How to create Merge Documents yourself in Martian Logic
To create merge documents, the first step is to upload your letter. Navigate to 'Packs' and select 'Content Manager' to begin the process.
Next, select the option labeled 'Create New Merge Document'.
Then click 'Upload' to choose and upload your letter.
You can either retain the original document name or modify it as needed. Next, specify whether the letter requires a digital signature from the candidate and if it needs internal approval prior to being sent to the candidate or employee. Once you have made these selections, click on the 'Create' button to proceed.
Now that you have your letter in the system, go to 'Packs' > 'Pack Templates' > 'New Pack Template'
Create a pack name, I made it 'Letter Testing Pack'
Add your letter to the pack by clicking on 'Add documents'
Choose your letter that you have uploaded earlier, and click 'Insert 1 selected Item'.
Now that you have created your pack, go to 'Packs' > 'Recent' > 'Start New Pack'
Select the pack you created, then click 'Next'
Click on 'Pick yourself for testing'
The pack would have been generated for yourself. Click on the edit button in red.
Here, you will see 2 sections of the document, on the left is where the fields that are in the contract will appear. As we have no tags in the contract yet, it is still blank. On the right side is the letter itself that will populate with the values chosen from the left. This will start to make more sense once we have the tags in.
Go to the 'Doc Template' tab and here you will see all the fields you can use to put into your letter.
What you'll want to do is, if you have 2 screens, have one screen on martian logic and the other screen for the letter. Otherwise, you can split screen the 2 on one screen as shown.
On the martian logic screen, you will see a few categories for the tags.
- Most Used - The most used tab contains the commonly used tags.
- Requisition - This tab contains fields from your approval workflows. The approval workflows are created for the following: Request to recruit forms, change of conditions/variation forms and offboarding forms. This tab is where you will source tags for data relating to the job/position e.g. employment type, salary and hours of work.
- Application - The application tab contains tags for fields on your application form. You will mostly use this tab to obtain person/applicant related data e.g. name, residential address and email address.
- Onboarding - The onboarding tab will contain the fields you create just for the contracts. This would predominantly be content blocks with presets for offer letters, variation letters or offboarding letters. Most of the fields you use will come from the Requisition and Application tabs.
- Signature - The signature tab is here you can access the tags that will present an electronic signature for both the applicant/candidate and the approving manager.
To start tagging your letter, choose a field to copy. For now we will start with the name. Click on Category to select Application Forms.
Then click on the copy button to copy the tag.
Then in your letter, paste it where it should go. It should look like so:
Copy the surname as well and paste it into the letter.
Now, copy the residential address. There will be a few options you can choose from. Generally, most letters will be using Full address, multi-line.
For the current date, you will need to go to the onboarding category. Copy the current date field with the date option you want and paste it at the top.
Once these are done, it should look something like below:
Now we will add in the employee contract details. Go to the requisition category as this wil have the field tags from your Request to Recruit form.
Copy Position and put it into the letter. Once done, click on the copy button for engagement. This engagement field will contain all the remuneration details for this employee, e.g. Employment type, Hours, Pay, FTE, Award, Classification, etc. Copy the right tags and paste it into your letter.
Now that this is done, we will add their start and end date should they have one. This will be under the Start / Effective / End date tag.
Under these 2 tags, there will be date options just like the Current date field. Choose one that suits you and paste it into the letter.
Once that is done, we'll add in location as well. There will be 2 options, just the name, or the address. You can copy both tags and put it into the letter if you wish to have both.
Finally, we will add the signature tag to the letter. Go to the 'Signatures' category, copy the candidate signature tag and paste it into the letter where the candidate should sign.
Then copy the Internal Approval Signature that needs to be signed internally and paste it where it needs to be.
Finalise any other tags that need to be added. When you are done, upload the file you edited into the system by clicking on update.
Choose the file, then hit save.
Keep in mind, doing this will update the template in the system as well, not just for this letter.
Alternatively, you can select save as new and it will save it as another template.
Once done, go back to 'Doc Editor' and you will see fields that are in the letter.
Put answers against these values, then hit the refresh button in the top middle of the screen.
Once refreshed all the answers on the left should populate on the right side in the letter like so.
