This article will help you understand why we have the six tabs. If you are looking at using these tabs, please look at this article and the following ones.
Sense TRM allows you to configure offer letters for your organization from Settings > General Configuration > Offer Configuration. However, before configuring them, you must understand what each tab means on Sense TRM and how it helps generate the offer letter for your organization.
When you navigate to Settings > General Configuration > Offer Configuration, you will find six placeholders, and here is what they do:
[A] Form Fields: On Sense TRM, while generating an offer letter- you (the recruiter) will be prompted to fill up the fields defined and used for a chosen template. Upon filling up the details, the placeholders will be replaced with the values entered by the recruiter.
Just so you know, only the custom placeholders will be prompted to be filled. However, default placeholders are filled up by Sense TRM by itself.
⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃
[B] Placeholders: Technically, these can be a character or word or string of characters that can temporarily take the place of final data.
On Sense TRM, these placeholders are for your candidate's offer letter. While generating an offer letter for a candidate, these will be replaced by the relevant details added by the recruiter. You can add and manage any number of placeholders on Sense TRM.
A placeholder on the offer letter can be those terms that will change from one offer letter to the other.
If you have uploaded an offer letter template on Sense TRM with all necessary placeholders, these will be replaced by the values w.r.t. the respective job offer letter.
In the below screenshot, the recruiter has uploaded an offer template with highlighted placeholders.
Now, while generating the offer letter- these placeholders: {{candidate_full_name}}, {{grade}}, {start_date}}, etc., will be replaced as per the respective candidate’s offer details filled up by the recruiter.
Below is the screenshot of the same for your reference:
⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃⁃
[C] Templates: Sense TRM allows you to upload an offer template that suits your organization. Please note that it must be in .docx format and uploaded with the required placeholders.
[D] Form: With the form fields you have created, you can make the form, which will be prompted while generating an offer letter.
Case 1: Creating a form and choosing an offer template
You can create any number of forms from here, but to have the same available to choose from while generating the offer, please be sure that it is validated beforehand.
Case 2: Creating a form and choosing to upload the offer letter directly
When you choose this option, you do not have to select an offer letter template from here. Also, while creating an offer, you can upload the offer letter.
In this case, your form is validated automatically and doesn’t require any additional steps.
While creating a form, you will be prompted to upload a template. All the placeholders that need to be replaced with relevant details must be defined while completing the form.
What is validation for forms?
Upon adding the necessary placeholders on the template and uploading them, this step checks if all the placeholders present on the template are working correctly. It also ensures that all the placeholders on the template are added to the system. In case of any missing placeholders, the system notifies you. Also, this process is for all placeholders except for formula fields.
For validating form fields:
- Click on a form from Forms on Offer Configuration and click on Validate.
- Add sample values.
- Click on Generate to finish the process.
-
Only upon validating all the fields will the form be ready to use.
-
Approval Chain: Similar to the job approval chain you are familiar with, you can have the offer letter approval chain defined here. As per the approval chain, you have added here:
While creating the job:
- the default offer approval chain will be added to the job.
- if the job created has the office and department matching the approval chain you have configured for a specific office or department, the office/department chain will be considered. -
Customize Approval Page: From here, you can control the details shared with the approvers and the approval request form.
Learn more: Getting Started with Offer Configuration | Offer Approval Chain