Enabling Employee Self-Service Document Generation

Overview

Keka allows organisations to let employees generate routine HR documents on their own—such as salary certificates and NOCs—while still maintaining approvals and verification where required.

It helps reduce HR workload and significantly improves turnaround time for employees who need time-sensitive documents. 

For Admins: Enable Self-Service for a Document

Step 1: Navigate to Document Templates
Go to Org → Documents → Document Templates. Click "Add new template" and choose "Generate Document", or edit an existing generation template.

Step 2: Enable Self-Generation
In the Setup step, turn on the toggle labelled "Allow employees to generate this document." Once enabled, employees will be able to generate this document directly from their profile.

Step 3: Configure Approval (Recommended but Optional)
When you enable self-generation, the "Approver needed" toggle is turned on by default. Select an approver — this can be a specific employee or a role. The approver will review and verify every employee-generated document before it becomes available. Finally Save the template. Once saved, the document becomes available for eligible employees to generate.

If your template already has a Document Workflow configured (for signatures, acknowledgments, etc.), the same workflow will automatically apply to employee-generated documents. A note on the setup screen confirms this.
 

For Employees: Generate a Document

Step 1: Go to Your Documents 
Navigate to My Profile → Documents tab. You will see an Actions section at the top of the page.

Step 2: Click "Generate Documents" 
Under Actions, click "Generate documents." This will display all document types across all folders that you are authorised to generate.

Step 3: Select a Document Type
Browse through the folders and click "Generate" next to the document you need.

Step 4: Enter Required Details
Fill in any required fields for the document and submit your request.

Step 5: Track Your Request
Your generated document will appear in the relevant folder within your Documents tab. Depending on your organisation's configuration, it may be available instantly or require approval first.

Important Notes

• Self-service documents must be explicitly enabled by admins.
• Employees only see documents they’re allowed to generate.
• Existing document processes are not affected.