TheDocument Templatesmodule allows you to create, edit, and automate HR documents in a standardized, secure, and adaptable way to fit your organization’s different needs.
From contracts to certificates, this module centralizes document generation, ensuring consistency in content and compliance with internal review and signature processes.

Below, we explain all the capabilities you’ll find within a template and how to make the most of them.

🔹 General Information

In this section, the basic aspects of the template are defined, that is, how it is identified and how it behaves when generating documents from it.

Parameters:

Name:

This is the main identifier of the template and will be the name that appears in the lists when selecting a template to generate documents.
 

We recommend using clear and consistent names, for example:

“Contrato individual a plazo fijo – Chile” or “Certificado de vacaciones acumuladas”.

Type

Defines therole or employment natureof the document to be generated, allowing Buk to correctly classify it within each employee’s processes and folders.

The available types are:

• Contract
• Annex
• Settlement
• Certificate
• Notice letter
• Attendance annex
• Asset management

Each type has available variables and specific behaviors within the platform’s workflows and reports.

Format

Allows you to define the file format to be generated:

• PDF: recommended for documents that require electronic signature or legal safeguarding (non-editable).
• DOCX: useful when you want to manually edit the document after it’s generated.

⚠️Important:Only PDF files are valid and assignable tosignatureprocesses, in order to guarantee their integrity and prevent further modifications.

Folder

Defines in which folder within theemployee recordthe document will be stored once the generation flow is completed.

The employee record acts as a root folder (level 1), which can contain both subfolders and documents.

For example:

Root folder: “Ficha del colaborador”
Subfolder: “Contratos”
Final result: the signed contract will be automatically saved in “Ficha del colaborador / Contratos”.

Advanced options

Theadvanced optionsallow you to configure the template’s behavior and restrictions more precisely. The available options to configure are as follows:

• Generated file names:

  Allows you to customize the name under which documents issued from this template will be saved. By default, Buk adds ageneration timestamp(date and time) to avoid duplicates, which you can modify if needed, always ensuring the uniqueness of the file name.

• Companies:

  If your platform has several companies (legal entities) configured, you can limit the use of the template by this entity. This way, you ensure that each company only has access to the documents that correspond to it.

• Limit by data sets:

  Allows you to assign the template to a set ofspecific rules or conditions(for example, users, contract type, or department) to ensure it is only used in valid contexts for that template.

✍️ Review and signature

Buk allows you to defineautomatic review and/or signature workflows, ensuring that documents follow the proper controls before being issued.

☑️ This template requires a reviewer

With this option, you can set the document to be reviewed by a specific user before proceeding with its issuance, who canapproveorrejectit as the designatedreviewer.

You can assign the reviewer role through the following two options:

• Supervisor:defined based on the employee’s job relationship configuration, making it a dynamic reviewer who will depend on the employee to whom the document is issued.
• Other user:any person with an active record on the platform, who must be selected manually.

🔸 If the template has review enabled,the signature flow will not beginuntil the document has been approved.

☑️ This template requires a signature

Allows you to link the issuance of a document to asignatureworkflow, for which you can configure up to3 signers per document.These signers can have one of the following roles:

• Employee:The person to whom the document will be issued.
• Supervisor:Defined based on the employee’s job relationship configuration, making it a dynamic reviewer who will depend on the employee to whom the document is issued.
• Legal representative:User with representation powers configured in the "company" entity parameters.

Additionally, you can:

• Set signature order:

  This option allows you to set a default signing order, ensuring that notifications and permissions follow a specific sequence. This way, signers can only sign the document once the previous role in the established order has completed their signature, preventing parallel or premature signing. For example, first the employee, then the supervisor, and finally the legal representative.

⚠️Important:If no order is set, all signers will receive the request and can sign the document simultaneously.

• Include a validation QR code:

  This option will insert the validation QR code on each page of the document to be issued, placing it in the lower right corner.

🧩 Content

In this section, you write and shape the document’s content using our text editor, which offers various tools to create and customize your document.

Below are some of the available creation and customization tools:

• Template generator with Buk AI:

  If you don’t know where to start, you can askBuk AIto create a base template according to the type of document you need. The AI will generate the initial text and automatically insert the correspondingdynamic variables. This tool is ideal for eliminating the “blank canvas” problem and saving time on drafting.

• Preview:

  Allows you to simulate document generation by selecting a real employee. This way, you can see how the dynamic variables will be replaced and validate that the format is correct before generating the final document.

• Margins:

  Adjusts the document’s margins (space between the text and the page edges).
  You can choose from predefined settings or set custom margins according to your needs.

• Watermark:

  Adds a faded image that will appear in the center of every page of the document.
  This is useful for including elements like “Draft,” “Confidential,” or the company logo.

• Dynamic variables:

  Allow you to automate the personalization of documents by replacing variable information with the employee’s real data when generating the file. These variables can be inserted manually ({{nombre_de_variable}}) or selected from the{ }icon in the editor’s toolbar. Each variable can be configured according to its data type (text, number, date, etc.) and its format (separators, decimals, date format, among others).

• Smart search with Buk AI:

  If you don’t know which variable you need, you can use theconversational searchintegrated with Buk AI.
  You just need to describe the information you want to include (for example:“I want to add the employee’s ID”), and Buk AI will show you the available variables that match that description.

💡 Recommended best practices

• Useclear and consistent template namesto make them easier to find.
• Before publishing a template,preview itwith real data.
• If the document needs to be signed electronically, make sure it is inPDFformat.
• Keep acontrolled versionof your templates to avoid errors or duplicates.
• Leveragedynamic variablesto reduce typing errors and maintain data consistency.
• When working with signature workflows, make sure the signers are correctly set up in their records.

🧭 In summary

Buk’s document templates allow you to:

• Standardize the creation of HR documents.
• Incorporate automatic review and signature processes.
• Personalize documents with dynamic variables.
• Control the location, format, and workflow of each document.

Together, these capabilities ensuremore efficient, secure, and scalabledocument management for your organization.

💡Still have questions?
If this article doesn’t fully answer your question or you need support in a specific case, our team is available through our support channels.

Chat | Phone | Email

🎓Interested in getting certified in Buk?
We invite you to take a course of your interest at Buk Academy, where you’ll find guided content to deepen your use of the platform and strengthen your knowledge.

🤖 This article was translated using artificial intelligence. View original article.