Professional Documents
Culture Documents
A Complete Guide
Version 23
SP-HCM-PTG-COMP-201807--R023.00
© Sage 2018. All rights reserved.
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SP-HCM-PTG-COMP-201807--R023.00
© Sage 2018 2
Contents
Contents
Glossary of Terms 35
Index 37
© Sage 2018 3
About this Guide
Sage People PDF Template Generator: A Complete Guide provides set up, usage, and maintenance
information for PDF Templates on Sage People. PDF Templates can be used to generate PDF documents for
sending with Action Events 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 Events or from Team Member, Employment, or Absence
records.
Enhancements in this release are shown:
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 Sage People please email us:
feedback@support.fairsail.com
• To provide specific feedback on our documentation please email our documentation team:
documentation@fairsail.com
Thank you!
© Sage 2018 4
About this Guide
Related Guides
HCM: Guide for HR Managers
Coverage summary
How to use the Sage People HR Manager's Portal to enter and maintain employment details, including salary,
salary related, and benefits information. How to use the libraries supplied with HCM, and how to use reports
and dashboards to extract and view information held in the 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.
© Sage 2018 5
Frequently Asked Questions
© Sage 2018 6
Frequently Asked Questions
How can I make a formula work across objects?
© Sage 2018 7
PDF Template Generator
The Sage People PDF Template Generator enables you to create and use PDF documents within Sage
People.
Documents based on the templates can be sent with Action Events 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 PDF Template Generator include:
• Templates produced with the PDF Template Generator can be copied.
• Individual documents based on a template can be previewed and edited before sending, without affecting
the original template.
• Templates can use formulas and merge fields to enable content to be closely tailored using data from the
Sage People system.
• PDFs can include conditional content - conditions must be met before parts of a document are included.
You can:
• Produce one or more templates corresponding to company letterhead variants.
• Copy those templates to act as basic containers for all the different document types you wish to use.
• Base documents on a selected template, and include only those sections, sentences or clauses that are
relevant to each case.
• Repeat sections in a document 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 PDF document to add further personalization without affecting the underlying template.
Follow this sequence:
1. Create one or more PDF Templates (see page 9).
2. Set up a Force.com site to support PDFs and register the site on your HCM Configure page (see page 23).
3. Use the functionality (see page 28).
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.
© Sage 2018 8
Creating a New PDF Template
1. Select the PDF Templates tab.
Sage People displays the PDF Templates Home page:
2. Select New.
Sage People displays the PDF Template page:
Use this page and its WYSIWYG editors to set the page layout and the content for the PDF Template.
© Sage 2018 9
Creating a New PDF Template
How can I make a formula work across objects?
Field Description
PDF Template Name 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 Sage People.
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.
Paper Size Picklist. The paper size for all files based on this template. Select from:
• US-Letter
8.5 x 11 inches (216 x 279 mm)
• US-Legal
8.5 x 14 inches (216 x 356 mm)
• A4
210 x 297 mm (8.25 x 11.75 inches)
Font Size 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.
Margin Top 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.
Margin Left, Number with units*. Space at the left and right sides of the page.
Margin Right
Margin Bottom 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.
* Margin fields accept the following units:
• px for pixels - the default; you do not have to specify • mm for millimeters
the unit.
• em for units of the current text point size.
• % for percentage. 10em in a 10pt font = 100pt.
The margin is set to the specified percentage of the
page width (for Margin Left and Margin Right) or • ex for units of the current text x-height.
height (for Margin Top and Margin Bottom) x-height is the distance between the baseline and
the mean line of lower case letters in a typeface.
• in for inches
• pt for points
• cm for centimeters
• 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 11).
Header, Section(s), and Footer can include formulas and merge fields (see page 15).
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 18).
o Control section breaks, for example displaying a section on a new page or a new line (see page 19).
o Specify a condition that must be met for a section to be displayed (see page 20).
o Repeat a section, controlling repetition with a condition (see page 21).
© Sage 2018 10
Creating a New PDF Template
Using PDF Template Content Editors
© Sage 2018 11
Creating a New PDF Template
Using PDF Template Content Editors
Some browsers - such as Firefox - enable you to resize images directly in PDF Template Generator. For other
browsers, use image manipulation software to produce an image of the size you need before inserting.
To insert an image:
2. To load an image from a locally accessible location such as your desktop, select the Upload Image tab :
a. Select Choose File to find and select an image.
b. Add a Description for visually impaired users.
c. Select Insert.
3. To load an image from a URL select the Web Address tab :
© Sage 2018 12
Creating a New PDF Template
Using PDF Template Content Editors
To manipulate an image:
1. Select the image.
o Use the alignment controls on the toolbar to position it left, center, or right on the page.
o Select the right-click menu for Cut, Copy, and Paste.
Some browsers - such as Firefox - enable you to resize images directly in PDF Template Generator. For
other browsers, use image manipulation software to produce an image of the size you need.
2. Select off the image.
2. Select Link .
Sage People displays the Link dialog:
© Sage 2018 13
Creating a New PDF Template
Using PDF Template Content Editors
4. To specify a target frame or window in which to display the selected link select the Target tab :
If you don't specify a target frame or window, the link defaults to display in a new browser window.
5. Select OK.
To edit a link you have inserted in the template:
• Double click the link to re-open the Link dialog.
To remove a link:
• Select the text providing the link, or the url if there is no associated text, and delete it. Retype the text if you
want to retain it without the link.
© Sage 2018 14
Creating a New PDF Template
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 Sage People system.
• Formulas must start from the object sending the document. For example, if sending a document 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 33)
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__Hire_Date__c in a PDF Template used from a Team Member record produces the Team
Member's hire date in the PDF document.
• You can add substitute text to a Please attend your Back to Work interview on
merge field. Substitute text {!fHCM2__Absence__c.fHCM2__Back_To_Work_Interview_Date__c
displays in the generated , the date to be advised by your HR Contact}.
document (email or PDF for
example) if the merge record does
not contain data in that field. For This merge field displays the Back To Work Interview Date when it has
example: been set, and the substitute text "...the date to be advised by your HR
Contact" when the date has not been set.
© Sage 2018 15
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 Sage
People (see page 33).
Follow these rules:
o The merge field must start from the current object. For example, if you are sending a document from
Team Member, the first 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:
© Sage 2018 16
Creating a New PDF Template
Using Formulas and Merge Fields
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.
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:
© Sage 2018 17
Creating a New PDF Template
Adding, Deleting and Moving Sections
© Sage 2018 18
Creating a New PDF Template
Controlling Section Breaks
© Sage 2018 19
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 15).
• By default, Condition is blank. A blank Condition means that the section is always included in documents
based on the template.
Compensation award • Include sections in the PDF Template for salary, bonus, and Documents based on
letters contain sections commission. the template include
relating to base salary, only those sections
bonus, and commission. • Use a Condition on each section to decide which sections to relevant to each Team
Letters are sent with just include for each Team Member. For example: Member.
the relevant sections The Salary section has no condition because all Team Members
included. 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<>''
© Sage 2018 20
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 Description
Repeat 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.
• 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.
Sort By 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
Condition 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}.
When combined with Layout set to New Line, this generates a PDF with content as follows:
© Sage 2018 21
Creating a New PDF Template
Copying a PDF Template
Sage People makes a copy of the template and displays the PDF Template page for the copy with the PDF
Template Name field selected.
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. Select Save.
© Sage 2018 22
Setting up a Site to Support Action Event PDFs
Copying a PDF Template
© Sage 2018 23
Setting up a Site to Support Action Event PDFs
Copying a PDF Template
© Sage 2018 24
Setting up a Site to Support Action Event PDFs
Copying a PDF Template
Enable Feeds Checkbox. If checked, the Syndication Feeds Related List is displayed,
enabling you to create and manage syndication feeds for users on your sites.
Leave unchecked if your site does not use syndication feeds.
Clickjack Protection Level The level of protection to apply to the content of your site, controlling the ability
to hide malicious hyperlinks beneath legitimate selectable content.
Defaults to Allow framing by the same origin only.
Same origin framing enables the site's pages to be framed by pages on the
same domain, using the same protocol security.
Leave at the default setting unless you have a good reason to change it.
Require Secure Connections Checkbox. If checked, requests using http are redirected to https.
(HTTPS)
Upgrade all requests to HTTPS Checkbox. If checked, all requests are automatically upgraded to https. Can
be checked only if Require Secure Connections (HTTPS) is also checked.
Enable Content Sniffing Protection Checkbox. If checked, the browser is forced to use the information supplied in
the http header Content-Type field, not the actual content of the response.
Enable Browser Cross Site Checkbox. If checked, x-xss protection: 1 header - the cross-site scripting
Scripting Protection filter built in to the browser - is enabled in to stop pages from loading when a
cross-site scripting (XSS) attack is detected.
Referrer URL Protection Checkbox. If checked, Referrer-Policy origin-when-cross-origin and
Content Security Policy referrer origin-when-cross-origin are set for
browsers supporting them.
Guest Access to the Support API Checkbox. If checked, the Support API is accessible to guest users.
4. Select Save.
Sage People displays the Site Details page for the new site.
5. Scroll down to the Site Visualforce Pages Related List and select Edit.
6. On the Enable Visualforce Page Access page, select the following pages from the list of Available
Visualforce Pages and Add them the the list of Enabled Visualforce Pages:
o fHCM2 FormPDF
o fHCM2 PDF Send
o fHCM2 PDF Template
o fHCM2 PDF TemplateEdit
7. Select Save.
The list of Site Visualforce Pages includes a number of default pages to handle standard conditions in
addition to the PDF-specific pages you have added.
8. On the Site Details page, select Public Access Settings.
Sage People displays the Profile page created for the site you have defined. The Profile is assigned to a
Guest User License.
9. On the Profile page, select Edit.
Sage People displays the Profile Edit page.
© Sage 2018 25
Setting up a Site to Support Action Event PDFs
Copying a PDF Template
10. Scroll down to the Custom Object Permissions section, and set the following permissions:
PDF Templates
Team Member
© Sage 2018 26
Setting up a Site to Support Action Event PDFs
Copying a PDF Template
© Sage 2018 27
Using PDF Templates
PDF Templates can be used to send customized documents from:
Action Events (see page 29)
Records (see page 30)
© Sage 2018 28
Using PDF Templates
Sending a PDF Document with an Action Event
© Sage 2018 29
Using PDF Templates
Sending a PDF Document from a Record
© Sage 2018 30
Using PDF Templates
Sending a PDF Document from a Record
1. Go to the record sending the PDF document, for example the Team Member's Detail page.
2. Select Send PDF.
Sage People displays the Send PDF page:
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.
• Select Preview to view and edit a draft of the document. (see page 32)
• Select New to create a new template. (see page 9)
or Previous PDF Picklist. Select from PDF documents you have previously generated and sent.
4. Select 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 sending record.
© Sage 2018 31
Using PDF Templates
Sending a PDF Document from a Record
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 30), when you have selected the PDF Template, select Preview:
Sage People 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.
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 11).
3. Enter Covering Email details (see page 30).
4. Select Send.
© Sage 2018 32
Selected Reference Fields
This table lists fields commonly used in formulas and as merge fields to return values. They can be used widely
in Sage People, for example in Action Events 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.
© Sage 2018 33
Selected Reference Fields
Sending a PDF Document from a Record
This table includes a small proportion of all available fields. For a complete list of Sage People objects and
fields, together with API Names and other details, go to Setup > App Setup > Create > Objects. Select an
object Label to display the fields for that object.
© Sage 2018 34
Glossary of Terms
Action Event Field label
An email, form, or PDF document sent to Sage A text name for a field. Field labels are used on the
People HCM users at various points in a process in user interface and in most cases can be changed
response to a specific event. For example, an as part of a localization project, or to conform to an
Action Event can be triggered when a competency organization's internal or industry specific
assessment is created, or when an absence terminology. Field labels map on to underlying API
request is rejected by a manager. Sage People Names, which cannot be changed.
supplies a comprehensive range of Action Event
trigger events linked to all main processes.
Merge field
Action Events are grouped in sets known as Action
A field you can add to an email template or formula
Event Patterns and the Patterns are linked to
(for example) to incorporate values from a record.
Policies.
The merge field is replaced with a real value when
the email template is used to generate an email, or
Action Event Pattern the formula is evaluated.
A group of Action Events that are related in some An example Sage People merge field is the field for
way. For example, all emails used by a single Two-up Manager on the Team Member record:
process, or all those used by a policy. Action Event {!fHCM2__Team_Member__c.fHCM2__Managers
Patterns are linked to policies and you can link one _Manager__c}
Pattern to multiple policies, or have a Pattern
serving the needs of just one policy. Action Event
Merge record
Patterns can be exported and imported to enable
copying between organizations. The record from which data is drawn by a merge
field.
API Name
Object
A unique reference name for a field in a Sage
People object. Every field has an API (Application A container used by Sage People for storing
Programming Interface) Name that is used information of a particular type, such as Team
internally by the software to ensure exact field Member, Employment Record, Salary, or Absence.
matching. Unlike the field label, an API field name Each object is stored as a table, with columns for
cannot change. fields and rows for records. For example, each
An example API Name for an HCM field with the Team Member record (Steve Pendleton, John
label Unique Id is fHCM2__Unique_Id__c Sheridan, Demi Price) forms a row in the Team
Member object with fields for name, job title,
location, manager, and so on. Objects can be
CSS linked to other objects, so building a composite set
of information about the people in your
Cascading Style Sheet. A style sheet language
organization.
used to define the appearance of a document
written in a markup language such as HTML,
XHTML, or XML.
© Sage 2018 35
Glossary
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.
© Sage 2018 36
Index
A Sending a PDF Document with an Action Event •
28, 29
About this Guide • 4 Setting up a Site to Support Action Event PDFs • 8,
Action Event • 35 23
Action Event Pattern • 35
Adding, Deleting and Moving Sections • 10, 18 U
API Name • 35 Using Formulas and Merge Fields • 7, 10, 15
C Using PDF Template Content Editors • 10, 11, 32
Using PDF Templates • 8, 28
Conditional Sections • 10, 20 Using Preview • 31, 32
Controlling Section Breaks • 10, 18, 19
Copying a PDF Template • 22 W
Creating a New PDF Template • 8, 9, 22, 31 Working with Tables • 14
CSS • 35
F
Feedback • 4
Field label • 35
Formulas • 15
Frequently Asked Questions • 6
H
HCM
Guide for HR Managers • 5
HCM Configuration Guide • 5
How can I make a formula work across objects? • 7
I
Inserting and Editing a Link • 13
Inserting and Manipulating an Image • 12
M
Merge field • 35
Merge Fields • 15, 20
Merge record • 35
O
Object • 35
P
PDF Template Generator • 8, 36
Pica, pc • 36
Pixel, px • 36
Point, pt • 36
R
Record • 36
Related Guides • 5
Repeating Sections • 10, 21
S
Selected Reference Fields • 15, 16, 33
Sending a PDF Document from a Record • 28, 30,
32
© Sage 2018 37