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Document Generation

CloudHR Document Generation module allows HR teams to generate official documents for multiple employees at once using predefined templates.

Instead of manually preparing documents one by one, you can apply filters and generate documents in bulk — saving time and ensuring consistency.

How to Access Document Generation​

  1. Log in to the CloudHR Admin Dashboard.
  2. From the left sidebar, click Organizations.
  3. From the top menu, navigate to Document → Templates.
  4. In the Templates list, locate the required template and click the Generate button in the Actions column.

The Generate Documents screen will open.

Step-by-Step Guide​

1️⃣ Select a Template​

At the top of the page, use the search bar to:

  • Search for a specific template
  • Select the template you want to generate documents from

Only saved templates will appear in the search results.

document form

2️⃣ Apply Filters​

Click on Generate Documents.

A pop-up will appear with filtering options to help you select employees.

Available filters:

  • Organization
  • Department
  • Location

These filters allow you to narrow down employees based on your requirement.

If needed, click Reset to clear all applied filters.

3️⃣ View Employee List​

After applying filters, a list of employees will appear.

The table includes the following columns:

  • Name
  • Actions
  • Employee Number
  • Organization
  • Department

You can now choose which employees you want to generate documents for.

4️⃣ Preview or Generate​

Under the Actions column, you will see two options:

Preview​

  • Click Preview to review how the final document will look with employee data populated.
document form

Generate​

  • Click Generate to create the final document for that employee.
document form

You may select multiple employees for bulk generation.

5️⃣ Finalize Generation​

After selecting the required employees:

  1. Click on Generate Official Template.
  2. The system will generate documents for all selected employees.
  3. Generated documents will be sent to employees via email.
document form

Where Generated Documents Appear​

Once a document is generated:

  • It is automatically sent to the selected employees via email.
  • It is also stored in the employee’s profile.

Employees can access the document by navigating to:

My Info → Attachments → Selected Folder

The document will appear inside the folder chosen during the generation process.

document form

Key Benefits of Document Generation​

  • Bulk document creation
  • Filter-based employee selection
  • Reduced manual effort
  • Accurate auto-filled employee data
  • Faster HR operations
  • Professional and consistent documentation

Best Practices​

  • Always preview before generating official documents.
  • Ensure employee data is updated before bulk generation.
  • Use filters carefully to avoid sending documents to unintended employees.