This article offers comprehensive guidance for Company Administrators on the contract upload feature. It covers how to utilize uploaded Contract Templates in two important processes: enabling Contract Managers to assign contracts to users in Contract Workflow Management, and allowing Recruitment Administrators to make offers to candidates within the Recruitment module.
This article covers the following topics:
Creating a Contract Template using the Upload Functionality
To create a new Contract Template in the Contract Library using the Upload functionality:
1. Navigate to Administration > General > Contract library
2. Click on the Upload .DOCX button
3. Fill in the relevant information the sections:
Give the new Contract Template a unique title.
Select the Category for the template from the options - Common, Internal, Onboarding, Recruitment. (Options may vary depending on what modules have been purchased) Common category will be selected by default.
Add a Description if desired
Enter relevant Placeholders if desired
Click the Choose File button to select the Word document (must be .docx format, Google Docs saved in .docx format are not supported) that you want to upload. A preview of the uploaded document will be displayed, alternatively you can download the document if your browser settings does not allow preview.
Select Save at the bottom of the screen.
The new Contract Template will now become available to select while assigning contracts to users in Contract Workflow Management, making offers to candidates & Recruitment Workflow in Recruitment.
⚠️ | The category selected for the Contract Template will determine the availability of the contract template for selection in Contract Workflow Management & Recruitment.
You can add Custom placeholders to the Contract Template by clicking on the Placeholders button, copying and pasting the Placeholder text into the Word document which will be uploaded.
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Modifying a Contract Template using the Upload functionality
1. Navigate to Administration > General > Contract library
2. Click on the Edit button on the desired contract
3. Make relevant changes to the Title, Category and Description fields where applicable
4. You can choose to upload a new Word document (.docx) as the Contract Template. To upload a new Word document, click the Choose File button to select the Microsoft Word document that you want to upload
5. Alternatively, you can make changes to the existing Contract template, click the Download button to download the Contract Template and make your changes.
6. Repeat step 4 to upload edited Contract Template.
7. A preview of the uploaded document will be displayed.
⚠️ | Note: You will have the option to download the document if your browser settings do not allow preview. |
8. Select Save at the bottom of the screen.
9. The new Contract Template will now become available to select while assigning contracts to users in Contract Workflow Management, making offers to candidates & Recruitment Workflow in Recruitment.
⚠️ | Category of the Contract Template cannot be edited if the contract has been assigned to a user, candidate, or Recruitment Workflow. Only Microsoft Word documents (.docx format) can be uploaded as a Contract Template. Google Docs documents saved in .docx format are not supported. |
Copying a Contract Template
1. Navigate to Administration > General > Contract library
2. Click the drop down button next to the Edit button and click Copy
3. A Confirmation pop-up will be displayed.
4. Click OK and you will notice the duplicated contract template with an identical title accompanied by the suffix 'Copy 1'
⚠️ | Note: Each subsequent copy of the Contract Template will generate a contract template with the same title, followed by the suffix "-Copy 2," "-Copy 3," and so forth. |
Hiding a Contract Template
If a Contract Template is hidden it means that it will no longer be available to use in Contract Workflow management and/or Recruitment. To Hide:
1. Navigate to Administration > General > Contract library
2. Click the drop down button next to the Edit button and click Hide
3. A confirmation message will appear on the top of the page and the Contract Template is moved to “Hidden” status
4. Hidden Contract Templates can be viewed in the library by clicking Status filter (Show Active only is defaulted) to select to view “Show Hidden only” Contract Templates
Unhiding a Contract Template
It is always possible to restore visibility to a hidden Contract Template. To Unhide:
1. Navigate to Administration > General > Contract library
2. Hidden Contract Templates can be viewed in the library by clicking Status filter (Show Active only is defaulted) to select to view “Show Hidden only” Contract Templates
3. Click Unhide and a confirmation message will appear of the updated status
4. The Contract Template is moved back to Active status and will be available to select in Contract Workflow Management & Recruitment again.
FAQ:
How to check your browser settings for PDF documents:
Please note that you may need confirmation from your IT team before changing these settings.
Chrome:
In the Chrome browser, select the three vertical dots in the upper-right corner.
Choose Settings > Privacy and security > Site settings
Expand the Additional content settings section > PDF documents
Enable the “Open PDFs in Chrome” setting.
Edge:
In the Edge browser, select the three vertical dots in the upper-right corner.
Choose Settings > Cookies and site permissions > PDF documents
Disable the “Always download PDFs files” setting.
Firefox:
If you are using the Firefox browser, please reach out to ELMO Support for assistance.
Safari:
If you are using Safari, please reach out to your IT team for help with this setting.