Create a Word Template for Work Certificates

Objective

On this page, you learn how to create a template for employee Work Certificates. This template can then be used as a basis for Work Certificates that are created as a result of an employee request.

You only need to create this Word Template once. After that, you can use it to create all of your Work Certificates and save a lot of time in your day-to-day work.

If you already have created a Word Template for your Work Certificates, read how to create a Word Document from a Work Certificate record here.

Process

HR Manager
Creates Word Template for employee Work Certificate
Employee
Requests Work Certificate
HR Manager
Enters employee information for the Work Certificate
Automated process
Work Certificate Template is populated with appropriate information for the employee
Employee
Receives complete Work Certificate

Prerequisites

  • You are HR Manager and have a valid license assigned

Click Through

  • Start in HR HUB
  • Under Administration, select Work Certificates
  • Open the Work Certificate record for the applicable employee
  • Open the drop down menu for the Word Template option in the ribbon
    • This option may be contained within the three dots (vertical ellipsis) menu, depending on the size of your screen
  • Download the template
  • A window opens (Screenshot). Fill the required information:
    • The Entity is Work Certificate
    •  You have the possibility to define additional entities in the 1:N relationship, N:1 relationship or N:N relationship. In this case the N:1 relationship is needed. Select "Employee (xrm1_employee_work_certificate_referring)" here.
  • Click Download and save the document as a template to your desired location
    • The downloaded Word document looks to be a blank document, we recommend that you first design it based on your corporate design guidelines.
  • Next, activate the Developer Tools in the Navigation tab
    • In standard, the tab Developer is not shown. If it's not yet shown in your Word, follow those steps:
    • Go to the tab File, then Options (bottom left)
    • In the dialog which opens, click on Customize Ribbon
    • Here, as well as under Main Tabs, activate the checkbox for Developer
    • Confirm by closing the dialog with OK
    • After configuring this setting once, the tab Developer will remain visible in your Microsoft Word. If you don't need it anymore, you can deactivate the checkbox again, if you want.
  • Once the Developer Tools tab is visible in your Word Document, navigate to it
  • Select the XML Mapping Pane option from ribbon
  • Custom XML Part:
    • Select 'urn:Microsoft-crm/document…' (Screenshot)
  • Expand 'xrm1_work_certificate' option in right hand dialogue box
  • Identify and enter the following field data:
    • xrm1_certificate_category  (Certificate category)
    •  xrm1_opening (Opening)
    •  xrm1_company_description (Company Description)
    •  xrm1_task (Task)
    •  xrm1_rating_expertise_text (Expertise)
    •  xrm1_rating_motivation_text (Motivation)
    •  xrm1_rating_approach_text (Working approach)
    •  xrm1_rating_quality_text (Work quality)
    •  xrm1_rating_workload_text (Workload endurance)
    •  xrm1_rating_leadership_text (Leadership (Only for managers))
    •  xrm1_rating_assessment_text (Overall assessment)
    •  xrm1_rating_behaviour_text (Social behavior)
    •  xrm1_rating_exit_text (Exit reason)
    •  xrm1_rating_farewell_text (Farewell phrase)
    •  xrm1_rating_remarks_text (Additional remarks and phrases)
    •  xrm1_handed_over_on (Handed over on)
    •  xrm1_work_certificate_ratingmanager_idname (Rating manager)
    •  To insert the fields in to the document, complete the following for each field individually:
      • Click on the position in the document where you would like to add the field as placeholder
      • Select the field in the XML Mapping Pane
      • Right click
      • Insert content control – Rich text
      • This will now appear at cursor location 
  • When you have filled all needed content controls into the Word Template, Save the file in a memorable location

Hint

  • The Work Certificate Ratings should be entered in to the Digital Personnel File in the primary language of the employee, this will ensure that the work certificate information is imported in to the Work Certificate in the employee's primary language.

Result

The 'placeholders' you put into the Word Template will be filled with Data from the System every time you create a Work Certificate. This way, an individualized Work Certificate for the employee is created based on the template.

Here you can find the tutorial on how to create a Word Document for a Work Certificate using the Template you just created.

HR