How to create document templates in Buk?

If you need to automate the generation of contracts, annexes, or other documents with personalized information for your employees, you can create templates directly in Buk.

📝 Detailed steps

On the web platform:

1. Access theAdministrativemenu.

2. Go to theDocuments and Signaturemodule.

3. Click on theTemplatestab.

4. SelectCreate template(or edit an existing one).

5. Fill in the following fields:

   • Name: Name of the template.

   • Type: Contract / Annex / Certificate / Notice letter.

   • Format: Choose between PDF or DOCX.

   • Folder: Digital folder where the document will be saved once generated based on this template. If you don't select anything, this document will be available in the employee's root folder.

     • As you start typing, you'll see a list of existing folders.

     • You'll be able to tell if you're using an existing folder or creating a new one.

     • You'll also see how many employees each folder has to help you choose.

6. Define the signature options:

   • Does the employee sign?

   • Does someone from the company sign?(e.g.: supervisor, legal representative, another user).

     • Remember that you can have a maximum of 3 signers per document.
   • Does it require a reviewer?

7. Customize thegenerated file nameusing variables if you wish.

   • Keep in mind that, due to system validation, you cannot generate more than one document with exactly the same name, so we recommend adding a timestamp to avoid future errors in the document generation process.

8. Limit access to the template bycompanyordata set, if applicable.

9. Fill out the document as needed.

   • Remember that you can apply different formats to the text as required.

   • Use theVariablesbutton to insert custom fields into the document, which will pull data from different parts of the platform.

10. Click onPreviewto see how the document will look.

11. Finally, selectSave.

⚠️ Important considerations

• You will only be able to see the folders created in theroot folder(not subfolders) when selecting the future container folder for the issued document.

• The available folders functionality is only active when creating or editing a template.

• The use of templates requires the Electronic Signature and Document Management module to be active.

• You must have the “Configure Templates” permission enabled.

• Variables must be inserted correctly to be replaced in the generated documents.

✅ Expected result

You will have a customized template, ready to generate mass or individual documents with electronic signature. In addition, you will avoid creating duplicate folders thanks to the new folder visualization, improving organization from the very first step.

🚀 Remember, if you need help you can contact us through our support channels.