People Resources

Templates

Create your own custom form record templates for individual forms and simply export them in PDF format as and when needed. For instance, you would need few forms as a paper document. In such cases, you can simply export the form record in PDF format and can print them instantly at any time. For example, form records like Company Welcome Letter, Employee Salary Revision Letter, Employee History Record, Employee Training record etc.,

How to create a form record template?

You can easily and quickly create a form record template in less than a minute. Please follow the steps given below to create your own custom form record template.

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Record Template' under 'Templates'.
  4. Click 'Add Template'.
  5. Choose the form from the drop down list.
  6. Type in the template name.
  7. Create your own template using the field values. Learn More.
  8. Click 'Save'.

Field Values in Templates

Field values in templates provides you with both the default form fields and the related fields of a form that is associated with the 'Lookup' field. It neatly segregates the fields into categories that makes it easier for you to add the required fields instantly while configuring the template. For example, if you are configuring a template for the 'Apply Leave' form, the default fields of that form will be listed along with the related fields of the Lookup form (for example, fields of the 'Employee' form). This helps you to quickly insert field values into the message box without having to spend much time.

How to insert field values in Templates?

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Record Template' under 'Templates'.
  4. Click 'Add Template'.
  5. Choose the form from the drop down list.
  6. Type in the template name.
  7. If you are creating a template for the 'Apply Leave' form, Apply leave form and the Employee form will be listed with their respective fields.
  8. Select the required category from the list and choose the appropriate field values one by one to insert them into the templates.
  9. Click 'Save'.

How to export a form record as PDF?

Once you create a form record template, you can export it in a PDF format and save it for later use. Please follow the steps below to export the form record in PDF format.

  1. Log in to your Zoho People account.
  2. Go to the specific tab and the form. For example, if you have created a form record template in the 'Employee Form' go to 'Organization' tab and then to 'Employee' form.
  3. Click a form record. (eg: employee record).
  4. Click 'More Actions'.
  5. Select ' Export to PDF' option.
  6. Select the template from the drop down list.
  7. Choose how you would want the file to be exported: Portrait or Landscape view.
  8. Click 'Download'.

Note:

  • Only users those who have the permission to export forms will be able to export the form record template. To learn more about Form Action Permissions, click here.

How to create Employee Welcome Letter

Here's a simple use case that explains how the 'Record Template' can be used for your organization. Let's consider few employees are joining your organization. In such instance, you would need a printed document of a 'Welcome Letter' along with your Company Policy and Agreement. You might already have readymade templates. But, editing a template(employee name, email ID, emp ID etc.,) every time when someone joins the organization is not an easy job! Considering this, Zoho People has provided you a simple, easy and really helpful feature that would automatically fill in the field details of the form like employee name, company name, employee ID etc., All you need to do is just export the form record of a particular employee and print it. It's that easy!

Below is the sample record template for the 'Welcome Letter'.

The above image shows the template configuration and the template preview of the 'Welcome Letter'. Simply configure the Welcome Letter template using the 'Insert field values' option by adding the required fields like Logo, company name, address, phone number etc., and write in the template message. Once done, you will be able to use this template for individual employees and can export in PDF format as shown in the image below.

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