[RPA012] Request to DocGen to Document Manager and/or employee vault¶

What is it?¶

Each request created in People Assist can generate a document using values from a request and send the document to Document Manager and/or employee vault.

For what purpose?¶

This automation is useful to generate a document and have it sent directly to the employee (for example: modification of an employment contract)

Alternative approaches¶

You can also generate and manually send the document to Document Manager and/or to the employee vault.

Prerequisites¶

Field ids¶

To fill the fields of the document template, the ID slugs of the fields of the request must be identical to the fields present in the document generation template: field_id = docgen_field_id.

To trigger the document generation based on the request and save the file in the employee folder and employee vault, you need to include the following mandatory field ids in the form:

Request field id	Description	Example
docgen-template-id	Document generation template ID	nyc_contract, ws_contract
output-format	The requested type of the document to generate	PDF (recommended)
doc-type-id	ID of the document type in order to archive the document correctly	contract, acceptance letter
title	Title of the archived document. The document title will always include the document date in the following format DD MM YYYY	12 12 2022 mycontract
target	If the value is `efm` the document is archived only in the employee folder, if the value is `evault` the document is archived only in the employee vault, if the value is `both` the document is archived in the employee folder and the employee vault	`efm` `evault` `both`
metadata__code	If the document type have metadata you can put the value in a request field metadata__codeofthemetadata	metadata__date

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 Ipm¶

CSV error report¶

Error reports keep track of any file not processed successfully. The error reports detail which file has failed and what the error is/status, this will be posted on UKG HR Service Delivery SFTP server in the folder chosen /out/rpa folder (only if an error occurs).

CSV error report naming convention:

cdmat_{{client}_RPA012_{{form id}}_{{request number}}_{{orchestration id}}.csv

Compatible trigger¶

The RPA can be triggered through a macro or automation to be configured in People Assist.