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Generate PDF or Document from Onboarding

Related products:Freshservice
  • September 27, 2023
  • 1 reply
  • 70 views
HighTechHick
Contributor
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We have been using the Employee Onboarding module for almost a year now. 

One feature that would really improve this for us is to have either a native or 3rd party integration to generate a PDF that could be sent at the end of the workflow to the new user’s reporting manager or HR with the new user’s login details, links, etc.

It seems like having some sort of template you would lay out (logo, links, ect) then have fields that would be filled out based on the data generated during the onboarding process (email, temp password, ect.) shouldn’t be too difficule to incorporate?

Or, perhaps an integration with Adobe or some similar cloud PDF service that could use this info to generate a PDF and attach it to the ticket?
 

1 reply

L
Community Debut
  • lumia567
  • Community Debut
  • September 28, 2023

 

Integrating PDF generation into your Employee Onboarding module to send customized onboarding information to new users, reporting managers, or HR can indeed be a valuable enhancement. There are a few approaches you can consider:

  1. Built-in PDF Generation: You can build a PDF generation feature directly into your onboarding module. This would involve creating templates for the PDFs, where you define the layout, include logos, links, and placeholders for dynamic data. During the onboarding process, you would populate these placeholders with relevant information (e.g., email, temporary password, etc.) and generate the PDF at the end of the workflow. There are libraries and tools available in various programming languages (e.g., Python with ReportLab, PDF.js, or JavaScript-based libraries) that can help with this.

  2. Third-Party PDF Generation Service: As you mentioned, you can integrate with third-party services like Adobe Sign, DocuSign, or PandaDoc that specialize in document generation and management. These services often provide APIs that allow you to create and customize PDF templates and fill in data programmatically. This approach can save you development time and provide a more comprehensive solution for document management.

  3. Custom Integration: If you have specific requirements that can't be met by off-the-shelf solutions, you can build a custom integration with a cloud-based PDF generation service. This would involve developing connectors between your onboarding module and the chosen service to generate PDFs based on the data collected during the onboarding process.

Here's a high-level overview of the steps involved in integrating PDF generation:

  • Design the PDF templates with placeholders for dynamic data.
  • Integrate with your onboarding module to capture and store relevant data.
  • Use a PDF generation service or library to populate the templates with the captured data.
  • Automatically send the generated PDF to the intended recipients, such as the new user, reporting manager, or HR, via email or another preferred method.

Also visit these links to get some help thanks:

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Ensure that the integration complies with data privacy and security regulations, especially when dealing with sensitive employee information.

Before proceeding with any integration, it's essential to consider your specific requirements, budget, and the existing technology stack of your onboarding module. Engage with your development team or consider consulting with experts in document generation and integration to determine the most suitable solution for your organization.

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