Document templates and contract types

1. Understand the chain first

1. In the left menu, open the ADM tab and expand Settings. The tabs (ADM / DMS / CRM / ATS) appear only when your company uses more than one module.
2. A document template is the Word document with placeholders — the wording of your contract, decision or certificate.
3. A contract type points at one template and adds the rules around it: how the document is numbered, how many days before expiry to warn, and who approves.
4. Only then can someone add a contract on an employee's Contracts tab and get a finished, numbered document.
5. Work in that order. Creating a contract type before its template means going back to fill in the template afterwards.

2. The templates screen

1. Open Document Templates. There are two kinds, and the segment bar switches between them: Regular documents (contracts, decisions, certificates) and Absences. All shows both.
2. Absence templates carry an extra Absence type column — each one is tied to the absence it prints, which is how the right decision comes out for a vacation versus sick leave.
3. Use Add template for a regular document and Add absence template for an absence one. Picking the wrong button puts the template in the wrong list.
4. The AI button drafts a template for you instead of starting from a blank document — useful when you have the wording in your head but not in a file. Review what it produces before using it.
5. Search by name and sort the list by name; each row shows who created the template and when.

3. Placeholders — the part that makes templates work

1. Give the template a name people will recognise in a dropdown, then either upload a Word document or write the text in the editor.
2. Wherever the document should show real data, type a keyword in square brackets. When the document is generated, each keyword is replaced with that employee's value.
3. The window lists 44 keywords, grouped so you can find them: Employee data (name, ID number, job role, address, working hours…), Contract (number, start and end date, gross and net salary, also spelled out in words) and Document (date, month, year).
4. The keywords follow your product language. In English they read [EmployeeFirstName]; in Bosnian the same keyword is [ImeZaposlenog]. Copy the spelling from the list in front of you rather than from an older document.
5. A misspelled keyword is not reported as an error — it simply stays in the finished document as literal text. If you see square brackets in a generated contract, that is the cause.
6. Test a new template by generating one document for a real employee before you use it for everyone.

4. The contract types list

1. Open Contract Types. Each row summarises the type: its Document template, Renew before days, its Counter, how many Approvers it has and its Visibility.
2. A type showing — none under Document template cannot produce a document — that is the first thing to fix.
3. Filter by Template to see which types use a template you are about to change, by Visibility (All employees or Limited), or by Approver.
4. The Template filter is the safe way to check impact before editing or deleting a template — you see every contract type that depends on it.

5. Add or edit a contract type

1. Click Add new type and enter the Contract type name — the only required field. It is what people pick when adding a contract, so name it the way your company refers to it.
2. Pick the Document template. The hint next to it points back to the templates screen if the one you need does not exist yet.
3. Set Renew days before. A notification fires that many days before a contract of this type expires — this is what stops fixed-term contracts from lapsing unnoticed. Choose a number that leaves time to actually prepare the renewal.
4. Decide the numbering with Separate document counter. No uses the company's shared contract counter — all contracts share one running number. Yes gives this type its own sequence, for example UR-2025-001.
5. Use Group identifier when several contract types should share one sequence — set the same identifier on each. Leave it empty otherwise.
6. Decide the numbering before the first contract is issued. Changing it later leaves a gap or a repeat in a numbering series that people rely on.
7. Add the Approvers for this type. A warning appears next to an approver whose account is no longer in a state that lets them approve — worth checking when approvals seem stuck.
8. Set the visibility — all employees, or a limited group — and click Save.

Related: Employee contract linked documents (annexes) · Fill in and change an employee's basic data · Set up departments and offices.