Create Document Templates

Add documents and document templates to a job category or Onboarding profile.

These documents can then be shared or included for acknowledgement and signature as part of the job application or onboarding process.
Note: If you have already created a document in the Document Library, you can add it to the job category or Onboarding profile in the Hiring Process Builder.

Only the Onboarding / ATS Admin can create and manage these documents.

  1. Select Employee Tools > Hiring Process Builder.
  2. Select the Setup button, and then select Manage Document Templates.
  3. To create a new document select + Add New.
    The Edit Bulletin page opens.
  4. In Headline, enter the document name.
  5. In Mode, select either Onboarding (Acknowledgment Required) or Onboarding (Signature Required)
    • Documents for acknowledgment require users to select an Acknowledge button at the bottom of their shared document.
    • Documents for signature require the user to sign using their cursor (when on a computer), their finger (on mobile devices or tablets), or by selecting Generate Signature (if enabled).
  6. If your document should no longer be used as of a specific date, select an Expires On date. If you do not want the document to expire, select the pin icon.
    Expired documents are no longer available in the Hiring Process Builder or any profile in which they were included.
  7. When the new hire record is initialized to Vista, a copy of the signed or acknowledged document is attached to the employee's HR Resource record. To assign a specific Attachment Type, select it from the Attachment Type dropdown.
    This dropdown includes the DM Attachment Types that you have created in Vista.
    Note: Completed documents from Applicant Tracking will attach to HR Resources if the applicant is moved to Onboarding and the new hire record is initialized to Vista.
  8. In the Body section, you can enter the full message to new hires / applicants. If this notice is already contained in a PDF, you can attach that document instead of entering text in the Body section.
  9. To add attachments, use the following options:

    • In the Attachments section, select the Drop a file or Click to upload box to either drag and drop an attachment or to navigate to a file that you want to attach to this announcement. The attached file displays as a link that users can select to view and access downloading options.

    • To have an attachment display in full for users rather than as a link, select the Embed Attachment In Page checkbox.

      • For multiple attachments, users will still be able to see the attachment but will have a filter available for viewing the different files.

      • Acceptable file types when embedding attachments: Only attachments that are PDF or images (for example, PNG, JPEG, or TIFF) can be embedded. Proprietary documents can be attached but not embedded. Attachments with file extensions .XLSM, .XLSB, and .DOCM can be added but not embedded.

    • For embedded PDF attachments with fillable fields, you can select the Is Fillable PDF checkbox (displays only if you selected Embed Attachment In Page) if you want users to be able to complete the fillable fields and have that information saved directly to Vista.

      Note: Please note the following when embedding fillable PDF forms:

      • A user's progress is not saved on fillable PDF forms. Users must complete the form and submit it in a single session in order for their information to be saved.

      • When you select Is Fillable PDF, you cannot add any other attachments to the current document. If a document already contains multiple attachments, you must delete the ones that are not the applicable PDF before you can save the document.

    • Attachments can be downloaded by default. If you do not want users to have the option to download an attachment from the attachment viewer, select the Disable Attachment Download checkbox (displays only if you selected Embed Attachment In Page).

    • For embedded PDF attachments with fillable admin-specific fields, you can select the Required Second Step checkbox (displays only if you also select the Embed Attachment in Page and Is Fillable PDF checkboxes). This gives admins the ability to edit admin-specific fields in Onboarding fillable PDFs that have been completed by a new hire.

      Admin-specific fields must be set up in the fillable PDF before you upload the document to the portal.

      Note: The Required Second Step checkbox is an option for Onboarding documents only.
  10. To modify the text that appears just above where the user signs or acknowledges, enter the alternate text in the Signature / Acknowledgment Block Text field. This text displays on the PDF attachment.
    If you leave this field blank, users will see the following default acknowledgment text: "I have agreed to submit this acknowledgment by electronic means. I also certify that I understand that an electronic signature has the same legal effect and can be enforced in the same way as a written signature." This same text displays in the printed PDF.
  11. When you are finished, select Save at the top of the page. You can also select Save & Preview to review your document.