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Create & Merge

This process enables you to create a new document, based on a template with merge fields, for different people. The document can also be configured to use tracking and signing.

This article explains how the process works and contains the following sections:

  1. Using the Process
  2. Reading and Signing the Document

1. Using the Process

Navigate to: Administration >> Documents & E-mails >> Documents

1. Select Add New Documents Kick-off.
2. Click Create & Merge.
3. Name - Enter a name for the Document Kick-off to make it easier to find the kick-off later.
4. Reference - Enter a short description of the files that you are uploading to make it easy to find the task again later.
5. Choose an existing template. For more information, see: Add New Document Template
6. Enter a File Name for the Document (This will be displayed on the Employee's Documents screen). If you selected to use Merge Fields on the previous pop-up, you can select to add these fields to the subject by clicking the + button.
7. If you want to make changes to the content of the document, select Modify. (These changes are temporarily saved in memory and will not update the Document Template itself).
8. Select either PDF or Word Format. (You can select Download Preview to view an example using an existing person's data).
9. Choose a Document Category to add the document to.
10. Choose whether you want to track the document and if required select a Deadline.
11. Choose whether the employee must electronically sign the document.
12. Select which Process Flow to use.
13. Tick this option to send the employee(s) an e-mail containing a link to the document.
14. Click Save.
Add New Document Kick-off - Cezanne OnDemand - Work - Microsoft​ Edge
15. Click to Confirm that you want to continue.
Add New Document Kick-off - Cezanne OnDemand - Work - Microsoft​ Edge

Create E-mails (optional)

If you ticked to Send e-mail with a link to this document or Replace default Document Tracking e-mail with a custom e-mail on the first screen, a second screen will be available to configure the e-mail that is sent.

Create E-mails (optional)
  1. (Optional) Choose an E-mail Template. For more information, see: Add New E-mail Template.
  2. Enter an E-mail Subject. This will be displayed on the Employee's E-mails screen.
  3. If you have not selected a template, enter E-mail Content.
  4. Select Preview to view an example using an existing person's data.
  5. (Optional) Select Add Files to upload files that you want to be included as links.
  6. Click Save.

 

Note:

  • Any additional files that are added will only be attachments in the e-mail and will not be included as part of the Document Tracking & Signing process.
16. Once the document kick-off screen loads, click Add People.
Document Kick-off Details - Welcome Letter - Cezanne OnDemand - Work - Microsoft​ Edge
17. Select one of the options:
    • Saved Searches - Choose a Saved People Search to add all people who meet the set criteria in that search.
    • Saved Sets - Choose a Saved People Set to add all people who have been added to that set.
    • Individual People - Search for people in the system and add them to the process.
18. Once you've selected all the people you want to add, click Add.
19. Click Start to create and send documents to selected employees.
Document Kick-off Details - Welcome Letter - Cezanne OnDemand - Work - Microsoft​ Edge

Note:

  • If you have chosen to use Document Tracking, the people that you send the documents to must have a Cezanne User Account. If they don't, the e-mail will not be sent and the document will not be generated.
  • If you have chosen not to use Document Tracking, when e-mails are sent to people, the system will look for a person's e-mail address in the following order:
    1. User E-mail
    2. Internal E-mail
    3. External E-mail
    4. Alternate E-mail
  • If no e-mail address is found for the person, the e-mail will not be sent. However, the related document will still be generated.

2. Reading and Signing the Document

If you have chosen to track the document, employees will be required to read and, if configured, electronically sign the document.

For more information, see: Reading and Signing Documents.