HRStop

How-to

Generate documents in bulk

Last updated June 16, 2026 · Tushar Agarwal

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Bulk document generation lets you generate documents for multiple employees simultaneously using a predefined document template.

This is useful when generating letters such as confirmation letters, appointment letters, increment letters, appraisal letters, and other employee documents for a large group of employees.

Navigation path: Control Panel → Forms/Policies → Document Templates → Bulk Generate Documents

Before generating documents in bulk

  • Ensure the required document template has already been created.
  • Ensure the employees are available in the system.
  • Verify that all required placeholder values are available or can be provided during document generation.

Step 1: Select a template

Select the document template to use for generation. The template selection screen lets you:

  • Review template details.
  • Review available Custom Keys (Placeholders).
  • Review the document preview.
  • Confirm the template before proceeding.

Step 2: Select employees

Use the available filters to identify the employees for whom documents should be generated. Available filters may include: Employee Status, Employee Name, Department, Designation, and Band.

  • After loading employees, select the employees to be included in the generation process.
  • Update Placeholder Values
  • You can review and update Custom Key values before generating documents.
  • You can apply common values such as Date Format, Issue Date, and Expiry Date to all selected employees.
  • Where required, you can also update employee-specific values individually.
Import values using CSV

For large employee groups, you can update Custom Key values using a CSV file. The sample CSV includes:

  • Selected employees
  • Available Custom Keys
  • Existing values, where available

After updating the required values, upload the completed CSV file to populate values in bulk.

Step 3: Configure document generation

You can configure document generation settings such as document format, document storage, employee publishing, and password protection before generating documents. For detailed information about these options, refer to: Generating a Document

Generate documents

After completing the required configuration, you can generate documents for all selected employees simultaneously. Depending on the selected options, documents can be generated, saved, published, and downloaded.

Where it reflects

Depending on the selected configuration, generated documents can be:

  • Downloaded immediately.
  • Saved to the employee document folder.
  • Published to employees through self-service.

Important notes

  • A separate document is generated for each selected employee.
  • Employee-specific values can be modified before generation.
  • CSV import can be used to update values for multiple employees simultaneously.
  • Password protection is available only for PDF documents.
  • Publish to Employee is available only when documents are being saved to the employee document folder.

Frequently asked questions

Can I generate different documents for multiple departments at once?

Yes, HRStop allows you to bulk-generate department-specific documents using the Bulk Generate feature.

Steps

  1. Go to Control Panel → Forms and Policies → Document Template.
  2. Click the Bulk Generate icon beside the relevant document template.
  3. Use the dropdown filters to select:
    • Department
    • Designation
    • Bank (if applicable)
  4. Select employees under the chosen filters.
  5. Click Populate and proceed with document generation.

This is especially helpful during onboarding, appraisal, or policy distribution across teams.

What if the auto-filled values in the document template are incorrect?

If system-filled values (like allowances, HRA, etc.) are inaccurate or outdated, you can use the Import Key Values option to override them.

Steps to correct template values

  1. During Bulk Generation, click the Import Key Values button.
  2. Download the sample CSV provided.
  3. Open the CSV file. It contains:
    • Employee names
    • Keys used in the document (e.g., Basic, HRA)
    • Auto-filled values from the system
  4. Manually update the incorrect values (e.g., update Annual HRA from ₹50,000 to ₹60,000).
  5. Save and upload the modified file.
  6. Once uploaded, the system reflects the updated values in the letter.

Use this method when payroll details need temporary or document-specific changes.

Can employees access documents generated in bulk?

Yes, employees can view and download the documents from their HRStop profile if the document is published.

How to publish

  1. During document generation, enter:
    • Document Title
    • Document Category
  2. Select the check box labeled Publish.
  3. Generate and save the document.

The document is then:

  • Visible under the Employee Profile → Documents section.
  • Available for the employee to download at any time.

Use this option when sending offer letters, appraisal letters, or any formal communication.

What formats are supported for generated documents?

HRStop allows documents to be saved and downloaded in the following formats:

  • PDF (.pdf): Recommended for secure, shareable documents.
  • DOCX (.docx): Ideal if further editing is needed post-generation.

Format selection

  • Choose the format during the document generation step.
  • Both formats are downloadable from the employee's profile if Publish was enabled.

It's best practice to use PDF with password protection for finalized or sensitive communication.

Why is the signature not visible in the generated document?

Sometimes the signature is missing or not displayed in the final document generated from a document template.

Possible cause

This issue usually occurs when the signature was copied and pasted directly from another document (such as a Word file, email, or PDF), which may lead to improper formatting or rendering errors during document generation in HRStop.

How to fix it

Follow these steps to make sure the signature appears correctly:

  1. Do not copy-paste the signature image directly from another source (Word, web, or PDF).
  2. Instead, download or save the signature image file (in PNG or JPG format) directly onto your device/system.
  3. Open your Document Template in HRStop via Control Panel → Forms and Policies → Document Template.
  4. Edit the template.
  5. Use the Insert Image option within the editor to upload the saved signature image from your device.
  6. Save the template after inserting the image.

Result

The signature is now properly embedded and appears correctly in all generated documents, whether generated individually or in bulk.

Tip

For best results:

  • Use a transparent PNG signature file.
  • Keep the signature dimensions optimal (around 300px wide).
  • Make sure you save and re-test the template after updating it.
How does HRStop populate employee information in generated documents?

HRStop uses placeholders configured within document templates. During document generation, these placeholders are automatically replaced with the corresponding employee information available in the system.

What is the difference between Generate and Generate & Download while generating a document?

Generate saves the document to the employee document folder, while Generate & Download saves the document and also downloads a copy to your device.

Why do I see only the Download button while generating a document?

The Download button is displayed when the option Save to Employee Document Folder is disabled. In this scenario, the document is generated and downloaded directly without being saved to employee records.

Can generated documents be published directly to employees?

Yes. Generated documents can be published to employees when Save to Employee Document Folder is enabled.

Can generated documents be converted to PDF?

Yes. You can enable the Convert to PDF option during document generation to generate the document in PDF format.

What is the purpose of the Expiry Date while generating a document?

The Expiry Date helps track document validity and can be used to trigger expiry-related notifications for relevant stakeholders when such notifications have been configured.

Can I preview a document before generating it?

Yes. You can preview a document before generation to verify employee information, placeholder values, calculations, formatting, and other document details.

Where are generated documents stored?

Generated documents can be stored in the employee document folder when the Save to Employee Document Folder option is enabled during document generation.

What is bulk document generation?

Bulk document generation allows administrators to generate documents for multiple employees simultaneously using a predefined document template.

Can documents be generated for multiple employees at the same time?

Yes. Bulk document generation can be used to generate separate documents for multiple employees in a single process.

Can the same value be applied to all selected employees during bulk document generation?

Yes. Common values such as Date Format, Issue Date, and Expiry Date can be applied to all selected employees simultaneously.

Does bulk document generation create a separate document for each employee?

Yes. A separate document is generated for each selected employee based on the chosen template and employee-specific information.

Where are bulk-generated documents stored?

Depending on the selected configuration, generated documents can be downloaded, saved to employee document folders, and published to employees through self-service.