Work Certificate Template

This documentation will guide you in creating a work certificate template for your employees.

Log in to Dynamics 365 and switch to the "HR HUB" app if it is not already selected.

Navigate to Work Certificates under "Administration" (HR Hub). Create a new entry and then select it in the overview, or select an existing entry in the overview.

After selecting, "Word Templates" appears in the toolbar. Click on "Word Templates" and then on "Download Template".

An "empty" Word document will be downloaded. It is important to download the template first, so that the system can assign this template with the corresponding data.

After you have clicked on "Download template", a dialog opens. Select "Work Certificate" as the entity. You have the possibility to define additional entities in the 1:N relationship, N:1 relationship or N:N relationship. In this case the N:1 relationship is needed. Select "Employee (xrm1_employee_work_certificate_referring)" here.

Click the "Download" button and save the document as a template to your desired location.

Since the downloaded Word document is a blank document, we recommend that you first design it based on your corporate design guidelines.

Activate Developer Tools

By default, the Developer Tools are not displayed. Therefore, if it is not yet displayed for you, switch to Options (bottom left) on the File tab and click Customize Ribbon in the newly opened dialog.

Activate the "Developer" checkbox here and under Main Tabs.

After you have made this setting, the "Developer tools" remains visible. If you no longer need them afterwards, you can deactivate the checkboxes again.

XML Mapping

Once the " Developer" tab is in the ribbon, click "XML Mapping Pane" under the "Developer" tab.

On the right side the XML mapping area opens. Here, select urn:microsoft-crm/document-template/xrm1_work_certificate/10349 in the "Custom XML Component" dropdown.

Then open "xrm1_work_certificate" under "DocumentTemplate" by clicking on the arrow.

You will now see all the content controls. You can now add them to the document by right-clicking on the element and selecting Rich Text from "Insert Content Control".

Now add the content controls you need to the document and format them accordingly. Adding additional text is also possible. In the following example, "Würzburg," has been added before the date.

An overview of the scheme names can be found in the table below:

Display Name


Schemaname


Certificate category xrm1_certificate_category
Opening xrm1_opening
Company Description xrm1_company_description
Tasks xrm1_task
Expertise xrm1_rating_expertise_text
Motivation xrm1_rating_motivation_text
Working Approach xrm1_rating_approach_text
Working Quality xrm1_rating_quality_text
Workload Endurance xrm1_rating_workload_text
Leadership (only for Managers) xrm1_rating_leadership_text
Overall Assessment xrm1_rating_assessment_text
Social Behaviour xrm1_rating_behaviour_text
Exit Reason xrm1_rating_exit_text
Farewell Phrase xrm1_rating_farewell_text
Additional Remarks and Phrases xrm1_rating_remarks_text
Handed over on xrm1_handed_over_on
Rating Manager xrm1_work_certificate_ratingmanager_idname




Customize Central Company Description

If you want to customize your company description (xrm1_company_description) in advance, read here how to do it. If you do not need this, you can skip this step.

To customize the company description centrally, switch to the advanced settings by clicking on the gear in the upper right corner.

A new window will open in your browser. Open the settings here by clicking on the arrow next to "Settings". Navigate to "Processes" under the item "Process Center".

Switch from "My processes" to "All processes".

Search for "Work certificate company description template - HR Management [Multilingual] - xRM1" in the top right corner and open this process by clicking on the name.

A new window will open. First disable the process by clicking on "Deactivate".

Confirm the dialog that appears by clicking the "Deactivate" button.

Click on "Set Properties" under "Add/Change Work certificate Company Description in appropriate language" to customize the company description. Make sure to select the desired language.

A new window opens again. Here you can centrally store or adapt a company description under "Company description". Simply insert or adjust the text.

Save and close your changes.

Now activate the process again.

Confirm the dialog that appears by clicking the "Activate" button. You can now close the window.


After you have completed the Word template, the next step is to upload it so that it can be used. Save your Word document and navigate back to Dynamics 365.

You can always adjust the document afterwards, in case you want to add something or make changes.

Upload Global Template

Global templates can be used for any employee in the company. To upload your already created Word template as a global template for work certificates, click on the gear in the top right corner of Dynamics 365 and navigate to "Advanced Settings".

A new window will open in your browser. Open the settings here by clicking on the arrow next to "Settings". Navigate to "Templates" on the left under the item "Company".

Click on "Document Templates".

You are now in the overview of available templates. Click on "NEW" in the upper left corner to add a new template. Select Word Template as the template and Work Certificate for "Filter by entity".

Click Upload and then select your previously created Word document.

Make sure that you upload the template and not an already generated document.

After the Word document has been successfully uploaded, you will see the information for the document template. You can also still change the name and add a description here. The changes will be saved automatically.

Use a name that indicates that this is a global template.

Your template can now be used for all employees. To do this, switch back to the overview of work certificates and select the desired employee. Click on "Word templates". The global template is now displayed.

Click on your global template and save the Word document. The work certificate will now be generated automatically for your employee based on your entries stored in the system.

 

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