Fairsail PDF Template Generator: A Complete Guide

Fairsail PDF Template Generator: A Complete Guide Version 12 FS-HCM-PTG-COMP-201506--R012.00

Fairsail 2015. All rights reserved. This document contains information proprietary to Fairsail and may not be reproduced, disclosed, or used in whole or in part without the written permission of Fairsail. Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations. Fairsail takes care to ensure that the information in this document is accurate, but Fairsail does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Fairsail, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document. Nothing in this document alters the legal obligations, responsibilities or relationship between you and Fairsail as set out in the contract existing between us. This document may contain screenshots captured from a standard Fairsail system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended. All trademarks and service marks mentioned in this document belong to their corresponding owners. FS-HCM-PTG-COMP-201506--R012.00 Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 2

Contents Contents About this Guide 4 Feedback 4 Related Guides 5 Fairsail Collaboration Portal: Guide for Users 5 Fairsail HCM: Guide for HR Managers 5 Fairsail HCM Configuration Guide 5 Frequently Asked Questions 6 How can I make a formula work across objects? 7 PDF Template Generator 8 Creating a New PDF Template 9 Using PDF Template Content Editors 12 Inserting and Manipulating an Image 13 Inserting and Editing a Link 14 Working With Tables 16 Using Formulas and Merge Fields 21 Formulas 21 Merge Fields 21 Adding, Deleting and Moving Sections 25 Controlling Section Breaks 26 Conditional Sections 27 Repeating Sections 28 Copying a PDF Template 30 Using PDF Templates 31 Sending a PDF Document With an Action Email 32 Sending a PDF Document From a Record 33 Using Preview 35 Selected Reference Fields 37 Glossary of Terms 39 Index 41 Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 3

About this Guide Fairsail PDF Template Generator: A Complete Guide provides set up, usage, and maintenance information for PDF Templates on Fairsail. PDF Templates can be used to generate PDF forms for sending with Action Emails or direct from a record. The Guide includes step by step guidance supported by screenshots for: Setting up templates with text, images, links, formulas and merge fields, multiple, conditional and repeating sections. Sending PDFs based on a template with Action Emails or from Team Member, Employment, or Absence records. Enhancements in this release are shown: indicates a completely new feature. Highlighted text indicates a significant enhancement. Feedback Feedback from you on our products and on our documentation is important to us. Let us know what you think, let us know if you like what we do, and let us know how we can do better. To provide comments and suggestions on any aspect of Fairsail please email us: feedback@support.fairsail.com To provide specific feedback on our documentation please email our documentation team: documentation@fairsail.com Thank you - together we can make a great product even better. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 4

About this Guide Related Guides Related Guides Fairsail Collaboration Portal: Guide for Users Coverage summary How to use Fairsail for all day to day HR processes, such as booking vacation and recording absence, setting and checking objectives, requesting training, and recording changes to your personal circumstances. Typical target audience You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You want quick and easy self service access to the information your organization asks you to maintain about yourself and your direct reports. Fairsail HCM: Guide for HR Managers Coverage summary How to use the Fairsail HR Manager's Portal to enter and maintain employment details, including salary, salary related, and benefits information. How to use reports and dashboards to extract and view information held in the Fairsail system. Typical target audience You have responsibility for the HR records of a number of employees and provide first line support on the HR system for them. Fairsail HCM Configuration Guide Coverage summary How to set up, manage, and maintain the Fairsail HCM system. Includes detailed configuration information. Typical target audience You have overall responsibility for the content of the Fairsail system within your organization and provide first line support for HR Managers. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 5

Frequently Asked Questions Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 6

Frequently Asked Questions How can I make a formula work across objects? How can I make a formula work across objects? Starting from the object hosting the formula, build a chained field reference to the field you want to use. Use the API Names of the objects and fields. Replace the terminating c in the object API Names with an r Example To use the Current Salary Amount in a formula hosted by the Team Member object: fhcm2 Current_Employment r.fhcm2 CurrentSalary r.fhcm2 Amount c More information Fairsail PDF Template Generator: A Complete Guide, Using Formulas and Merge Fields (see page 21) Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 7

PDF Template Generator The Fairsail PDF Template Generator enables you to create and use PDF documents within Fairsail. Documents based on the templates can be sent with Action Emails and directly from records including Team Member, Employment, and Absence. PDF documents provide a convenient way of providing information in print ready form, with fixed layout and content. Typically, organizations use PDF documents for employment contracts, letters carrying changes to terms and conditions of employment, branded company wide announcements and so on. Key features of the Fairsail PDF Template Generator include: Templates produced with the Fairsail PDF Template Generator can be cloned. Individual documents based on a template can be previewed and edited before sending, without affecting the original template. Templates can use formulas to enable content to be closely tailored using data from the Fairsail system Formulas can set conditions that must be met before parts of a form are included. You can: Produce one or more templates corresponding to company letterhead variants. Clone those templates to act as basic containers for all the different form types you wish to use. Base forms on a selected template, and include only those sections, sentences or clauses that are relevant to each case. Repeat sections in a form so that all records of a particular type can be included, for example, repeat once for each objective assigned to a Team Member, or once for each benefit awarded to a Team Member. Edit an individual form to add further personalization without affecting the underlying template. Adobe Acrobat PDF documents can be viewed with the freely available Adobe Reader, downloadable from www.adobe.com http://www.adobe.com. Adobe Reader does not enable you to edit PDF files. You can edit PDF files with Adobe Acrobat, also available from the Adobe website. Acrobat also enables you to apply password protection and other levels of security to existing PDF documents. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 8

1. Click the PDF Templates tab. Fairsail displays the PDF Templates Home page: Creating a New PDF Template Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 9

Creating a New PDF Template 2. Click New. Fairsail displays the PDF Template page: Use this page and its WYSIWYG editors to set the page layout and the content for the PDF Template. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 10

Creating a New PDF Template 3. In the Information section, complete the fields as follows: Field PDF Template Name Paper Size Description The name you want to use for the Template. Use a name that makes it easy to identify the content of the template. The name is displayed in the PDF Template lookup dialog throughout Fairsail. When you send a PDF document based on a Template as an email attachment from a record, PDF Template Name is the default value for the email subject. Picklist. The paper size for all files based on this template. Select from: Font Size Margin Top Margin Left, Margin Right Margin Bottom US-Letter US-Legal * Margin fields accept the following units: A4 Picklist. The default size in points (pt) for the text in the template. Select a size that is appropriate for the content. If you select None, text defaults to 12 point. Number with units*. Space at the top of the page. Margin Top must be deep enough to hold the header content. If the header includes text or images that take up more space than you specify for Margin Top, header content will overlap with the body of the document. Number with units*. Space at the left and right sides of the page. Number with units*. Space at the bottom of the page. Margin Bottom must be deep enough to hold the footer content. If the footer includes text or images that take up more space than you specify for Margin Bottom, footer content will overlap with the body of the document. px for pixels (the default; you do not have to specify the unit) % for percentage. The margin is set to the specified percentage of the page width (for Margin Left and Margin Right) or height (for Margin Top and Margin Bottom) in for inches cm for centimeters mm for millimeters em for units of the current text point size. 10em in a 10pt font = 100pt. ex for units of the current text x height pt for points pc for picas 4. In the Content section, build the content of the PDF Template. Fields for each part of the template, Header, Section(s), and Footer, include WYSIWYG editors (see page 12). Header, Section(s), and Footer can include formulas and merge fields (see page 21). The main content comprises one or more sections. You can: o Add or delete sections, and change the order in which they are displayed (see page 25). o Control section breaks, for example displaying a section on a new page or a new line (see page 26). o Specify a condition that must be met for a section to be displayed (see page 27). o Repeat a section, controlling repetition with a condition (see page 28). 5. When you have completed the Template, click Save. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 11

Creating a New PDF Template Using PDF Template Content Editors Using PDF Template Content Editors Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 12

Creating a New PDF Template Using PDF Template Content Editors Inserting and Manipulating an Image To insert an image: 1. Click Image on the toolbar. Fairsail displays the Insert Image dialog: 2. Use the Upload Image tab to load an image from a locally accessible location: a. Click Browse... to find and select an image. b. Add a Description for visually impaired users. c. Click Insert. 3. Use the Web Address tab to load an image from a URL: a. Enter the URL. b. Add a Description for visually impaired users. c. Click Insert. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 13

Creating a New PDF Template Using PDF Template Content Editors To manipulate an image: 1. Click the image. o Use the image handles to resize it. o Use the alignment controls page. o Right click for Cut, Copy, and Paste: on the toolbar to position it left, center, or right on the 2. Click off the image. Inserting and Editing a Link To insert a link: 1. Select the text you want to link. Text can be open or in a table cell. You can also insert a link without selecting text - the link is inserted as the URL text, for example www.fairsail.com. 2. Click Link. Fairsail displays the Insert Link dialog: 3. Use the Link Info tab to specify the link: Link Type Picklist. Select from: URL Link to anchor in the text. If your text contains anchors, you can use this option to anchor selected text to an anchor. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 14

Creating a New PDF Template Using PDF Template Content Editors Protocol URL Picklist. Select from: http https ftp other If you select other, include the protocol prefix in the URL. The full url, following the colon. For example: www.fairsail.com 4. Use the Target tab to specify a target frame or window in which to display the selected link: Target Picklist. Select from: <frame> New Window Topmost Window Same Window Parent Window If you don't specify a target frame or window, the link defaults to display in a new browser window. 5. Click OK. To edit a link you have inserted in the template: Right click the link and select Edit Link: Fairsail displays the Link dialog for you to change the Link properties. To remove a link: Right click the link and select Unlink. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 15

Creating a New PDF Template Using PDF Template Content Editors Working With Tables The Fairsail PDF Template Generator includes a range of table editing tools, but these are best applied to existing tables in a template. Use a word processing package such as Microsoft Word to create your tables, then copy and paste into the Template. You can insert tables into Header, Footer or main content sections. To edit a table included in a Template: Right click anywhere in the table. Fairsail displays the table editing menu: To edit a cell or cells, click Cell (see page 17). To edit Rows, click Row and select from: o Insert Row Before o Insert Row After o Delete Rows To edit Columns, click Column and select from: o Insert Column Before o Insert Column After o Delete Columns To edit Table Properties, click Table Properties (see page 19). Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 16

Creating a New PDF Template Using PDF Template Content Editors Editing Table Cells To edit a cell or cells: 1. Select the cell(s) you want to edit. 2. Right click. Fairsail displays the Cell menu: 3. Select the option you want to apply to the cell or cells. Cell Properties displays the Cell Properties dialog: 4. Complete the fields as follows: Width Number. Use the picklist and select from: Pixels The cell is a fixed number of pixels wide. Height Percent The cell is a fixed percentage of the total table width. Then enter the width for the cell. Number. The height of the cell in pixels. You cannot specify cell height as a percentage of the total height of the table. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 17

Creating a New PDF Template Using PDF Template Content Editors Cell Type Picklist. Select from: Data General table cell content. Set normal and left aligned in the cell by default. Rows Span Columns Span Background Color Header Set bold and centered in the cell by default.. The number of rows you want the selected cell to span. The number of columns you want the selected cell to span. Enter an RGB color value in either decimal or hexadecimal form: RGB(red_decimal_value, green_decimal_value, blue_decimal_value) For example: RGB(13, 82, 159) #red_hex_value_green_hex_value_blue_hex_value For example: #0d529f Or click Choose to display the Select color dialog: Use one of these methods to select a color: Point and click on the color matrix to select a color. Enter the RGB code for the color in the box below Selected Color. Use the decimal or hexadecimal code for the color: o RGB(red_decimal_value, green_decimal_value, blue_decimal_value) For example: RGB(13, 82, 159) o #red_hex_value_green_hex_value_blue_hex_value For example: #0d529f Click Clear to remove a selection or click OK to insert the color in the cell. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 18

Creating a New PDF Template Using PDF Template Content Editors Word Wrap Picklist. Select from: Yes Text wraps in the cell and the row height expands as necessary to hold the cell contents, even if you have specified a cell height. No Text does not wrap in the cell and the cell width expands as necessary to hold the cell contents, even if you have specified a cell width. 5. Click OK. Editing Table Properties To edit Table Properties: 1. Right click in the table. 2. Select Table Properties. Fairsail displays the Table Properties dialog: 3. Complete the fields as follows: Rows Columns The number of rows in the table. You cannot change the number of rows here. To add or delete rows, right click in the table and select Rows. The number of columns in the table. You cannot change the number of columns here. To add or delete columns, right click in the table and select Columns. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 19

Creating a New PDF Template Using PDF Template Content Editors Width The overall width of the table in pixels. You can change the width by entering a new value: As a number of pixels, no unit required. Height As a number with a valid CSS unit: o px for pixels (the default; you do not have to specify the unit) o % for percentage o in for inches o cm for centimeters o mm for millimeters o em for units of the current text point size. 10em in a 10pt font = 100pt. o ex for units of the current text x height o pt for points o pc for picas The overall height of the table. You can change the height by entering a new value: As a number of pixels, no unit required. Headers As a number with a valid CSS unit, as given in Width Picklist. The part of the table to act as headings for the table content. Select from: None First row Text in the first row is set bold and centered in the cells by default. First column Text in the first column is set bold and centered in the cells by default. Border size Caption Both Text in both the first row and the first column is set bold and centered in the cells by default. Number. The width of the table border in pixels. Do not include a unit. Text. A label for the table to appear centered above the first row. 4. Click OK. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 20

Creating a New PDF Template Using Formulas and Merge Fields Using Formulas and Merge Fields Documents based on PDF Templates can be customized using formulas and merge fields. Formulas A formula enables you to calculate a value using math and logical operators, field content, fixed values and so on. The value is calculated at the point of generating the document, using the latest available information from the Fairsail system. Formulas must start from the object sending the PDF. For example, if sending the PDF from the Team Member object, all fields that are not part of Team Member must be prefixed with the API name of the object holding the field. (see page 37) Merge Fields A merge field enables you to use a field name to incorporate a value from a record. For example, the merge field fhcm2 Start_Date c in a PDF Template used from a Team Member record produces the Team Member's start date in the PDF document. You can use merge fields in formulas. Merge fields in formulas use the API name of the field with no surrounding symbols: Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 21

Creating a New PDF Template Using Formulas and Merge Fields Merge fields used outside formulas require additional syntax: You can add substitute text to a merge field. Substitute text displays in the generated document (email or PDF for example) if the merge record does not contain data in that field. For example: Please attend your Back to Work interview on {!fhcm2 Absence c.fhcm2 Back_To_Work_Interview_Date c, the date to be advised by your HR Contact}. This merge field displays the Back To Work Interview Date when it has been set, and the substitute text "...the date to be advised by your HR Contact" when the date has not been set. When using a merge field to reference a field in the same object, you can use full Salesforce syntax with the object API name as a prefix to the field API name: Or you can leave out the object API name and just use the field API name: Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 22

Creating a New PDF Template Using Formulas and Merge Fields Merge fields can work across objects, enabling you to generate a document such as an email or PDF file from one object that references a field or fields in another object or objects. Cross-object referencing uses an extension of Salesforce syntax to greatly enhance the range of merge fields you can reference in Fairsail (see page 37). Follow these rules: o The merge field must start from the current object. For example, if you are sending a PDF from Team Member, the first field reference must be to a field in Team Member. o Objects contain Lookup fields to provide links to other objects. For example, Team Member includes the following lookup fields: Field API Name Links to Current Competency Assessment fhcm2 Current_Competency_Assessment c The most recent, completed, competency assessment for the Team Member. Current Employment fhcm2 Current_Employment c The most recent Employment Record for the Team Member. Current Job Description fhcm2 Current_Job_Description c The most recent, completed, job description for the Team Member. Current Performance Review fhcm2 Current_Performance_Review c The most recent, completed, performance review for the Team Member. Current Talent Plan fhcm2 Current_Talent_Plan c The most recent, completed, talent plan for the Team Member. Department fhcm2 Department c The Team Member's HR Department. Job Profile fhcm2 Job_Profile c The Team Member's job profile. Policy fhcm2 Policy c The policy to which the Team Member is assigned. Use the Lookup fields in the current object when building merge field references across objects. o You can build a chain of merge field references with up to 5 links. This example has 3 links: It links from the current Team Member object to the Employment Record object, then to the Salary object to obtain the value of the Team Member's current salary. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 23

Creating a New PDF Template Using Formulas and Merge Fields o When using a merge field to reference a field in another object, replace the c at the end of the API names for the Lookup fields with an r: Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 24

Creating a New PDF Template Adding, Deleting and Moving Sections Adding, Deleting and Moving Sections On the PDF Template page, each section has a set of control buttons: Use the buttons as follows: New Delete Inserts a new section below the current section. There is no limit to the number of sections you can have in a PDF template. Use the Layout options to control breaks associated with each section (see page 26). Deletes the current section. You are asked to confirm deletion: Click OK if you are sure. First Up Down Last Click Cancel to return to the PDF Template page without deleting the section. Moves the current section to appear first in the template, immediately following the Header on the first page of the document when it is rendered as a PDF. Moves the current section up one position in the main section content. Moves the current section down one position in the main section content. Moves the current section to appear last in the template, immediately before the Footer on the last page of the document when it is rendered as a PDF. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 25

Creating a New PDF Template Controlling Section Breaks Controlling Section Breaks On the PDF Template page, each section has a Layout picklist: Layout options enable you to control how a section is displayed: None Inline Display this section immediately following the previous section with no line or page breaks. For example, use Inline for sections containing: Conditional sentences that, when included, you want to form part of a standard paragraph. New Line Tables that you want to form part of the normal flow of text. Display this section on a new line. For example, use New Line for sections containing: Conditional paragraphs. New Page Before Images that you do not want to flow text around. Display this section on a new page. For example, use New Page Before for sections containing: Blocks of conditional text that you want to give prominence or to separate from surrounding text when they are included. Longer tables of supporting information. New Page After Appendix content. Display the section after this section on a new page. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 26

Creating a New PDF Template Conditional Sections Conditional Sections On the PDF Template page, each section has a Condition field: Conditions control when a section is displayed - the condition must be met before the section is included in a document based on the PDF Template. Conditions can include formulas. Conditions can operate across objects. For example, if you are using a PDF Template from the Team Member object, you can use Condition to evaluate a field on the Employment Record object. Follow the rules for using Merge Fields (see page 21). By default, Condition is blank. A blank Condition means that the section is always included in documents based on the template. Example Your organization uses multiple employment contracts, matching a contract to the level of benefits available to each grade of employee. Compensation award letters contain sections relating to base salary, bonus, and commission. Letters are sent with just the relevant sections included. PDF Template Setup for use from Team Member records Include a section in the PDF Template for each employee grade. Use Condition on each section to evaluate a Team Member's grade. Include the section if Grade matches the condition. For example, to use from the Team Member object: fhcm2 Grade c=='b' Include sections in the PDF Template for salary, bonus, and commission. Use a Condition on each section to decide which sections to include for each Team Member. For example: The Salary section has no condition because all Team Members receive a salary. The letter confirms existing salary for Team Members who are not getting an increase. For the Bonus section, include the section if the Team Member gets a bonus: fhcm2 Current_Employment r.bonus c<>'' For the Commission section, include the section if the Team Member is on a Commission Plan: fhcm2 Current_Employment r.commission_plan c<>'' Result Documents based on the template include only those sections relevant to each grade. The example condition includes the section when the Team Member's Grade is B. Documents based on the template include only those sections relevant to each Team Member. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 27

Creating a New PDF Template Repeating Sections Repeating Sections On the PDF Template page, each section has a Repeat field with associated Sort By and Condition fields: These fields control section repetition in a document based on the PDF Template. Complete the fields as follows: Field Repeat Description The API Name of the object containing the values you want to display in the repeating section. The object holding the values you want must be accessible from the object from which you send the PDF. For example, when sending a PDF from a Team Member record: To repeat a section once for each Objective for the Team Member, enter: fhcm2 Objective r Use the r to indicate a related object. Sort By Condition To repeat a section once for each skill held by the Team Member, enter: fhcm2 Skill r Use the r to indicate a related object. The API Name of the field on the object entered in Repeat you want to use to sort the sections. For example to sort Objectives by Start Date, enter: fhcm2 Start_Date c The condition that controls when the section is repeated. The section repeats as long as the Condition is met. For example, to repeat a section for each active Objective, excluding objectives with any other status, enter: fhcm2 Status c=='active' In the content of the section enter any text and Merge Fields you want to include. For example, if you are using repeated sections to list active objectives, your repeating section could include: Your objective: {!Name} with start date: {!fhcm2 Start_Date c} is currently {!fhcm2 Status c} and has a progress rating of {!fhcm2 Progress c}. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 28

When combined with Layout set to New Line, this generates a PDF with content as follows: Creating a New PDF Template Repeating Sections Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 29

Creating a New PDF Template Copying a PDF Template Copying a PDF Template To copy a PDF Template: 1. Click the PDF Templates tab. Fairsail displays the PDF Templates Home page. 2. Click the PDF Template Name for the Template you wish to copy. Fairsail displays the PDF Template page. 3. Click Clone: Fairsail makes a copy of the template and displays the PDF Template page for the copy. 4. Enter a name for the new Template. 5. The copy now becomes a new template for you to edit as you wish (see page 9). 6. Click Save. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 30

Using PDF Templates PDF Templates can be used to send customized documents from: Action Emails (see page 32) Records (see page 33) Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 31

Using PDF Templates Sending a PDF Document With an Action Email Sending a PDF Document With an Action Email You can attach a PDF Template to an Action Email. A PDF document based on the template is then sent with the Action Email every time it is triggered. 1. Click the Policies tab and select a Policy using the Action Email to which you want to attach the PDF Template. Fairsail displays the Policy Details page with a link to the Action Email Pattern. 2. On the Policy Details page click the Action Email Pattern name. Fairsail displays the Action Email Pattern Detail page. 3. In the Action Emails section, click Edit against the Action Email Name you want. Fairsail displays the Action Email Details page. 4. In the Details section, click PDF Template Lookup : Fairsail displays the PDF Template Lookup dialog. 5. Find and select the PDF Template you want to attach to this Action Email. 6. Check the settings in the Conditional Upon and Recipients sections of the Action Email Details page, making any changes you need as a result of attaching the PDF Template. Bear in mind that a document based on the PDF Template will be attached to the Action Email every time it is sent, and a copy of the document saved as an attachment. 7. Click Save. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 32

Using PDF Templates Sending a PDF Document From a Record Sending a PDF Document From a Record PDF Templates can be used to send customized documents from a number of records including: Team Member Employment Record Absence Before you can send a PDF from a record for the first time, you must add the Send PDF button to the page layout for the record: 1. Go to Setup > App Setup > Create > Objects 2. Click the label to select the object to which you want to add the Send PDF button. 3. At the top of the Custom Object page, click Page Layouts. Fairsail displays the Page Layout(s) defined for this object. 4. Click Edit against the layout you want to edit. Fairsail displays the layout page. 5. Click Buttons in the left panel of the Layout display. Fairsail displays the buttons available for this page layout. 6. Drag and drop the Send PDF button from the list of available buttons into position on the Sample page layout at the bottom of the window. 7. Click Save. You are now ready to send PDFs from the record. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 33

Using PDF Templates Sending a PDF Document From a Record 1. Go to the record from which you want to send the PDF document, for example the Team Member's Detail page. 2. Click Send PDF. Fairsail displays the Send PDF page: 3. Complete the fields as follows: PDF section PDF Template Picklist. Select from the PDF Templates you have available in your organization. Use PDF Template OR or Previous PDF; you cannot use both. Click Preview to view and edit a draft of the document. (see page 35) or Previous PDF Click New to create a new template. (see page 9) Picklist. Select from PDF documents you have previously generated and sent. Covering Email section To Team Member To Team Member Home To Manager CC Checkbox. Check to send the email and attached PDF to the Team Member's company email address as held on your Fairsail system. Checkbox. Check to send the email and attached PDF to the Team Member's home email address as held on your Fairsail system. Checkbox. Check to send the email and attached PDF to the Team Member's manager. The email address of anyone you want to receive a copy of the email and attached PDF. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 34

Using PDF Templates Sending a PDF Document From a Record Subject Covering Email The subject of the email. The content of the covering email. 4. Click Send. 5. The email is sent with the document attached, and a copy of the document is added to the Notes and Attachments related list for the record from which it was sent. Using Preview Before sending a PDF document from a record you can preview the document and edit it if necessary, changing details or adding further customization. Any changes you make are unique to the document you edit - they do not affect the underlying PDF Template. To preview a document: 1. On the Send PDF page (see page 33), when you have selected the PDF Template, click Preview: Fairsail displays a preview of the body of the document based on the template, with merge fields and formulas resolved, and conditional sections only included if they apply to the record from which you are sending the document. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 35

Using PDF Templates Sending a PDF Document From a Record The preview does not include page header and footer sections - you cannot edit these in Preview: 2. Use the content editor to make any changes you need (see page 12). 3. Enter Covering Email details (see page 33). 4. Click Send. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 36

Selected Reference Fields This table lists fields commonly used as merge fields to return values. They can be used widely in Fairsail, for example in Action Emails and in PDF files generated by the PDF Template Generator. Fields are listed in alphabetical order within object. What to Enter shows the complete syntax to enter when using each field from the given object. If you are using the field reference outside a formula, use What to Enter exactly as shown. If you are using the field reference in a formula: o Remove the opening and closing curly braces. o Remove the exclamation mark. Field Name What to Enter From the Employment Record Basis Continuous Service Date Contract End Date Current Salary Employment End Date Employment Last Working Date Employment Start Date First Name Hire Date Home Address 1 Home Address 2 Home Address 3 Home Address City Home Address Country Home Address Zipcode/Postal Code Job Title Manager {!fhcm Basis c} {!fhcm2 Continuous_Service_Date c} {!fhcm2 Contract_End_Date c} {!fhcm2 Current_Salary r.fhcm2 Amount c} {!fhcm2 End_Date c} {!fhcm2 Last_Working_Date c} {!fhcm2 Start_Date c} {!fhcm2 Team_Member r.fhcm2 First_Name c} {!fhcm2 Team_Member r.fhcm2 Hire_Date c} {!fhcm2 Team_Member r.fhcm2 Home_Address_1 c} {!fhcm2 Team_Member r.fhcm2 Home_Address_2 c} {!fhcm2 Team_Member r.fhcm2 Home_Address_3 c} {!fhcm2 Team_Member r.fhcm2 Home_Address_City c} {!fhcm2 Team_Member r.fhcm2 Home_Address_Country c} {!fhcm2 Team_Member r.fhcm2 Home_Address_Postal_Code_c} {!fhcm2 Team_Member r.fhcm2 Job_Title c} {!fhcm2 Team_Member r.fhcm2 Manager c} Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 37

Selected Reference Fields Sending a PDF Document From a Record Field Name Salary Period Salary Start Date Surname/Family Name Team What to Enter {!fhcm2 Current_Salary r.fhcm2 Period c} {!fhcm2 Current_Salary r.fhcm2 Start_Date c} {!fhcm2 Team_Member r.fhcm2 Surname c} {!fhcm2 Team_Member r.fhcm2 Team c} From the Team Member Basis Continuous Service Date Contract End Date Current Salary Employment End Date Employment Last Working Date Employment Start Date First Name Hire Date Home Address 1 Home Address 2 Home Address 3 Home Address City Home Address Country Home Address Zipcode /Postal Code Job Title Manager Salary Period Salary Start Date Surname/Family Name Team {!fhcm2 Current_Employment r.fhcm Basis c} {!fhcm2 Current_Employment r.fhcm2 Continuous_Service_Date c} {!fhcm2 Current_Employment r.fhcm2 Contract_End_Date c} {!fhcm2 Current_Employment r.fhcm2 Current_Salary r.fhcm2 Amount c} {!fhcm2 Current_Employment r.fhcm2 End_Date c} {!fhcm2 Current_Employment r.fhcm2 Last_Working_Date c} {!fhcm2 Current_Employment r.fhcm2 Start_Date c} {!fhcm2 First_Name c} {!fhcm2 Hire_Date c} {!fhcm2 Home_Address_1 c} {!fhcm2 Home_Address_2 c} {!fhcm2 Home_Address_3 c} {!fhcm2 Home_Address_City c {!fhcm2 Home_Address_Country c} {!fhcm2 Home_Address_Postal_Code_c} {!fhcm2 Job_Title c} {!fhcm2 Manager c} {!fhcm2 Current_Employment r.{!fhcm2 Current_Salary r.fhcm2 Period c} {!fhcm2 Current_Employment r.fhcm2 Current_Salary r.fhcm2 Start_Date c} {!fhcm2 Surname c} {!fhcm2 Team c} This table includes a small proportion of all available fields. For a complete list of Fairsail objects and fields, together with API Names and other details, go to Setup > App Setup > Create > Objects. Click an object Label to display the fields for that object. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 38

Glossary of Terms Action Email An email, form, or PDF document sent to Fairsail HCM users at various points in a process in response to a specific event. For example, an Action Email can be triggered when a competency assessment is created, or when an absence request is rejected by a manager. Fairsail supplies a comprehensive range of Action Email trigger events linked to all main processes. Action Emails are grouped in sets known as Action Email Patterns and the Patterns are linked to Policies. Action Email Pattern A group of Action Emails that are related in some way. For example, all emails used by a single process, or all those used by a policy. Action Email Patterns are linked to policies and you can link one Pattern to multiple policies, or have a Pattern serving the needs of just one policy. Action Email Patterns can be exported and imported to enable copying between organizations. Field label A text name for a field. Field labels are used on the user interface and in most cases can be changed as part of a localization project, or to conform to an organization's internal or industry specific terminology. Field labels map on to underlying API Names, which cannot be changed. Merge field A field you can add to an email template or formula (for example) to incorporate values from a record. The merge field is replaced with a real value when the email template is used to generate an email, or the formula is evaluated. An example Fairsail merge field is the field for Two-up Manager on the Team Member record: {!fhcm2 Team_Member c.fhcm2 Manager s_manager c} Merge record The record from which data is drawn by a merge field. API Name A unique reference name for a field in a Fairsail object. Every field has an API (Application Programming Interface) Name that is used internally by the software to ensure exact field matching. Unlike the field label, an API field name cannot change. An example API Name for an HCM field with the label Unique Id is fhcm2 Unique_Id c CSS Cascading Style Sheet. A style sheet language used to define the appearance of a document written in a markup language such as HTML, XHTML, or XML. Object A container used by Fairsail for storing information of a particular type, such as Team Member, Employment Record, Salary, or Absence. Each object is stored as a table, with columns for fields and rows for records. For example, each Team Member record (Steve Pendleton, Linda Haliwell, Guy Smiley) forms a row in the Team Member object with fields for name, job title, location, manager, and so on. Objects can be linked to other objects, so building a composite set of information about the people in your organization. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 39

Glossary PDF Template Generator Fairsail functionality enabling you to create and send Adobe Portable Document Format (PDF) files from within Fairsail packages. PDF files in Fairsail are typically used for employment contracts, amendments to terms and conditions, other formal letters to Team Members, branded company-wide announcements and so on. PDF templates can use formulas for conditional and tailored content. Pica, pc A unit of measurement for defining text font sizes and related typographic objects such as table cells and line widths. In digital typography and desktop publishing a pica is standardized at 1/6 inches. A pica can be subdivided into 12 points (pt). A valid unit to use in CSS. Pixel, px Picture element. The smallest addressable element in a display, so its physical dimensions depend on the display device. A commonly used unit when defining the dimensions of images, tables, and so on. A valid unit to use in CSS. Point, pt A commonly used unit of measurement for defining text font sizes and related typographic objects such as table cells and line widths. In digital typography and desktop publishing a point is standardized at 1/72 inches. There are 12 points in a pica. A valid unit to use in CSS. Record When you select a tab, the page displays information in rows. The information for each row is held in a record. For example, the Team Members tab groups all team member records together, with each record displayed on a separate row. Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 40

Index A About this Guide 4 Action Email 39 Action Email Pattern 39 Adding, Deleting and Moving Sections 11, 25 API Name 39 C Conditional Sections 11, 27 Controlling Section Breaks 11, 25, 26 Copying a PDF Template 30 Creating a New PDF Template 9, 30, 34 CSS 39 E Editing Table Cells 16, 17 Editing Table Properties 16, 19 F Fairsail Collaboration Portal Guide for Users 5 Fairsail HCM Guide for HR Managers 5 Fairsail HCM Configuration Guide 5 Feedback 4 Field label 39 Formulas 21 Frequently Asked Questions 6 H How can I make a formula work across objects? 7 I Inserting and Editing a Link 14 Inserting and Manipulating an Image 13 M Merge field 39 Merge Fields 21, 27 Merge record 39 O Object 39 P PDF Template Generator 8, 40 Pica, pc 40 Pixel, px 40 Point, pt 40 R Record 40 Related Guides 5 Repeating Sections 11, 28 S Selected Reference Fields 21, 23, 37 Sending a PDF Document From a Record 31, 33, 35, 36 Sending a PDF Document With an Action Email 31, 32 U Using Formulas and Merge Fields 7, 11, 21 Using PDF Template Content Editors 11, 12, 36 Using PDF Templates 31 Using Preview 34, 35 W Working With Tables 16 Fairsail PDF Template Generator: A Complete Guide Fairsail 2015 41