[RPA007] Request to Smart Document Generation to Request’s comment¶

What is it?¶

This automation generates a document from a request and add it to the comment section of the same request.

The following diagram presents a high-level view of this standard configuration:

Note

The information provided here is about standard RPA configuration. Custom RPA configurations offer more options and flexibility but induce extra costs. For instance, you need to use a custom configuration to save generated Document Generation Templates under document types of company documents. In this case, please contact your UKG sales representative.

For what purpose?¶

This automation is usually used to generate, preview and validate a document before sending it to signature (using another RPA automation).

Alternative approaches¶

You can also use:

Our API library to give you full autonomy but may require development resources on your side.
Manually generate the requested document and manually post it in the comments section.

Prerequisites¶

In order to use this automation, you need:

People Assist Request Manager configured
Smart Document Generation configured
The Smart Document Generation template ID (e.g. Template-ID: employment_certificate)
A trigger rule or a macro to trigger the automation

Request form field IDs¶

To generate the document based on the request’s data and post it in the comments section, you need to include the following mandatory field ids in the form:

Request form field id	Field types available	Description	Example
docgen-template-id	Short text; Dropdown; Single answer (radios); Single answer (buttons)	Technical ID (code) of the document generation template that will be used to generate the document.	`nyc_employment_certificate`
is_comment_internal	Dropdown; Single answer (radios); Single answer (buttons)	Allows to select if the comment with the generated document will be visible to the employee or not. Default value = `true` (will not be visible by the employee). If set to `false`, the employee will be able to read the comment and download the generated document.	`true`
comment_content	Short text; Long text	Text that will be posted in the comments with the generated document.	`Hello here is your certificate.`

Warning

This automation can only generate 1 document per request.

Smart Document Generation form fields¶

To get the data from the request to the document template, the request form’s field IDs must be identical to the slugs in the Smart Document Generation template.

Best practices¶

Please note the case sensitivity of all fields and field values.
The field IDs from the request must be identical to the fields used in the Document Generation template.
The RPA will be executed even if not all fields of the Document Generation template are filled. There are no checks at this stage of the automation.
API permissions on form fields must always be:
- Can complete this field
OR
- Must complete this field

Dataset syntax¶

To retrieve data set information from a request in a document generation template, you must comply with a specific syntax. That way in the generated document, you can get all values from each level of your dataset.

For example, you can have the following datasets:

Dataset	Tags in the docx template	Request form slug	Outcome
Name: IAMADATASET Levels: 2	IAMADATASET_1 IAMADATASET_2 with the “_1” and “_2” suffixes as it’s a 2-level dataset	dataset_2lvl_IAMADATASET The “2lvl” in the slug “dataset_2lvl_IAMADATASET” matches with the number of levels in the dataset	If you trigger the template, it can fetch values for the 2 levels of your dataset.
Name: IAMALSODATASET Levels: 3	IAMALSOADATASET_1 IAMALSOADATASET_2 IAMALSOADATASET_3 with the “_1” and “_2” and “_3” suffixes as it’s a 3-level dataset	dataset_3lvl_IAMALSOADATASET The “3lvl” in the slug “dataset_3lvl_IAMALSOADATASET” matches with the number of levels in the dataset	If you trigger the template, it can fetch values for the 3 levels of your dataset.

Options to be setup during the implementation phase by your UKG contact¶

CSV error report¶

A CSV error report is added to the RPA monitoring webpage when an issue is encountered by the automation.

Compatible trigger¶

The RPA can be triggered using a macro, an automation or a trigger rule, to be configured in People Assist.