Dynamic document templates allow the company or the employee to dynamically configure a document for the specific use case at hand. There are many different field type and configurations available, and this article is designed to outline them all so you can apply the right one for each use case.
Getting started
In order to configure dynamic document fields, View a dynamic document template in your Template directory. Click on the cog icon next to each field.
In order to create a dynamic document template and set / configure the field types, you will need Account Owner access to Worknice.
High level notes
- The ‘The assigner’ responder refers to the Worknice account owner who is generating the document
- The ‘The submitter’ responder refers to the person filling in the document
- Each field type has different configurations
- Field types and their configurations are set and edited in Worknice
- Formatting Options such as font, size, alignment, and colour are not defined by the field type. They are specified by the PDF creator used to create the template
Field types and their configurations
Smart field
A smart field is an advanced dynamic field designed to dynamically pull and display data pre-existing from the person profile in Worknice. These fields enhance user experience by providing contextually relevant, accurate, and up-to-date information directly within the document.
Use cases
Full name: auto adds the full name
Location: auto adds the location
Email address: auto adds the email address
Residential Address: auto adds the residential address
Current role: auto adds the current role
Start date: auto adds the start date
Features
Dynamic data retrieval - automatically fetches data from the Worknice people profile database
Validation and constraints - allows override information if incorrect on invalid
Multi-field connection - updating one field updates all connected fields creating a cohesive and interdependent form experience.
Configurations
- Required: Mark this field as required or optional.
- Placeholder text: Add placeholder text to guide responses, eg (this is the manager position, not the manager name).
- Responder select: choose who should input the dynamic data (responder or assigner).
- Field description: Write a small description to guide responses.
- Prefix: Add a prefix that appears before the inserted text.
- Suffix: Add a suffix that appears after the inserted text.
Prefix / suffix use case 1
| Input type | Input |
|---|---|
| Prefix | Dear |
| Field | Mary |
| Suffix | , |
| Result | Dear Mary, |
Prefix / suffix use case 2
| Input type | Input |
|---|---|
| Prefix | $ |
| Field | 100,000 |
| Suffix | per annum |
| Result | $100,000 per annum |
Single-line text field
A single-line text field is an interactive field that allows users to enter text into a designated area. It can accept a variety of input types, such as plain text, numbers, dates, or formatted text.
Use cases
Full name: manually add the full name
Location: manually add the location
Email address: manually add the email address
Residential Address: manually add the residential address
Current role: manually add the current role
Start date: manually add the start date
Features
Multi-field connection - updating one field updates all connected fields creating a cohesive and interdependent form experience.
Plain text capability: accept a variety of input types, such as plain text, numbers, dates.
Configurations
- Required: Mark this field as required or optional.
- Placeholder text: Add placeholder text to guide responses, eg (this is the manager position, not the manager name).
- Responder select: choose who should input the dynamic data (responder or assigner).
- Field description: Write a small description to guide responses.
- Prefix: Add a prefix that appears before the inserted text.
- Suffix: Add a suffix that appears after the inserted text.
Prefix / suffix use case 1
| Input type | Input |
|---|---|
| Prefix | Dear |
| Field | Mary |
| Suffix | , |
| Result | Dear Mary, |
Prefix / suffix use case 2
| Input type | Input |
|---|---|
| Prefix | $ |
| Field | 100,000 |
| Suffix | per annum |
| Result | $100,000 per annum |
Multi-line text field
A multiline text field is an interactive field designed to allow users to input multiple lines of text within a designated area.
Use cases
Company phone clause: add a block of text if the employee is entitled to a mobile phone
Address: add in an address formatted on multi-line
Features
Multi-field connection - updating one field updates all connected fields creating a cohesive and interdependent form experience.
Plain text capability: accept a variety of input types, such as plain text, numbers, dates.
Configurations
- Required: Mark this field as required or optional.
- Placeholder text: Add placeholder text to guide responses, e.g. (this is the manager position, not the manager name).
- Responder select: choose who should input the dynamic data (responder or assigner).
- Field description: Write a small description to guide responses.
Date field
A date field is a specialised interactive field designed to allow users to input or select a date in a predefined format. Users manually enter a date or select one using a date picker.
Use cases
Contract date: the date of the contract
Start date: the job start date
Effective date: the effective date of an upcoming change
Features
Plain text input - Insert letters, numbers and special characters
Multi-field connection - updating one field updates all connected fields creating a cohesive and interdependent form experience.
Current date auto default - pre-selects the current day
Configurations
- Required: Mark this field as required or optional.
- Placeholder text: Add placeholder text to guide responses, e.g. (this is the manager position, not the manager name).
- Responder select: choose who should input the dynamic data (responder or assigner).
- Field description: Write a small description to guide responses.
e-signature field
An e-signature field is an interactive form element that allows users to electronically sign a PDF document. It is commonly used for agreements, contracts, or any document requiring formal approval or acknowledgment. A user draws their signature with a mouse, stylus, or touchscreen.
Features
Flexible input - a user draws their signature with a mouse, stylus, or touchscreen.
Multi-field connection - updating one field updates all connected fields creating a cohesive and interdependent form experience.
Use cases
Contracts: e-signing contracts
Deeds: e-signing deeds
Configurations
- Required: Mark this field as required or optional.
Dropdown field
A dropdown field is an interactive field that allows users to select one option from a predefined list of choices. This helps enable more control and accuracy of data being added to dynamic document when the range of responses are known.
Use cases
Work locations
Award and classification
Features
Predefined Options: Users can select a single option from the dropdown menu.
Configurations
- Predefined Options: Enter in your choice of defined options.
- Required: Mark this field as required or optional.
- Field description: Write a small description to guide responses.
You're all done!
If you have any questions please reach out to our support team at help@worknice.com or through the help section within Worknice.