- \n
- Go to Settings<\/strong> – Documents<\/strong> – Document Templates<\/strong><\/li>\n\n\n\n
- Click the Add Template<\/strong> button<\/li>\n\n\n\n
- Enter the Document Name<\/strong><\/li>\n\n\n\n
- Select the Series<\/strong> and Folder<\/strong><\/li>\n\n\n\n
- Add the Template Content<\/strong> and use Placeholders<\/a><\/strong> to fill in employee information automatically<\/li>\n\n\n\n
- Click the green Save<\/strong> button<\/li>\n<\/ul>\n\n\n\n
\n ![\"Picture](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/document-templates-iflow-step-1.png\")
<\/figure>\n\n\n\n![\"Picture](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/document-templates-iflow-step-2.png\")
<\/figure>\n<\/figure>\n\n\n\nHow to customize the table border in templates<\/h3>\n\n\n\n
- \n
- Open the template where you want to add or edit a table<\/li>\n\n\n\n
- Select the desired table or insert a new one<\/li>\n\n\n\n
- Click on the table, then click the gear-shaped settings icon <\/strong>(located in the corner of the table)<\/li>\n\n\n\n
- A window will open where you can configure the following:\n
- \n
- No border<\/strong> if you don\u2019t want any border<\/li>\n\n\n\n
- Select the desired Hue <\/strong>from the color palette<\/li>\n\n\n\n
- Adjust the Lightness <\/strong>using the slider<\/li>\n\n\n\n
- Choose the Border size<\/strong> (between 1px and 5px)<\/li>\n<\/ul>\n<\/li>\n\n\n\n
- Click Apply <\/strong>to save the changes<\/li>\n<\/ul>\n\n\n\n
\n ![\"\"](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/How-to-customize-the-table-border-in-templates.png\")
<\/figure>\n<\/figure>\n\n\n\nHow to edit a document template<\/h3>\n\n\n\n
- \n
- Click the pencil icon<\/strong> in the Options<\/strong> column<\/li>\n\n\n\n
- Modify the necessary details<\/li>\n\n\n\n
- Click Save<\/strong> to apply the changes<\/li>\n<\/ul>\n\n\n\n
![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/how-to-edit-a-document-template-iflow.png\")
<\/figure>\n\n\n\nHow to delete a document template<\/h3>\n\n\n\n
- \n
- Click the X icon<\/strong> in the Options<\/strong> column<\/li>\n\n\n\n
- In the confirmation window, click the Delete<\/strong> button<\/li>\n<\/ul>\n\n\n\n
![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/how-to-delete-a-document-template-iflow.png\")
<\/figure>\n\n\n\nSetting permissions for document templates<\/h3>\n\n\n\n
In the Permissions for creating documents<\/strong> column, check the box for either Team Leader<\/strong> or Employee<\/strong>, depending on who should have the right to create documents.<\/p>\n\n\n\n
![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/setting-permissions-for-document-templates-iflow.png\")
<\/figure>\n\n\n\nPlaceholders<\/h2>\n\n\n\n
Documents<\/h3>\n\n\n\n
- \n
- {DOCUMENT_SERIES} \u2013 document series<\/li>\n\n\n\n
- {DOCUMENT_NUMBER} \u2013 document number<\/li>\n<\/ul>\n\n\n\n
Company<\/h3>\n\n\n\n
- \n
- {BILLING_CUI} \u2013 tax identification code<\/li>\n\n\n\n
- {BILLING_J} \u2013 trade registry number<\/li>\n\n\n\n
- {BILLING_ADDRESS} \u2013 billing address<\/li>\n\n\n\n
- {BILLING_CITY} \u2013 billing city<\/li>\n\n\n\n
- {BILLING_STATE} \u2013 billing county<\/li>\n\n\n\n
- {BILLING_COUNTRY} \u2013 billing country<\/li>\n\n\n\n
- {BILLING_BANK_ACCOUNT} \u2013 billing bank account<\/li>\n\n\n\n
- {COMPANY_ID} \u2013 company ID<\/li>\n\n\n\n
- {COMPANY_NAME} \u2013 company name<\/li>\n\n\n\n
- {LEGAL_REPRESENTATIVE} \u2013 full name and position of the legal representative<\/li>\n<\/ul>\n\n\n\n
Employees<\/h3>\n\n\n\n
- \n
- {ADDRESS} \u2013 employee\u2019s address<\/li>\n\n\n\n
- {BANK_ACCOUNT} \u2013 employee\u2019s bank account<\/li>\n\n\n\n
- {BIRTH_DATE} \u2013 employee\u2019s date of birth<\/li>\n\n\n\n
- {CITY} \u2013 employee\u2019s city<\/li>\n\n\n\n
- {COUNTY} \u2013 employee\u2019s county<\/li>\n\n\n\n
- {CNP} \u2013 employee\u2019s personal identification number<\/li>\n\n\n\n
- {CONTRACT_DATE} \u2013 employment contract date<\/li>\n\n\n\n
- {CONTRACT_NUMBER} \u2013 employment contract number<\/li>\n\n\n\n
- {CONTRACT_TYPE} \u2013 contract type<\/li>\n\n\n\n
- {CONTRACT_ENDING_TYPE} \u2013 reason for contract termination<\/li>\n\n\n\n
- {COUNTRY_CODE} \u2013 country code<\/li>\n\n\n\n
- {CURRENT_DATE} \u2013 current date<\/li>\n\n\n\n
- {CURRENT_USER} \u2013 current user<\/li>\n\n\n\n
- {DATE_FORMAT} \u2013 date format<\/li>\n\n\n\n
- {DEFAULT_TIMEZONE} \u2013 default time zone<\/li>\n\n\n\n
- {DISABLE_DATE} \u2013 employee\u2019s deactivation date<\/li>\n\n\n\n
- {EMAIL} \u2013 employee\u2019s email address<\/li>\n\n\n\n
- {EMPLOYMENT_DATE} \u2013 employee\u2019s hire date<\/li>\n\n\n\n
- {FULL_NAME} \u2013 full name<\/li>\n\n\n\n
- {ID_CARD} \u2013 identity card<\/li>\n\n\n\n
- {ID_CARD_ISSUED_BY} \u2013 identity card issuing authority<\/li>\n\n\n\n
- {ID_CARD_ISSUE_DATE} \u2013 identity card issue date<\/li>\n\n\n\n
- {JOB_TITLE} \u2013 employee\u2019s job title<\/li>\n\n\n\n
- {LANGUAGE} \u2013 language<\/li>\n\n\n\n
- {LOCATION} \u2013 location<\/li>\n\n\n\n
- {MARK_NUMBER} \u2013 badge\/mark number<\/li>\n\n\n\n
- {MEDICAL_DAYS_IN_PAST_12_MONTHS} \u2013 number of sick leave days taken in the past 12 months<\/li>\n\n\n\n
- {MEDICAL_DAYS_IN_PAST_24_MONTHS} \u2013 number of sick leave days taken in the past 24 months<\/li>\n\n\n\n
- {MEDICAL_EVENTS_IN_PAST_12_MONTHS} \u2013 number of sick leave events in the past 12 months<\/li>\n\n\n\n
- {MEDICAL_EVENTS_IN_PAST_24_MONTHS} \u2013 number of sick leave events in the past 24 months<\/li>\n\n\n\n
- {PHONE_ONE} \u2013 phone number<\/li>\n\n\n\n
- {PHONE_TWO} \u2013 second phone number<\/li>\n\n\n\n
- {SECTION} \u2013 section<\/li>\n\n\n\n
- {DEPARTMENT_NAME} \u2013 department name<\/li>\n\n\n\n
- {TEAM_NAME} \u2013 team name<\/li>\n\n\n\n
- {TIMEZONE} \u2013 time zone<\/li>\n\n\n\n
- {USER_ID} \u2013 user ID<\/li>\n\n\n\n
- {USER_NOTE} \u2013 user note<\/li>\n\n\n\n
- {USER_TYPE} \u2013 user type<\/li>\n\n\n\n
- {RESIDENCY_PERMIT_SERIES} \u2013 residence permit series<\/li>\n\n\n\n
- {RESIDENCY_PERMIT_ISSUE_DATE} \u2013 residence permit issue date<\/li>\n\n\n\n
- {RESIDENCY_PERMIT_EXPIRE_DATE} \u2013 residence permit expiration date<\/li>\n<\/ul>\n\n\n\n
Events<\/h3>\n\n\n\n
- \n
- {EVENT_NAME} \u2013 event name<\/li>\n\n\n\n
- {EVENT_TYPE} \u2013 event type<\/li>\n\n\n\n
- {EVENT_CREATED} \u2013 event creation date<\/li>\n\n\n\n
- {EVENT_DATE} \u2013 event date<\/li>\n\n\n\n
- {EVENT_APPROVED_BY} \u2013 event approved by<\/li>\n\n\n\n
- {EVENT_APPROVED_DATE} \u2013 event approval date<\/li>\n\n\n\n
- {EVENT_REPLACED_BY_USER_FULL_NAME} \u2013 full name of substitute<\/li>\n\n\n\n
- {EVENT_REASON_MESSAGE} \u2013 reason for the event<\/li>\n\n\n\n
- {EVENT_DURATION} \u2013 event duration<\/li>\n\n\n\n
- {EVENT_SCHEDULE_DATE_DAY_NAME} \u2013 holiday name for which recovery is scheduled<\/li>\n\n\n\n
- {EVENT_SCHEDULE_DATE} \u2013 date of the recovery day<\/li>\n\n\n\n
- {EVENT_PARTIAL_APPROVED_BY} \u2013 event partially approved by<\/li>\n\n\n\n
- {EVENT_PARTIAL_APPROVED_DATE} \u2013 partial event approval date<\/li>\n\n\n\n
- {EVENT_PARTIAL_APPROVED_BY_REPLACEMENT} \u2013 shift swap partially approved by<\/li>\n\n\n\n
- {EVENT_PARTIAL_APPROVED_BY_REPLACEMENT_DATE} \u2013 shift swap partial approval date<\/li>\n\n\n\n
- {EVENT_TIME_INTERVAL_START} \u2013 event start time (time interval)<\/li>\n\n\n\n
- {EVENT_TIME_INTERVAL_END} \u2013 event end time (time interval)<\/li>\n\n\n\n
- {EVENT_DATE_INTERVAL_CALENDAR_DAYS} \u2013 total calendar days (date interval)<\/li>\n\n\n\n
- {EVENT_DATE_INTERVAL_WORKING_DAYS} \u2013 total working days (date interval)<\/li>\n\n\n\n
- {EVENT_OVERTIME_COMPENSATION_INTERVAL_START} \u2013 start date of overtime compensation period<\/li>\n\n\n\n
- {EVENT_OVERTIME_COMPENSATION_INTERVAL_END} \u2013 end date of overtime compensation period<\/li>\n\n\n\n
- {EVENT_OVERTIME_COMPENSATION_PAY} \u2013 amount or details of overtime compensation to be paid<\/li>\n\n\n\n
- {EVENT_OVERTIME_COMPENSATION_CANCELED} \u2013 indicates if overtime compensation was canceled<\/li>\n\n\n\n
- {EVENT_DATE_INTERVAL_START} \u2013 event start date (date interval)<\/li>\n\n\n\n
- {EVENT_DATE_INTERVAL_END} \u2013 event end date (date interval)<\/li>\n\n\n\n
- {EVENT_TIME_INTERVAL_HOURS} \u2013 total event duration in hours (time interval)<\/li>\n\n\n\n
- {EVENT_PAID_LEAVE_NAME} \u2013 paid leave type name<\/li>\n\n\n\n
- {EVENT_PAID_LEAVE_YEAR} \u2013 calendar year for which paid leave applies<\/li>\n\n\n\n
- {EVENT_PAID_LEAVE_TOTAL_DAYS} \u2013 total paid leave days used<\/li>\n\n\n\n
- {EVENT_PAID_LEAVE_WORKING_DAYS} \u2013 number of paid leave working days used<\/li>\n\n\n\n
- {EVENT_PAID_LEAVE_DAYS_BEFORE} \u2013 number of paid leave days available before the event<\/li>\n\n\n\n
- {EVENT_PAID_LEAVE_DAYS_AFTER} \u2013 number of paid leave days available after the event<\/li>\n\n\n\n
- {EVENT_PAID_LEAVE_DAYS_AFTER_2019} \u2013 paid leave days remaining for 2019<\/li>\n\n\n\n
- {EVENT_PAID_LEAVE_DAYS_AFTER_2020} \u2013 paid leave days remaining for 2020<\/li>\n\n\n\n
- {EVENT_PAID_LEAVE_DAYS_AFTER_2021} \u2013 paid leave days remaining after 2021<\/li>\n\n\n\n
- {EVENT_PAID_LEAVE_DAYS_AFTER_2022} \u2013 paid leave days remaining after 2022<\/li>\n\n\n\n
- {EVENT_PAID_LEAVE_DAYS_AFTER_2023} \u2013 paid leave days remaining after 2023<\/li>\n\n\n\n
- {EVENT_PAID_LEAVE_LEAVE_FOR_DAY} \u2013 half-day leave event<\/li>\n\n\n\n
- {EVENT_PAID_LEAVE_REPLACED_BY} \u2013 substitute for paid leave event<\/li>\n<\/ul>\n\n\n\n
Document series and number<\/h2>\n\n\n\n
How to create a document series<\/strong><\/h3>\n\n\n\n
- \n
- Go to Settings<\/strong> – Documents<\/strong> – Document Series<\/strong><\/li>\n\n\n\n
- Click the Add Series<\/strong> button<\/li>\n\n\n\n
- Enter the Description<\/strong>, Series<\/strong>, and optionally the Serial Number<\/strong><\/li>\n\n\n\n
- Click Add<\/strong><\/li>\n<\/ul>\n\n\n\n
![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/how-to-create-a-document-series-iflow.png\")
<\/figure>\n\n\n\nThe Series and Number are assigned when you click Edit Document Template<\/strong> or add a new<\/strong> document template<\/strong>.<\/p>\n\n\n\n
Note!<\/em><\/strong><\/p>\n\n\n\n
Document series cannot be deleted<\/strong> to maintain record consistency.<\/p>\n\n\n\n
Document folders<\/h2>\n\n\n\n
How to create a document folder<\/strong><\/h3>\n\n\n\n
- \n
- Go to Settings<\/strong> – Documents<\/strong> – Document Folders<\/strong><\/li>\n\n\n\n
- Click the Add Folder<\/strong> button<\/li>\n\n\n\n
- Enter the Folder Name<\/strong><\/li>\n\n\n\n
- Click Add<\/strong><\/li>\n<\/ul>\n\n\n\n
![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/how-to-create-a-document-folder-iflow.png\")
<\/figure>\n\n\n\nFolders such as Root Folder, Contracts, Job Description, Requests, and Certificates<\/strong> are predefined in the application and cannot be edited or deleted. However, new folders can be created as needed by clicking Add Folder<\/strong>. Once saved, they will automatically appear in each employee’s profile under the Documents<\/strong> section.<\/p>\n\n\n\n
Documents are automatically assigned to folders if a display folder is selected when creating or editing them. Additionally, documents can be added to a folder using the drag-and-drop<\/strong> function after selecting an employee and navigating to the Documents<\/strong> section.<\/p>\n\n\n\n
Two-factor authentication \u2013 2FA<\/h2>\n\n\n\n
How to enable 2FA<\/strong><\/h3>\n\n\n\n
- \n
- Go to Settings<\/strong> – Documents<\/strong> – Document Folders<\/strong><\/li>\n\n\n\n
- Click the button next to the folder you want <\/li>\n\n\n\n
- Check the option at the Company level<\/strong> or Employee level<\/strong> to enable 2FA<\/li>\n<\/ul>\n\n\n\n
![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/how-to-enable-2fa-iflow.png\")
<\/figure>\n\n\n\n2FA at company level<\/strong><\/h3>\n\n\n\n
An employee will need the access key provided by the administrator to access a document with 2FA enabled at the company level.<\/p>\n\n\n\n
- \n
- Go to Settings<\/strong> – Company<\/strong> – Company Settings<\/strong> – Two Steps Authentication<\/strong><\/li>\n\n\n\n
- Click Enable<\/strong><\/li>\n\n\n\n
- Download Google Authenticator<\/a><\/strong> or Microsoft Authenticator<\/a><\/strong><\/li>\n\n\n\n
- Open the app and scan the QR code<\/strong><\/li>\n\n\n\n
- Enter the 6-digit code<\/strong><\/li>\n\n\n\n
- Click Update<\/strong> to save the settings<\/li>\n<\/ul>\n\n\n\n
Now, the configuration key is set at the company level<\/strong>. You need to share the key with them to grant employees access to folders protected with 2FA.<\/p>\n\n\n\n
- \n
- Go to Settings<\/strong> – Company Settings<\/strong> – Two-Factor Authentication<\/strong><\/li>\n\n\n\n
- Click Show Secret Key<\/strong><\/li>\n\n\n\n
- Copy and share the key with the necessary employees<\/li>\n\n\n\n
- Employees must enter the key<\/strong> in their downloaded authentication app<\/li>\n<\/ul>\n\n\n\n
![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/2fa-at-company-level-iflow.png\")
<\/figure>\n\n\n\n2FA at the employee level<\/strong><\/h3>\n\n\n\n
To access a document with 2FA enabled at the employee level, the employee must generate an access code from the application.<\/p>\n\n\n\n
- \n
- Go to Employee Profile<\/strong> – Settings<\/strong> – Account Settings<\/strong> – Two-Factor Authentication<\/strong><\/li>\n\n\n\n
- Download Google Authenticator<\/a><\/strong> or Microsoft Authenticator<\/a><\/strong><\/li>\n\n\n\n
- Open the app and scan the QR code<\/strong><\/li>\n\n\n\n
- Enter the 6-digit code<\/strong><\/li>\n\n\n\n
- Click Save Settings<\/strong><\/li>\n<\/ul>\n\n\n\n
![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/2fa-at-the-employee-level-iflow.png\")
<\/figure>\n\n\n\n2FA at the Employee Level<\/strong> does not provide a setup key to share with others. The employee can only access documents using the code generated by the authenticator app.<\/p>\n\n\n\n
“Shared with me” folder<\/h2>\n\n\n\n
The Shared with Me<\/strong> folder is located in the employee’s profile, under the Documents <\/strong>section, and contains all files shared by other users.<\/p>\n\n\n\n
Once a document is shared, it will automatically appear in the employee’s “Shared with Me<\/strong>” folder.<\/p>\n\n\n\n
To remove a document from the folder, hover over the desired document and click the Remove Link<\/strong> icon on the right-hand side.<\/p>\n\n\n\n
\n ![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/share-with-me-folder-iflow-step-1.png\")
<\/figure>\n\n\n\n![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/iflow-share-with-me-folder-step-2.png\")
<\/figure>\n<\/figure>\n\n\n\nHow to share a document<\/h2>\n\n\n\n
- \n
- Click on the document you want to share<\/li>\n\n\n\n
- Click the Share<\/strong> button at the top<\/li>\n\n\n\n
- Choose the access level for the shared document:\n
- \n
- Anyone with the link<\/strong>: Anyone who has the link and internet access can view<\/em> or edit<\/em> the document, depending on the settings<\/li>\n\n\n\n
- Restricted<\/strong>: Only people you\u2019ve granted access to can use the link<\/li>\n<\/ul>\n<\/li>\n\n\n\n
- Then click the Copy Link<\/strong> button<\/li>\n<\/ul>\n\n\n\n
![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/how-to-share-a-document-iflow.png\")
<\/figure>\n\n\n\nCompany documents<\/h2>\n\n\n\n
How to access documents as an administrator\/HR leader<\/strong><\/h3>\n\n\n\n
The Documents<\/strong> section can be found in the Workspace <\/strong>menu, under the Documents<\/strong> submenu<\/p>\n\n\n\n
![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/iflow-how-to-access-documents-as-an-administrator-hr-leader.png\")
<\/figure>\n\n\n\nHow to create a new company-level document<\/strong><\/h3>\n\n\n\n
- \n
- Navigate to Workspace<\/strong> – Documents<\/strong> in the menu<\/li>\n\n\n\n
- Click on New Document<\/strong><\/li>\n\n\n\n
- Select the Document Template<\/strong><\/li>\n\n\n\n
- Enter the Name<\/strong><\/li>\n\n\n\n
- Choose the Series<\/strong> and Folder<\/strong><\/li>\n\n\n\n
- If required, enter a Password<\/strong> and confirm it<\/li>\n\n\n\n
- Enable Encryption<\/strong> for enhanced security (optional)<\/li>\n\n\n\n
- In the Document for<\/strong> the section, select the employees<\/li>\n\n\n\n
- Click on Create Document<\/strong><\/li>\n<\/ul>\n\n\n\n
\n ![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/how-to-create-a-new-company-level-document-iflow-step-1.png\")
<\/figure>\n\n\n\n![\"Image](\"https:\/\/hriflow.ro\/wp-content\/uploads\/2025\/05\/how-to-create-a-new-company-level-document-iflow-step-2.png\")
<\/figure>\n<\/figure>\n\n\n\nBy enabling the Encryption<\/strong> option, the document’s content will be protected by a Password<\/strong>. <\/p>\n\n\n\n
Keep in mind the following:<\/p>\n\n\n\n
- \n
- Losing the password makes the document inaccessible<\/strong> \u2013 If you forget or lose the password, there is no way to recover the encrypted document’s data<\/li>\n\n\n\n
- Click on New Document<\/strong><\/li>\n\n\n\n
- Restricted<\/strong>: Only people you\u2019ve granted access to can use the link<\/li>\n<\/ul>\n<\/li>\n\n\n\n
- Choose the access level for the shared document:\n
- Download Google Authenticator<\/a><\/strong> or Microsoft Authenticator<\/a><\/strong><\/li>\n\n\n\n
- Click Show Secret Key<\/strong><\/li>\n\n\n\n
- Click Enable<\/strong><\/li>\n\n\n\n
- Click the Add Folder<\/strong> button<\/li>\n\n\n\n
- Click the Add Series<\/strong> button<\/li>\n\n\n\n
- Go to Settings<\/strong> – Documents<\/strong> – Document Series<\/strong><\/li>\n\n\n\n
- In the confirmation window, click the Delete<\/strong> button<\/li>\n<\/ul>\n\n\n\n
- Select the desired Hue <\/strong>from the color palette<\/li>\n\n\n\n
- A window will open where you can configure the following:\n
- Click the Add Template<\/strong> button<\/li>\n\n\n\n