeat field with associated Sort By and Condition fields:

These fields control section repetition in a document based on the PDF Template.

Complete the fields as follows:

Field Description

Repeat The API Name of the object containing the values you want to display in the repeating section. The object holding the values you want must be accessible from the object from which you send the PDF. For example, when sending a PDF from a Team Member record:

• To repeat a section once for each Objective for the Team Member, enter: fHCM2__Objective__r Use the r to indicate a related object.

• To repeat a section once for each skill held by the Team Member, enter: fHCM2__Skill__r Use the r to indicate a related object.

Sort By The API Name of the field on the object entered in Repeat you want to use to sort the sections. For example to sort Objectives by Start Date, enter: fHCM2__Start_Date__c

Condition The condition that controls when the section is repeated. The section repeats as long as the Condition is met. For example, to repeat a section for each active Objective, excluding objectives with any other status, enter: fHCM2__Status__c=='Active'

In the content of the section enter any text and Merge Fields you want to include.

For example, if you are using repeated sections to list active objectives, your repeating section could include:

Your objective: {!Name} with start date: {!fHCM2__Start_Date__c} is currently {!fHCM2__Status__c} and has a progress rating of {!fHCM2__Progress__c}.

When combined with Layout set to New Line, this generates a PDF with content as follows:

Creating a New PDF Template Copying a PDF Template

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Copying a PDF Template To copy a PDF Template:

1. Select the PDF Templates tab.

Sage People displays the PDF Templates Home page.

2. Select the PDF Template Name for the Template you wish to copy.

Sage People displays the PDF Template page.

3. Select Copy:

Sage People makes a copy of the template and displays the PDF Template page for the copy with the PDF Template Name field selected.

4. Enter a name for the new Template.

5. The copy now becomes a new template for you to edit as you wish (see page 9).

6. Select Save.

Setting up a Site to Support Action Event PDFs Copying a PDF Template

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Setting up a Site to Support Action Event PDFs

Before you can use an Action Event to send PDFs you must:

• Define a Force.com site to support PDFs.

• Register the site URL on the HCM Configure page.

• Add the site details to the list of Remote Sites for your org.

Follow these steps:

1. Go to Setup > App Setup > Develop > Sites

2. On the Sites page select New.

Sage People displays the Site Edit page:


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3. Complete the fields as follows:

Site Label The name of the site as you want it to appear to end users.

Site Name The API name of the site used for reference by the Force.com API. Automatically created from the SIte Label.

SIte Description A brief description of the purpose of the site, such as: Site supporting PDF use in Sage People.

Site Contact The Sage People User responsible for receiving site specific communication from site visitors and from Salesforce.

Select Site Contact Lookup to find and select the User.

Default Web Address Insert the suffix you want to use to create the unique URL for this site. The first part of the URL is provided, using the sub-domain name you supplied. For example: pdf The complete URL is the one site visitors use to access the site.

Active Checkbox. Check to activate the site as soon as you select Save.

Active Site Home Page The name of the Visualforce page to act as the site's home page when the site is active.

Select Active Site Home Page Lookup to find and select: PDF with the Namespace Prefix: fHCM2 The other listed PDF pages are added to the list of Site Visualforce pages later in this procedure.

Inactive SIte Home Page The name of the Visualforce page displayed when the site is inactive. Preset to InMaintenance. Leave unchanged unless you have created a substitute. InMaintenance displays a standard message - select Preview to view the page.

Site Template The name of the Visualforce page providing the page layout and stylesheet for your site. Preset to SiteTemplate. Leave unchanged unless you have created a substitute.

Site Robots.txt A plain text file, typically prepared as a Visualforce page, controlling which parts of the site web spiders and other web robots can access. Select Help for this Page for example text content.

If you have a prepared Visualforce page, select Page Lookup to find and select the page. Leave blank if you do not have a prepared page.

Site Favorite Icon An icon appearing in the browser's address field when you visit the site. Specify an icon to set as the favorite for the entire site. If you have a prepared icon loaded as a Static Resource for your org, select Site Favorite Icon Lookup to find and select the file. Leave blank if you do not have a prepared icon.

Analytics Tracking Code The tracking code for your site, used by analytics services to track page request data. Leave blank if you do not have an Analytics Tracking Code.

URL Rewriter Class The name of an Apex Class used to rewrite URLs for your site, substituting user friendly URLs for Salesforce URLs. If you have an Apex Class to rewrite your URLs, select URL Rewriter Class Lookup to find and select the Class name. Leave blank if you do not have a rewriter class.


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Enable Feeds Checkbox. If checked, the Syndication Feeds Related List is displayed, enabling you to create and manage syndication feeds for users on your sites. Leave unchecked if your site does not use syndication feeds.

Clickjack Protection Level The level of protection to apply to the content of your site, controlling the ability to hide malicious hyperlinks beneath legitimate selectable content. Defaults to Allow framing by the same origin only. Same origin framing enables the site's pages to be framed by pages on the same domain, using the same protocol security. Leave at the default setting unless you have a good reason to change it.

Require Secure Connections (HTTPS)

Checkbox. If checked, requests using http are redirected to https.

Upgrade all requests to HTTPS Checkbox. If checked, all requests are automatically upgraded to https. Can be checked only if Require Secure Connections (HTTPS) is also checked.

Enable Content Sniffing Protection Checkbox. If checked, the browser is forced to use the information supplied in the http header Content-Type field, not the actual content of the response.

Enable Browser Cross Site Scripting Protection

Checkbox. If checked, x-xss protection: 1 header - the cross-site scripting filter built in to the browser - is enabled in to stop pages from loading when a cross-site scripting (XSS) attack is detected.

Referrer URL Protection Checkbox. If checked, Referrer-Policy origin-when-cross-origin and Content Security Policy referrer origin-when-cross-origin are set for browsers supporting them.

Guest Access to the Support API Checkbox. If checked, the Support API is accessible to guest users.

4. Select Save.

Sage People displays the Site Details page for the new site.

5. Scroll down to the Site Visualforce Pages Related List and select Edit.

6. On the Enable Visualforce Page Access page, select the following pages from the list of Available Visualforce Pages and Add them the the list of Enabled Visualforce Pages: o fHCM2 FormPDF o fHCM2 PDF Send o fHCM2 PDF Template o fHCM2 PDF TemplateEdit

7. Select Save.

The list of Site Visualforce Pages includes a number of default pages to handle standard conditions in addition to the PDF-specific pages you have added.

8. On the Site Details page, select Public Access Settings.

Sage People displays the Profile page created for the site you have defined. The Profile is assigned to a Guest User License.

9. On the Profile page, select Edit.

Sage People displays the Profile Edit page.


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10. Scroll down to the Custom Object Permissions section, and set the following permissions:

Read Create Edit Delete View All Modify All

Employment History

PDF Templates

PDF Template Sections

Team Member

11. Select Save.

12. Go to Setup > App Setup > Installed Packages

13. For the Fairsail Human Capital Management package, select Configure.

Sage People displays the HCM Configure page.

14. In the Sites URL field enter the complete url for the PDF site in the form:

http://xxxxx.force.com/zzzzz

where: o xxxxx

is your company identifier. o zzzzz

is the site suffix. This is the part of the Default Web Address you entered when completing the Site Edit page at the start of this procedure.

15. Select Save.

16. Go to Setup > Administration Setup > Security Controls > Remote Site Settings.

17. On the All Remote Sites page select New Remote Site.

Sage People displays the Remote Site Edit page:


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Remote Site Name The name you want to display for the Remote Site. Enter a name that makes the site's function easy to identify, for example: PDF

Remote Site URL The URL for the Force.com site you defined at the start of this procedure, without the suffix. For example, if the complete URL is: http://xxxxx.force.com/zzzzz enter: http://xxxxx.force.com

Disable Protocol Security Checkbox. Check to enable the Remote Site to be used for both http and https sessions.

Description A brief description of the site's function to ease identification. For example: Supports Sage People Action Event PDFs.

Active Checkbox. Check to activate the Remote Site.

19. Select Save.

Your org is now set up to enable you to send PDFs from Action Events.

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Using PDF Templates PDF Templates can be used to send customized documents from:

Action Events (see page 29) Records (see page 30)

Using PDF Templates Sending a PDF Document with an Action Event

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Sending a PDF Document with an Action Event You can attach a PDF Template to an Action Event. A PDF document based on the template is then sent every time the Action Event is triggered. You can add the PDF Template to an existing Action Event or create a new Action Event for the PDF. A site must be configured to support Action Event PDFs (see page 23).

Action Events are grouped in Action Event Patterns. PDFs triggered by Action Events are made available to Team Members by linking the hosting Action Event Pattern to one or more Policies.

This procedure assumes:

• The Team Member(s) you want to receive the PDF are assigned to a Policy.

• The Policy is linked to an Action Event Pattern.

To set up a PDF document to be sent in response to an Action Event:

1. Select the Policies tab and select the Policy linked to the Action Event Pattern you want to host the Action Event.

Sage People displays the Policy Details page with a link to the Action Event Pattern.

2. On the Policy Details page select the Action Event Pattern name.

Sage People displays the Action Event Pattern Detail page.

3. To add a PDF Template to an existing Action Event: o In the Action Events Related List, find the Action Event and select Edit in the Action column.

To create a new Action Event for the PDF: o In the Action Events Related List, select New Action Event.

Sage People displays the Action Event page.

4. In the Details section, select PDF Template Lookup :

Sage People displays the PDF Template Lookup dialog.

5. Find and select the PDF Template you want to attach to this Action Event.

6. Check the settings in the Conditional Upon and Recipients sections of the Action Event page, making any changes you need as a result of attaching the PDF Template. Bear in mind that a document based on the PDF Template is attached to the Action Event every time it is sent, and a copy of the document saved as an attachment.

7. Select Save.

Using PDF Templates Sending a PDF Document from a Record

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Sending a PDF Document from a Record PDF Templates can be used to send customized documents from a number of records including:

• Team Member

• Employment Record

• Absence

Before you can send a PDF from a record for the first time, you must add the Send PDF button to the page layout for the record:

1. Go to Setup > App Setup > Create > Objects

2. Select the Label for the object to which you want to add the Send PDF button.

3. At the top of the Custom Object page, select Page Layouts.

Sage People displays the Page Layout(s) defined for this object.

4. Select Edit for the layout you want to edit.

Sage People displays the layout page.

5. Select Buttons in the left panel of the Layout display.

Sage People displays the buttons available for this page layout.

6. Drag and drop the Send PDF button from the list of available buttons into position on the Sample page layout at the bottom of the window.

7. Select Save.

You are now ready to send PDFs from the record.


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1. Go to the record sending the PDF document, for example the Team Member's Detail page.

2. Select Send PDF.

Sage People displays the Send PDF page:


PDF section

PDF Template Picklist. Select from the PDF Templates you have available in your organization. Use PDF Template OR or Previous PDF; you cannot use both.

• Select Preview to view and edit a draft of the document. (see page 32)

• Select New to create a new template. (see page 9) or Previous PDF Picklist. Select from PDF documents you have previously generated and sent.

Covering Email section

To Team Member Checkbox. Check to send the email and attached PDF to the Team Member's company email address as held on your Sage People system.

To Team Member Home

Checkbox. Check to send the email and attached PDF to the Team Member's home email address as held on your Sage People system.

To Manager Checkbox. Check to send the email and attached PDF to the Team Member's manager.

CC The email address of anyone you want to receive a copy of the email and attached PDF.

Subject The subject of the email.

Covering Email The content of the covering email.

4. Select Send.

5. The email is sent with the document attached, and a copy of the document is added to the Notes and Attachments related list for the sending record.


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Using Preview Before sending a PDF document from a record you can preview the document and edit it if necessary, changing details or adding further customization. Any changes you make are unique to the document you edit - they do not affect the underlying PDF Template.

To preview a document:

1. On the Send PDF page (see page 30), when you have selected the PDF Template, select Preview:

Sage People displays a preview of the body of the document based on the template, with merge fields and formulas resolved, and conditional sections only included if they apply to the record from which you are sending the document.

The preview does not include page header and footer sections - you cannot edit these in Preview:

2. Use the content editor to make any changes you need (see page 11).

3. Enter Covering Email details (see page 30).

4. Select Send.

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Selected Reference Fields This table lists fields commonly used in formulas and as merge fields to return values. They can be used widely in Sage People, for example in Action Events and in PDF files generated by the PDF Template Generator.

Fields are listed in alphabetical order within object. What to Enter shows the complete syntax to enter when using each field from the given object.

• If you are using the field reference outside a formula, use What to Enter exactly as shown.

• If you are using the field reference in a formula: o Remove the opening and closing curly braces. o Remove the exclamation mark.

Field Name What to Enter

From the Employment Record

Basis {!fHCM__Basis__c}

Continuous Service Date

{!fHCM2__Continuous_Service_Date__c}

Contract End Date {!fHCM2__Contract_End_Date__c}

Current Salary {!fHCM2__Current_Salary__r.fHCM2__Amount__c}

Employment End Date

{!fHCM2__End_Date__c}

Employment Last Working Date

{!fHCM2__Last_Working_Date__c}

Employment Start Date

{!fHCM2__Start_Date__c}

First Name {!fHCM2__Team_Member__r.fHCM2__First_Name__c}

Hire Date {!fHCM2__Team_Member__r.fHCM2__Hire_Date__c}

Home Address 1 {!fHCM2__Team_Member__r.fHCM2__Home_Address_1__c}



Home Address City {!fHCM2__Team_Member__r.fHCM2__Home_Address_City__c}

Home Address Country

{!fHCM2__Team_Member__r.fHCM2__Home_Address_Country__c}

Home Address Zipcode/Postal Code

{!fHCM2__Team_Member__r.fHCM2__Home_Address_Postal_Code_c}

Job Title {!fHCM2__Team_Member__r.fHCM2__Job_Title__c}

Manager {!fHCM2__Team_Member__r.fHCM2__Manager__c}

Salary Period {!fHCM2__Current_Salary__r.fHCM2__Period__c}

Salary Start Date {!fHCM2__Current_Salary__r.fHCM2__Start_Date__c}

Surname/Family Name

{!fHCM2__Team_Member__r.fHCM2__Surname__c}

Team {!fHCM2__Team_Member__r.fHCM2__Team__c}

Selected Reference Fields Sending a PDF Document from a Record

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Field Name What to Enter

From the Team Member

Basis {!fHCM2__Current_Employment__r.fHCM__Basis__c}

Continuous Service Date

{!fHCM2__Current_Employment__r.fHCM2__Continuous_Service_Date__c}

Contract End Date {!fHCM2__Current_Employment__r.fHCM2__Contract_End_Date__c}

Current Salary {!fHCM2__Current_Employment__r.fHCM2__Current_Salary__r.fHCM2__Amount__c}

Employment End Date

{!fHCM2__Current_Employment__r.fHCM2__End_Date__c}

Employment Last Working Date

{!fHCM2__Current_Employment__r.fHCM2__Last_Working_Date__c}

Employment Start Date

{!fHCM2__Current_Employment__r.fHCM2__Start_Date__c}

First Name {!fHCM2__First_Name__c}

Hire Date {!fHCM2__Hire_Date__c}

Home Address 1 {!fHCM2__Home_Address_1__c}



Home Address City {!fHCM2__Home_Address_City__c

Home Address Country

{!fHCM2__Home_Address_Country__c}

Home Address Zipcode /Postal Code

{!fHCM2__Home_Address_Postal_Code_c}

Job Title {!fHCM2__Job_Title__c}

Manager {!fHCM2__Manager__c}

Salary Period {!fHCM2__Current_Employment__r.{!fHCM2__Current_Salary__r.fHCM2__Period__c}

Salary Start Date {!fHCM2__Current_Employment__r.fHCM2__Current_Salary__r.fHCM2__Start_Date__c}

Surname/Family Name

{!fHCM2__Surname__c}

Team {!fHCM2__Team__c}

This table includes a small proportion of all available fields. For a complete list of Sage People objects and fields, together with API Names and other details, go to Setup > App Setup > Create > Objects. Select an object Label to display the fields for that object.

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Glossary of Terms Action Event An email, form, or PDF document sent to Sage People HCM users at various points in a process in response to a specific event. For example, an Action Event can be triggered when a competency assessment is created, or when an absence request is rejected by a manager. Sage People supplies a comprehensive range of Action Event trigger events linked to all main processes.

Action Events are grouped in sets known as Action Event Patterns and the Patterns are linked to Policies.

Action Event Pattern A group of Action Events that are related in some way. For example, all emails used by a single process, or all those used by a policy. Action Event Patterns are linked to policies and you can link one Pattern to multiple policies, or have a Pattern serving the needs of just one policy. Action Event Patterns can be exported and imported to enable copying between organizations.

API Name A unique reference name for a field in a Sage People object. Every field has an API (Application Programming Interface) Name that is used internally by the software to ensure exact field matching. Unlike the field label, an API field name cannot change.

An example API Name for an HCM field with the label Unique Id is fHCM2__Unique_Id__c

CSS Cascading Style Sheet. A style sheet language used to define the appearance of a document written in a markup language such as HTML, XHTML, or XML.

Field label A text name for a field. Field labels are used on the user interface and in most cases can be changed as part of a localization project, or to conform to an organization's internal or industry specific terminology. Field labels map on to underlying API Names, which cannot be changed.

Merge field A field you can add to an email template or formula (for example) to incorporate values from a record. The merge field is replaced with a real value when the email template is used to generate an email, or the formula is evaluated.

An example Sage People merge field is the field for Two-up Manager on the Team Member record: {!fHCM2__Team_Member__c.fHCM2__Managers_Manager__c}

Merge record The record from which data is drawn by a merge field.

Object A container used by Sage People for storing information of a particular type, such as Team Member, Employment Record, Salary, or Absence. Each object is stored as a table, with columns for fields and rows for records. For example, each Team Member record (Steve Pendleton, John Sheridan, Demi Price) forms a row in the Team Member object with fields for name, job title, location, manager, and so on. Objects can be linked to other objects, so building a composite set of information about the people in your organization.

Glossary

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PDF Template Generator Sage People functionality enabling you to create and send Adobe Portable Document Format (PDF) files from within Sage People packages. PDF files in Sage People are typically used for employment contracts, amendments to terms and conditions, other formal letters to Team Members, branded company-wide announcements and so on. PDF templates can use formulas for conditional and tailored content.

Pica, pc A unit of measurement for defining text font sizes and related typographic objects such as table cells and line widths. In digital typography and desktop publishing a pica is standardized at 1/6 inches. A pica can be subdivided into 12 points (pt). A valid unit to use in CSS.

Pixel, px Picture element. The smallest addressable element in a display, so its physical dimensions depend on the display device. A commonly used unit when defining the dimensions of images, tables, and so on. A valid unit to use in CSS.

Point, pt A commonly used unit of measurement for defining text font sizes and related typographic objects such as table cells and line widths. In digital typography and desktop publishing a point is standardized at 1/72 inches. There are 12 points in a pica. A valid unit to use in CSS.

Record When you select a tab, the page displays information in rows. The information for each row is held in a record. For example, the Team Members tab groups all team member records together, with each record displayed on a separate row.

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Index A About this Guide • 4 Action Event • 35 Action Event Pattern • 35 Adding, Deleting and Moving Sections • 10, 18 API Name • 35

C Conditional Sections • 10, 20 Controlling Section Breaks • 10, 18, 19 Copying a PDF Template • 22 Creating a New PDF Template • 8, 9, 22, 31 CSS • 35

F Feedback • 4 Field label • 35 Formulas • 15 Frequently Asked Questions • 6

H HCM

Guide for HR Managers • 5 HCM Configuration Guide • 5 How can I make a formula work across objects? • 7

I Inserting and Editing a Link • 13 Inserting and Manipulating an Image • 12

M Merge field • 35 Merge Fields • 15, 20 Merge record • 35

O Object • 35

P PDF Template Generator • 8, 36 Pica, pc • 36 Pixel, px • 36 Point, pt • 36

R Record • 36 Related Guides • 5 Repeating Sections • 10, 21

S Selected Reference Fields • 15, 16, 33 Sending a PDF Document from a Record • 28, 30,

32

Sending a PDF Document with an Action Event • 28, 29

Setting up a Site to Support Action Event PDFs • 8, 23

U Using Formulas and Merge Fields • 7, 10, 15 Using PDF Template Content Editors • 10, 11, 32 Using PDF Templates • 8, 28 Using Preview • 31, 32

W Working with Tables • 14

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