Version 1 (classic)

This guide describes the .docx Templates module for templates created on version 1. Variables are detected automatically from the uploaded Word file, and generation performs a text replacement: each variable in the document is replaced with its corresponding value.

Important A template's version is chosen once, at creation, and cannot be changed afterwards — the version selector disappears from the settings screen once the template has been saved. For new templates, version 2 is recommended.

1. How version 1 works

The full flow, in order:

1. Create the template and choose Version 1.
2. Upload the .docx file in which you wrote the variables in the form {{NUME_VARIABILA}}.
3. On upload, the application scans the file automatically and extracts every variable it finds. The list appears in the Form tab.
4. For each detected variable, configure a label, whether it is required, and its input type (text, number, list, date, series, etc.).
5. When the document is generated for an employee, the predefined variables fill themselves in from platform data, and the rest are asked in the form.
6. Each variable is replaced with the corresponding text. The result is the final document.

The key consequence: variables cannot be added manually from the interface. They appear in the table only if they physically exist in the Word file. If you add a new variable to the document, you must re-upload the file for the application to detect it.

2. The template list

The module's main page displays all the .docx templates in the organisation, with these columns:

From each row's action menu (the three-dot icon):

• Form — the list of detected variables and their configuration
• Signers — who signs the generated document
• File — uploading or replacing the .docx file
• Generate — opens the generation screen for employees
• Settings — title, validity, automatic approval
• Delete — deleting the template

3. Creating a template

Press the add button and fill in:

4. Template settings

Reached from the template menu → Settings. These can be changed later:

• Document title
• Validity — the number of days the generated document is valid for
• automatically approved after signing

5. Uploading the .docx file

From the template menu → File.

• Both .docx and .pdf files are accepted.
• A PDF file is a fixed document: it contains no variables and has no form — it is only attached and signed. For a PDF template, the Form option in the menu is disabled.
• Every time a .docx file is uploaded, the application rescans the document and updates the variable list.

Recommendation: before uploading the file, check that all variables are spelled correctly. If a variable is missing from the list after upload, it is most likely mistyped in the document (see the next section).

6. Variable syntax in the Word document

Version 1 has a single kind of element: the simple variable.

{{NUME_VARIABILA}}

Rules:

• The delimiters are exactly two braces at the start and two braces at the end: {{ and }}.
• No spaces inside: {{NUME}} is correct, {{ NUME }} is not recognised.
• Variable names are best written in UPPERCASE with _ instead of spaces, without diacritics: {{DATA_INFORMARII}}, {{NUMAR_ORE}}.
• The same variable can appear several times in the document — every occurrence is filled with the same value.
• Word can "break" a tag into several internal fragments if you edit it partially, let autocorrect change it, or format only part of it. If a variable is not detected even though it looks correct, delete it completely and retype it in one go, with uniform formatting.

Unsupported markers. Do not use blocks or sections of the form {{#VARIABILA}} … {{/VARIABILA}}, repeatable table row markers, conditional display markers, or expressions and calculations inside the braces ({{PRET*1.19}}, {{DATA | format}}). All of these remain as literal text in the final document. If you need them, use version 2. Automatic document numbering is done through the Series input type, described in section 8.

7. Predefined variables (filled in automatically)

The following variables are recognised by the platform and filled in automatically from the data of the employee the document is generated for. They do not appear as questions in the form.

Note: these variable names must be written exactly as in the table. A variant such as {{NUME_ANGAJAT}} or {{Nume}} is not recognised as a predefined variable and will become a question to fill in manually in the form.

Any other variable in the document that does not appear in the table above automatically becomes a question in the form, which you configure in the Form tab.

8. Configuring form variables

From the template menu → Form. The table shows, for each detected variable: Variable, Label, Required, and Type.

Click a variable to open the "Variable settings" screen:

Input types

Options (Select / Checkbox). They are added one at a time, in the Option field + the Add button. A duplicate option is rejected with the message "Optiunea este deja adaugata sau nu este specificata" (the option is already added or is not specified).

Series. The Current series field takes the value the numbering starts from. Accepted examples: AAA0001, 00001, 1. With each generated document the value increases automatically (AAA0001 → AAA0002 → …). Entering a series is mandatory: "Trebuie sa introduci o serie." (you must enter a series).

Date. The "Default value is today's date" field takes the number of days added to the current date (+ number of days in advance). For 0, today's date is used.

The two date formats differ: the predefined variable {{DATA}} writes dd-mm-yyyy, whereas a Date field writes yyyy-mm-dd. If you need a uniform format, use only one of the two mechanisms in the same document.

9. Variables that no longer exist in the file

If you re-upload the .docx file and a previously configured variable no longer appears in the document, it is not deleted automatically. It stays in the table, shown in red, with the message:

Aceasta variabila nu a mai fost gasita in fisier. (this variable was no longer found in the file)

This way you do not lose the configuration if you uploaded the wrong version of the file by mistake. Only variables flagged this way can be deleted manually, with the delete button on that row.

10. Signers

From the template menu → Signers.

In version 1, under the heading "The generated document will be signed, in order, by:", four checkboxes are available:

Below these, the "and by the following signers:" section allows adding extra signers.

Signature boxes are placed automatically in the generated document, in the order of the signers.

11. Generating the document

The document is generated from Generate (or from the employee's documents screen). Whoever fills it in sees the form built from the configured variables:

• the predefined variables (section 7) are already filled in;
• Date and Series fields fill themselves in, with no intervention;
• the remaining fields are filled in manually, respecting the required flag.

On save, the application replaces all the variables and attaches the resulting document to the employee's file, with today as the start date and an end date computed from Validity. The document is then sent for signing to the configured signers.

If the template has "automatically approved after signing" ticked, the document is approved automatically once fully signed.

12. Limitations

All of these limitations are removed in version 2. An existing template cannot be migrated — it has to be recreated on version 2.

13. Common errors

14. Deleting a template

From the template menu → Delete.

The confirmation warns: "vei sterge acest tip de document si nu va mai exista in filtre si rapoarte! Operatia este ireversibila." (you will delete this document type and it will no longer exist in filters and reports! The operation is irreversible.)

A template cannot be deleted if it already has generated documents or attached files. If the template has a file collection, the message "Șterge mai întâi colecția de fișiere din Gestiunea fisierelor" (delete the file collection from File Management first) appears.