Document Generators

The ssm.ro platform provides standard templates for automatically generating documents — decisions, declarations, contracts, training topics, training records, knowledge tests, risk identification sheets.

Documents are automatically filled in with data already existing in the platform, or they can be filled in manually. The system automatically configures the signatories and notifies them. Generation can be individual or in bulk, with the option to schedule it for a later date.

Generating a Document for an Employee

Step 1: Search for the employee in the application and access the documents section.

Step 2: Select [Employee Name] > Generate document.

Step 3: Choose the type of document to generate.

Step 4: Go through the generation steps, fill in the data if necessary, and finalize the document.

Automatic Document Generation

In the Settings > Automations menu, you can schedule document packages that are generated automatically when certain events occur:

For each document, you can configure the sending time: immediately or after a specified period (minutes, hours, days, business days).

Bulk Document Generation

Step 1: Access the Generators menu.

Step 2: Choose the document type.

Step 3: Filter or select the targeted employees or employee categories.

Step 4: Fill in the required data and finalize the generation process.

What do I need to do before generating a training topic?

To carry out employee training through the application, the training topics must be generated through the application.

Step 1: Instructions menu (SSM or SU)

Step 2: Upload the files containing the training materials (office, pdf, video)

Step 3: Sign and approve the documents. Both operations can be done in two ways:

• individually, from the document page: the Acțiuni button → Adaugă semnătură
• in bulk, from the Documente menu: Ctrl (Cmd) + click on the document thumbnails → [N selected] → Adaugă semnătură

Approval follows the same procedure, individually or through multiple selection.

Step 4: Configure the tests — see Configuring questionnaires.

Configuring questionnaires

Questionnaires are attached to instructions and feed the tests at the end of the training.

From the Instrucțiuni SSM (or SU) menu → the + button next to each instruction. A question has 3 answers, of which only 1 is correct.

Ways to add questions:

The existing questionnaire can be downloaded in .csv format from Meniu → Acțiune (the option appears only if questions have been added).

For each instruction you configure:

• the number of questions that will be drawn from the collection for a test
• whether the instruction is included in the annual testing

Generating the training topic

Once the instructions are uploaded and approved, go to Generatoare → Tematici SSM/SU → choose the desired topic:

• the + button on the right adds a new revision
• the orange gear button starts the generator — follow the proposed steps
• you can filter instructions by title to more easily select the topic's content

Topics for on-the-job, periodic, and supplementary training are associated with the posts configured earlier.

At the end, the generator automatically adds the topic's signers. They must sign, after which the topic can be approved.

What do I need to do before generating a training record?

To carry out the training and generate a training record, check the following:

• Employees are entered correctly, have a Department and Job, and an email address where they can be notified.

• There is an approved Training Topic for the record you want to generate:

What do I need to do after generating training records in bulk?

Step 1: Menu > Generators

• Check the SCHEDULED section to see which documents were generated successfully.
• Check the ERRORS section for generation errors, for example a missing topic.

Step 2: Menu > Operations History

Check the Errors filter to see if certain email addresses did not receive the notifications (mailbox full, spam reject, network delay, etc.).

How do I generate an annual test?

The annual SSM test is carried out from the SSM Instructions included in the Periodic Topic for the employee's job.

To be able to generate this type of test, you must make sure that:

• Employees are entered correctly with Department, Job, and email address.
• The SSM (or SU) periodic training topics are generated for all Jobs and approved.
• The SSM (or SU) Instructions are configured for the Annual Test (Instructions SSM Menu) and have a sufficient number of questionnaires.

Step 1: Menu > Generators > Other Documents > Annual Test SSM (or SU)

Step 2: Filter/Select the staff who will receive the test.

Step 3: Choose the date on which the test will be sent and the number of questions it will contain.

The questions are chosen at random from all the Instructions included in the Periodic Topic that are configured to be included in the annual test.

How can I generate a course for employees?

Step 1: Generators Menu > Other documents > General course topic

This generator allows you to create a general course-type topic, in which you can include any materials you want (e.g., printer use). The materials attached to the topic must be uploaded and approved beforehand in the SSM Instructions section.

Step 2: Generators Menu > Other documents > General course record

This generator will send the course-type training to the selected participants.

The titles of the generated documents can be preconfigured from Menu > Folder Structure, for example: Printer use topic YC2005, Printer use course record YC2005.

How can I modify a generated document?

Step 1: Access the generated document

Step 2: Actions button > Add Page

Choose a file (office, pdf, image) that you want to add after the document.

WARNING: Modifying an electronically signed file will invalidate the existing signatures.

Docx Templates Version 1 (V1)

This application allows generating documents from .docx templates. For advanced functionality, see the Docx Templates Version 2 (V2) documentation.

Step 1: Prepare a Word document, of type (.docx), with content specific to your organization

• In paragraphs and/or tables, you can add fields that will be filled in at generation time, in the format {{NUME_CAMP}}
• You can use the following predefined fields, which will be automatically filled in with data existing in the application:
  • {{NUME}} {{CNP}} {{EMAIL}} {{ADRESA}} {{MARCA}} {{DEPARTAMENT}} {{POST}} {{FUNCȚIE}} {{CLM}} {{AUTOR}} {{LOCALITATE}}
  • {{JUDEȚ}} {{CALIFICARE}} {{AUTORIZAȚII}} {{STUDII}} {{CI_SERIE}} {{CI_NUMĂR}} {{CI_EMIS}} {{CI_EXPIRĂ}} {{CI_ELIBERAT}}
  • {{DATA}}
• Warning: Fields must be written uniformly. If formatting or color is applied, it must be applied to the entire name, including the curly braces. Otherwise, they will not be detected correctly. If a field is not detected when the file is uploaded, to fix it, select the variable in the Word document and perform Cut, then Paste unformatted text.

Step 2: Install the Docx Templates Application in your organization and add a new Version 1 template.

Step 3: Upload the Word file. The application will generate a form for the detected variables.

Step 4: Customize each field in the form with explanations (label), whether it is required, and the type of input (text, single choice, multiple choice).

You can also set the document's signatories here.

Step 5: Generate the documents from the menu Generators > Docx Templates > Document Name.

The document can be generated individually, and it can be filled in by the document's author, or it can be generated for a selection of staff and filled in by the employees. They will be notified automatically.

Notes:

• Variables can be entered in the document pages, in text paragraphs and tables, with style and color formatting.
• The accepted document type for templates is .docx
• To make filling in the documents easier, you must configure the form by adding labels with explanations for each field.

Docx Templates Application - Version 2 (V2)

This application allows you to generate multi-step forms and integrate them, after completion, into the docx document template.

Step 1: Configure a multi-step form to be filled in by users:

• Multiple answer types (text, selectable options, date, number, etc.)
• Automatic pre-fills
• Groups of fields that can be duplicated (e.g., tables)
• Conditional questions based on previous answers

Step 2: Configure a docx template with the following options:

{{Intrebare_1}} - will add the answer to the question into the document

{{#Conditie_1}}This block will be displayed only if the condition in the form is met{{/Conditie_1}}

This block will display a list of protective equipment that was selected in the form:

{{#Masuri}}
  {{Tip_echipament}} {{Masura}}
{{/Masuri}}

Notes:

• Configuring V2 forms and templates offers more flexibility for complex processes with conditional logic.
• Form answers can be repeated for multiple parameters using duplicated groups.
• V2 templates support advanced conditions for displaying content based on the answers provided.