Creating documents

You can upload your own Word documents to each HR agenda as templates for print reports. In these Word documents you can use Field Identifiers, for example {{record.dateoftraining}} and the system will then populate your Word document with the data for that record from the Giriton agenda at the time of export.

From the User menu - Manage - Custom Agendas menu, select a specific agenda, for example Property Records. Switch to the Reports tab and use the " + " button to add a new Word document or enter the URL of a shared docx file (for example, a Google Drive document that has sharing enabled, see section below).

Automatic document completion

Your Word document can be populated with record data from the agenda at the time of export. For example, you may want to automatically fill in the name of the employee or the date of training in your OHS training log. This is what the Field Identifiers are for. You can see the Field Identifier for each field of each agenda in the Agenda Fields tab. So, in a Word document, where you want the training date to be, you would type, for example, {{record.dateoftraining}} . Then, when you select a record in the Training agenda, click Print, and select the OHS Training Log report, a Word document automatically downloads populated with the dates of the selected record.

This way, you can upload all your Word documents for employment contracts, addenda, handover reports, OHS or other training reports to Giriton as templates and then download them populated with the relevant data.

Template input fields

However, some data needs to be filled in at the time of exporting the document. For example, at the end of the document there is usually "Signed in Prague", but what about your Brno branch? That's why we added the so-called Input fields.

To each template you can add any Input fields of different types (yes/no, date, text, ...), which the system will ask you for each time you create a given print report. For example, you would add the "Signed in" (text type), "Signed on" (date type), and "Employer Representative" (User type) fields to the Transmittal Report. Giriton will then ask you for this information each time you create a handover report. In the template, you then use not the identifier {{record.signedDay}} but {{input.signedDay}} for such Fields, the prefix "input" denotes the input Fields.

Function "if not specified, use another value"

For example, at the end of a document there is usually a section "Signed in ...............". Ideally, you would use the Input Fields function, so the word template would say "Signed in {{input.signedV}}". Every time a document is created, the system will ask for the input field "Signed in", where the user enters e.g. the value "Brno".

But what if sometimes you want to fill in the value and sometimes leave it blank? If the value is empty, then you would like to have "Signed in ..............." in the generated document.

This is exactly what the "if not specified, use value" functionality is for. Insert the text "Signed in {{input.signedV?:'......................'}}" into the template. The system evaluates such a line by "if input.signedV is specified, its value is printed, otherwise the value after the question mark and colon, '......................', is printed.

Hiding paragraphs

In some cases, the "hide paragraph" function may be useful depending on the input data. For example, in the Transmittal Log, you want to hide the paragraph allowing off-site use of the transmitted items, but only in certain cases.

In this case, add a comment to the Word document for the whole paragraph, in which you insert {{block.removeIf(input.undeleteProhibited)}} with the Yes/No expression inside the parentheses, in this case we used the value of the input field "Undelete Prohibited". When the document is created, the expression is evaluated and the entire paragraph is hidden if necessary.

Google Doc as a template

You can use your Word document as a template for creating a document by adding the Agenda Field Identifiers and uploading it to Giriton. If you need to edit the template later (for example, to add a new paragraph to a handover report), you can download the Word template from Giriton, edit it, and upload it to Giriton again.

However, you can also use a shared Google Doc as a template. Just click on the + in Giriton - User Menu - Manage - Custom Agendas - Reports, select the URL Address option and enter the URL of the shared Google Document. You can get this by clicking Share - Everyone who has the link - Copy link in the window with the Google Document. Your Google Document will then be used as a template just as if it were a Word document.