This article explains how to access and manage the document templates within SenseHR as well as how to use AMI, the AI assistant to get the best results with maximum efficiency.

To access and manage document templates within the SenseHR system, follow these steps.
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​**NOTE** The editor is designed for creating new documents therefore you will get best results from applying your formatting using this editor once you have finished adding your content

**NOTE** Only the following fonts are supported in SenseHR documents

Step 1. Click the settings tab icon from the main navigation bar on the left (only administrators will see this option.

Step 2.

Once in the settings area, click the tile labelled 'Documents' to access your templates and create new ones.

Step 3.

When you click the 'Documents' tile you will then be presented with this screen.

Step 4.

Click the blue 'Add' button in the top right corner to start creating a new template. Alternatively, to edit an existing template click the 3-dot menu on the far right-hand side to reveal the options 'Edit' and 'Delete'.

Step 5.

Once you have opened a new template or clicked to edit an existing template, you will be brought into the editor screen shown below.

Along the top you can access and utilise the toolbar to manage various editing options such a font and text side, bold, italic and underlined text as well as text colour and text highlight colour.

Additionally the toolbar offers text formatting option such as numbered and bulleted lists and text alignment.

Beyond this you can use the embed tools to embed multimedia content such as hyperlinks, images or even html.

We have applied a format removal button also to quickly and easily remove any custom formatting that has been added to a piece of text such as bold and underlined or even highlighted.

Step 6.

Dynamic content - Merge Tags

This feature offers a dropdown list of what we call 'Dynamic' items as these placeholder items will allow you to achieve advanced functionality against these templates.

The first thing these dynamic content items will do is 'Auto-Merge' employee details into the document for you. For example, where you wish the employee's first name to appear on the document, you would select the {{First name}} option from the list (example image below)

Dynamic content - E Signatures

You will see three options at the bottom of the dynamic content list called

- Signature

- Signature Date

- Signature Name

Select the 'Signature' tag and place this on the document where you want the persons physical signature to show.

Select the 'Signature Date' tag and place this on the document where you want the date of signing to show.

Select the 'Signature Name' tag and place this on the document where you want the name of the signee to show.

You can use all three of these tags multiple times for documents that require multiple signatures.

If you have added at least one signature field to the template within the editor, you will see this side menu appear on the right to assign a default signee.

As this is mandatory to save the template, we recommend that you add your own administrator name as this will be the name that appears by default moving forward when uploading this against employee profiles and you will simply need to replace your own name with the given signee at the time of uploading.

Placing your own name is the safest option as if you accidentally forget to replace this when uploading a copy to employee, the only result will be you have given yourself a task to sign instead of the correct person which can be amended retrospectively.

External Templates.

For anyone who has document templates currently sitting outside of the SenseHR system that you would like to enable the 'Dynamic content' for. You can do this manually by typing in or copying and pasting any of the tags shown in this list including the signature tags.

{%raw%}{{Full name}}{%endraw%}
{%raw%}{{First name}}{%endraw%}
{%raw%}{{Last name}}{%endraw%}
{%raw%}{{Email address}}{%endraw%}
{%raw%}{{Date of birth}}{%endraw%}
{%raw%}{{Title}}{%endraw%}
{%raw%}{{Gender}}{%endraw%}
{%raw%}{{Nationality}}{%endraw%}
{%raw%}{{Work phone}}{%endraw%}
{%raw%}{{Personal phone}}{%endraw%}
{%raw%}{{Employee ID}}{%endraw%}
{%raw%}{{Employment type}}{%endraw%}
{%raw%}{{Start date}}{%endraw%}
{%raw%}{{Continuous service date}}{%endraw%}
{%raw%}{{Job title}}{%endraw%}
{%raw%}{{Notice period}}{%endraw%}
{%raw%}{{Department}}{%endraw%}
{%raw%}{{Location}}{%endraw%}
{%raw%}{{Sub-company}}{%endraw%}
{%raw%}{{Line Manager}}{%endraw%}
{%raw%}{{Signature_1_Date}}{%endraw%}
{%raw%}{{Signature_1_FullName}}{%endraw%}

Step 7.

Using AMI: Your personal AI Assistant

At the bottom of the editor screen you will see the AI assistant which provides a text field showing the place holder text "how can I help you?" where you can provide your instructions to the AI assistant to help you create your documents.

You can utilise this in two simple ways.

1. Enter your prompts in the text box and click the 'go' arrow to the right to submit your instruction.

For example, you could enter a prompt like - "Create me a template letter for when an employee passes their probation. Be sure to include the employee's start date and a signature field."

AMI will then use your instructions to create your desired content like below.

This option is great if you have a clear idea of what the outcome is you want and therefore have plenty of your own clear instruction to provide to guide AMI to the correct result.

However, if you only have a rough idea of what you would like the outcome to be and you need some assistance on what prompts to provide, then you can use the 'Advanced' option to help you better.

2. Advanced - If you want more guidance, or are feeling stuck for ideas of what prompts to provide to AMI, you can click on the 'Advanced' option on the AMI Assistant toolbar at the bottom which will open up a side menu on the right of the screen.

This Assistant side bar gives you a template of instructions you can provide that AMI is typically looking for in your given guidance to create the desired outcome. Providing some information in each of these given prompt fields will much more likely get you the desired result than just random prompts stacked on top of each other.

A. Select template - This allows you to set the basic idea of what document you are creating, e.g. a contract, a policy, a declaration etc.

B. What are you looking to write? - This is where you can specify "a full time permanent contract" or "a declaration for drivers within the business to accept certain terms".

C. What are the main points you are looking to cover? - This is where we can get more specific still, like with the contract example "make sure to state clearly 20 day annual leave entitlement per year, make sure to state clearly 1 month notice period, make sure to state sickness policy of 10 days paid in a rolling 12 month period and SSP thereafter".
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​D. Select tone - This allows you to provide a writing style to how AMI will write this specific text e.g. Formal, Casual, Humorous etc. Depending on whether this is a information document like the employee handbook, you may want this to be more friendly and humorous to appeal to an internal audience and company culture. Alternatively something like an employment contract would likely have the style of Professional or Formal to suit it better for a new hire.

E. Output language - What national language do want this document to be written in from any of the following:

- English

- Dutch

- French

- German

- Italian

- Spanish

- Romanian

- Norwegian

F. Length - Provide a guideline of how many paragraphs in length you would ideally like this document to be. (optional)