Changes in Legal Documents

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(Updated with the following changes as of March 1, 2024)

  • Multiple company addresses can now appear in the same legal document
  • Buttons are made instead of drop downs for selecting field types

 

You use legal documents as templates. These are documents that you can link to your different steps in the workflow, such as employment contracts, affidavits, etc. so you can automatically create both document and data in the employee profile.

To set up a legal document in 2people, go to the Legal documents module and select the (+) sign at the bottom of the page. This will take you to the page below:

Here you can add a name to the document e.g. employment contract. Next, you are ready to upload the document e.g. employment contract.

But before you upload your document, you need to do the following

  • Open your legal document in a word format (it must be docx)
  • Enclose all the text fields/areas that you want to use as data fields in your legal document - To enclose the fields, use tuborg brackets {...}

 

An example of this would be {insert first name} {insert last name}. If you use e.g. first name and last name in tuborg brackets in several places in the document, it is important that you use copy-and-paste so that the exact same thing appears in the tuborg brackets where the content should be identical.

If, on the other hand, you don't want the content to be identical, you need to be aware of making the content different. See below where different addresses should be used:

  • Employee address {MA address} {MA Zip Code} {MA City}
  • Første virksomheds adresse:  {Virk1 adresse}  {Virk1 postnr.} {Virk1 By}
  • Anden virksomheds adresse:  {Virk2 adresse} {Virk2 postnr.} {Virk2 By}

 

See below how this can look in your word document ⤵️

Once you have inserted all the tuborg brackets that make sense for your legal document, upload it in 2people (still as a word document Docx.).
Once the document is uploaded, 2people automatically pulls up all your inserted tuborg brackets as fields and you can then define them.

Follow the steps below step by step

  • Go to the "Legal documents" module and click on the plus to create a new legal document
  • Click on "Upload document"

Then you can start defining your fields - you have 3 options

  • "Field not in employee profile" - this means that the field is a field that should be in the legal document but not in the "employee profile"

  • The field must be in the "employee profile" either as a "standard field" or as a "custom field". You can then pair your field with "field in employee profile"
  • (If you check the "Please fill in" box, the field MUST be filled in)

  • The field must be created as a company address in the legal document - here's how
    • Select "Company address field"
    • Enter a name/heading for the address you want to be able to add in your legal document e.g. "Virk1" and save - then you are ready to create your address fields

  • You can see the name Virk1 and you can see that you have created a field in the Company address to create the next field, click on "Company address field" in the section below

  • You will then see the following, where you click the "Virk1" button to create another field for Virk1 address - repeat this until you have created all fields for Virk1

  • Once you have assigned the number of fields you need to Virk1, you need to "pair" the fields with the right one from the employee profile. In the example below, you can see that there are 5 fields associated with Virk1. Each of these must be "paired" with the correct field. Virk1 address will be paired with Address line 1, Virk1 postal code will be paired with Postcode etc.

  • If you need a new company address, repeat the above. Name the next business address with "Virk2" etc.