Document Generation (DocGen)

Overview

UKG HR Service Delivery provides a Document Generation (DocGen) feature that enables HR teams to automatically create personalized employee documents at scale. With DocGen, you can generate employment contracts, promotion letters, policy acknowledgments, and more — all pre‑filled with employee‑specific data.

DocGen simplifies HR operations by reducing manual editing, ensuring compliance, and improving the employee experience through consistent, branded documents.

Key features

• Template management: Create and maintain reusable document templates with placeholders for employee data.
• Dynamic data population: Insert employee information (e.g., name, position, salary) automatically from synchronized HR data or datasets.
• Multi‑language support: Generate documents in multiple languages, matching employee preferences.
• Batch generation: Produce hundreds or thousands of documents in a single process.
• Integration with workflows: Combine document generation with processes such as onboarding, promotions, or cross‑boarding.
• Electronic signature: Seamlessly send generated documents for e‑signature when required.
• Archiving: Store generated documents in the employee’s folder in the Document Manager.

Typical workflow

1. Template creation — HR administrators upload a Word‑based template with placeholders for data fields.
2. Data mapping — Placeholders are mapped to employee attributes, datasets, or custom fields.
3. Trigger generation — A generation event is initiated (via SFTP, API, or workflow).
4. Document output — Personalized documents are created for each employee.
5. Distribution/archiving — Documents are stored in the Document Manager, sent for signature, or distributed to employees’ vaults.

Supported input formats

• Microsoft Word (.docx) templates for design and placeholder insertion.
• CSV files for batch generation triggers (employee identifiers and related data).
• API payloads for programmatic generation.

Output

• PDF documents generated from the templates.
• Reports stored in SFTP output directories for batch runs (success, errors, summary).

Best practices

• Keep templates generic and rely on data placeholders for customization.
• Leverage datasets to avoid duplicating dropdown values in templates.
• Test templates in a staging environment before rolling out in production.
• Combine DocGen with electronic signature for end‑to‑end digital workflows.