Concept: Dynamic Document Generation

You can create templates and customize them to generate documents dynamically such as employment agreements and offer letters. You can use a Workday business process to review generated documents and distribute them to users for electronic signature.

Use the

Create Document

task to create templates, and then build the content of each template using text blocks composed of rich text and variable data. You can also apply a custom layout to a dynamically generated document.

Add a Generate Document Action
step to a business process to generate a dynamic document from a template you select.

Add a Review Documents
step to the same business process to distribute the dynamically generated document to the appropriate users. You must configure the Generate Document step before the Review Documents
step.

To view a generated document added to the Worker Document File using a Review Documents
step, you must belong to a security group with access to the segment that secures the associated template.

You can associate a condition rule with a custom layout, and use condition rules to determine which custom layouts Workday uses to display or print generated documents. Example: Create an offer letter that uses different custom layouts based on the characteristics of the position. Workday uses the custom layout for the generated document when the program runs only when the condition is true.

If you add custom layouts to the grid, you must select a condition rule to associate with each custom layout.

You can't use the same condition rule more than once for the same custom layout.

You can only select condition rules that are available within that document's context. The condition rule must be a business process condition.

If you don't add custom layouts to the grid, Workday uses the default layout for the generated document.

Generated Document Default Layout
is a Workday-delivered layout with a default document retention period of 3650 days (10 years) from the date a document is dynamically generated. To prevent document loss, update Generated Document Default Layout
using the

Edit Delivered Business Form Layout

task and edit the

Resulting Document Expiration Offset (in days)

field to meet your business and legal requirements. You may also create and link a custom business form layout to your document with a

Resulting Document Expiration Offset (in days)

field populated.

When you receive a Generate Document Action
step in My Tasks, Workday evaluates the layout of the PDF file based on:

The effective date of the document.

The first condition rule in the grid that evaluates as true. If no condition rules evaluate as true, Workday uses the default layout for the generated document.

Workday only evaluates the layout of the PDF file once, and uses this layout whenever you print the PDF file, either from the Generate Document Action
step or from the Review Documents
step.