Documents are official records used for communication, verification, and record-keeping. They are crucial for ensuring transparency, legal compliance, and efficient information management within an organization.

greytHR Recruit offers a platform to efficiently manage document workflows by generating offer documents and forms, obtaining necessary approvals, sending documents to candidates, and receiving counter-signed documents from them.

As an HR admin, you can manage candidate offer letters through greytHR Recruit from generation and approval to sending, eliminating the need for emails. You can also create and customize templates with placeholders, making certain fields and approvals, like medical certificates, compulsory or optional.

You can perform the following actions:

Create an offer document for candidates.
Create a custom reference number for offer letters.
Send forms to candidates.

Create an offer document

You can create an offer document only for the candidates whose status is changed to Offered.

To change the candidate’s status to Offered, perform the following actions:

On the greytHR Recruit portal, navigate to the Candidates tab > select a candidate > on the right-hand side of the page, select the Jobs tab > click → available on the job card. You can also navigate to the Jobs tab > Candidates > click the required job card.
From the Candidate Status dropdown list, select Offered. The Create an Offer Document button appears.
Click the Create an Offer Document button. The Create Offer Document pop-up appears.
Under Choose Template, from Select a template from the dropdown, select the required template. You can view the selected template.
Note: To add/change the letter template navigate to Settings > Templates.
Click Next. The Fill Details section appears.
Fill in the details such as the Candidate’s Full Name, Job Title, and Joining Date.
Click Preview Document. The Preview Document section opens and displays the document.
Click Generate Document. The Request for Approval section appears.
Under Request for Approvals, select I need Approval/Skip approval as per requirements.
Under Reviewers, add a reviewer and set the priority.
Note: The selected reviewer receives an email notification to approve the document.
Under Additional Files to Review, click +Add files to add files for review.
In the Recruiter Notes text box, add notes for the recruiter.
Click Send for Approval. The Set Expiry section appears.
From the Select an expiry date for the offer generated dropdown calendar, select the expiry date.
Click Next. The Upload Signed Document section appears.
Click Upload to browse and upload the document from your computer. You can also choose to skip this action.

Note:

You can view the created offer document under the Offer tab of the candidate’s profile page.
You can upload a signed document after the document is generated.
You can download the offer document created, sign it, upload the signed document, and then send it to the candidate.
You can send a reminder email to the reviewer by clicking Send Reminder.
If the reviewer approves the offer, the status of the offer changes to Approved, and the Send to Candidate button turns Active.
If the reviewer rejects the offer, the status of the offer changes to Rejected. You can view the name of the reviewer who rejected the offer, along with the comments.
The Upload Signed Document button allows you to upload the signed document. If the document is already uploaded and you wish to replace the existing document with a newly signed one then click the Change Signed Document button. This is useful when revising documents and resending them to the candidate, especially during compensation negotiations.

Create custom reference number for an offer letter

As a recruiter or HR admin, you can set up custom reference number formats for offer letters according to region/department/grade/and other employee categories.

To do this, go to Settings > Offer Template > Create a template.
In the New Template section, fill in all the required details such as Template Name, Template Description, and upload a sample template file.
Toggle the Configure the reference number format for this template option to create a custom reference number for the offer letter.
- In the Prefix box, enter the prefix. It should be an alphanumeric text field to enter the prefix (Example: “UAE”, “2025”). This is an optional field.
- The Starting Number is a mandatory field. If you manually update the starting number, the next offer letter will begin with that number in sequence. For example, if the default sequence is 1001, 1002, 1003, and you change the starting number to 2000, the next offer letters will be 2000, 2001, 2002.
- In the Suffix box, enter the suffix relevant to the job. It should be an alphanumeric text field to enter the suffix (Example: “DELHI”). This is an optional field.
Once done, you will be able to preview the custom reference number for the offer letter.
Click the Save button to use this custom reference number for the offer letter for the next offer letter you generate.

Note:

Custom reference numbers will apply only to newly generated offer letters. Existing offer letters will retain their original numbers and cannot be updated.
If the placeholder {{offer.ref_id}} is configured in the offer letter, the system will automatically display the corresponding offer reference number.
In the Offer Template, the system prevents you from creating duplicate reference IDs. To avoid this, use a unique prefix, suffix, and starting number for each template.
If you try to create a duplicate reference ID, the system will show an error: “Offer not created — reference ID already exists. Update the Offer Reference format for this template to proceed.”

Send forms to candidates

As a recruiter, you need to collect documents from the candidate using the Forms. It can be sent to candidates via email through the Messages section in the candidate profile or from the Forms tab within the candidate's profile. Every message sent to a candidate provides the option to Add Attachments or Add Forms.

Create form on greytHR Recruit

At first, you need to create the Form on the greytHR Recruit portal. Go to Settings > Forms > General. The forms in the general category are used for document collection.

Click +New Form, select the Form Type as General, and add a Template Name and Description.
From Approval Actions, you can add approval actions such as Approve and Reject for reviewers for form approval. Multiple actions can be configured from here.
Click + Add Section and fill in the required information, such as Title and Description.
Once the section is created, you can start adding questions related to it. For example, to collect an experience certificate:
1. Click Add Question and enter the question: Upload your Experience Certificate from your last employer.
2. Choose File Upload as the answer type from the dropdown.

Once the forms are configured you can send the form to the candidate.

Send the form to the candidate on greytHR Recruit

Go to the Candidate page and select the required candidate, and click Jobs.
Select the Job card, click Forms > Share Forms.
Click +Add New and select a template for forms.
Once a form is selected, a Preview button appears, allowing you to review the form before sending it.
Specify a Valid Till date if you want to set a deadline for the candidate to complete the form.
Add reviewers for the form if required.
Fill in the other details and click Send Message.

Note: The email sent to the candidate will have a link to upload the documents.

To view the candidates’ documents, go to Forms and click View answers to view the documents uploaded by the candidate.

Manage letters, forms, and documents: Frequently Asked Questions

What types of documents can I manage in greytHR Recruit?

You can manage official documents like offer letters and various forms used for collecting information and documents from candidates (such as, medical certificates, experience letters).

As an HR admin, what specific actions can I perform related to documents?

You can create an offer document for a candidate and send various forms to them to collect necessary information and files.

When can I create an offer document for a candidate?

You can only create an offer document for candidates whose status has been changed to Offered.

How do I change a candidate's status to Offered?

On the greytHR Recruit portal, go to the Candidates tab > select a candidate > on the right-hand side of the page, select the Jobs tab > click → available on the job card and change the Candidate Status dropdown to Offered.

Note: You can also navigate to the Jobs tab > click the required job card and select the required candidate.

Can I customize the offer letter template?

Yes, you can create and customize templates with placeholders from Settings > Offer Templates.

Do I need to get approval for the offer document?

You have the option to either Skip approval or select I need Approval and add reviewers with specific priorities.

How does the approval process work?

When you send a document for approval, the selected reviewer receives an email notification. If they approve it, the offer status changes to Approved, and the Send to Candidate button becomes active. If they reject it, the status changes to Rejected, and you can see their comments.

Can I upload a signed offer document?

Yes, you can upload a signed document after it's generated. You can also download the generated offer, sign it, and then re-upload it before sending it to the candidate.

What is the purpose of the Change Signed Document button?

This button allows you to replace an already uploaded signed document with a new one. This is useful during situations like compensation negotiations where the document needs to be revised and resent.

What is the custom reference number feature for offer letters?

This feature allows recruiters and HR admins to create and configure a custom reference number format for offer letters, which can be tailored to different regions/departments/grades/and other employee categories.

Who can set up a custom reference number format?

Recruiters and HR admins with the appropriate access can configure this setting.

How do I enable a custom reference number for a template?

You need to enable the Configure the reference number format for this template option when creating or editing an offer letter template under Settings > Offer Templates.

What are the components of a custom reference number?

A custom reference number can consist of an optional Prefix, a mandatory Starting Number, and an optional Suffix.

Is the Prefix field mandatory?

No, the prefix is an optional alphanumeric text field. You can use it to add identifiers like "UAE" or "2025" to the reference number.

Is the Starting Number field mandatory?

Yes, the starting number is a mandatory field. It sets the numerical sequence for the offer letters generated using that template.

How does the Starting Number work?

The system will start numbering offer letters from the number you enter. For example, if you enter "2000" as the starting number, the next offer letter will be "2000," the one after that "2001," and so on.

Is the Suffix field mandatory?

No, the suffix is an optional alphanumeric text field. You can use it to add relevant identifiers, such as "DELHI," to the end of the reference number.

How do I ensure the custom reference number appears in the offer letter document itself?

The placeholder {{offer.ref_id}} must be included in your offer letter template. The system will automatically replace this placeholder with the generated custom reference number.

Will the custom reference number format apply to all offer letters, including existing ones?

No, this feature only applies to new offer letters generated after the custom format is saved. Existing offer letters will keep their original reference numbers.

What happens if I try to create a duplicate reference ID format?

The system will prevent you from creating a duplicate. To avoid this, you must use a unique combination of a prefix, suffix, and starting number for each template.

What error message will I see if I create a duplicate reference ID?

The system will display the error message: Offer not created — reference ID already exists. Update the Offer Reference format for this template to proceed.

What happens if I disable the custom reference number configuration after using it?

If you disable the custom reference number setting:

Future offer letters created using that template will automatically revert to the default system format (Year + Date + Sequence).
Previously generated offer letters will remain unchanged and retain their existing custom reference numbers.

Can I have different formats for different templates?

Yes. Each template can have its own prefix, starting number, and suffix combination. The reference number configuration is template-specific, so you can maintain different formats across multiple templates.

What happens if I forget to add the placeholder {{offer.ref_id}} in the offer letter?

The system will still generate and store the offer reference number, but it will not be displayed in the document. To show it, you’ll need to update the template with the placeholder and regenerate the offer letter.

Why would I need to send forms to a candidate?

As a recruiter, you can use forms to collect essential documents and information from candidates, such as an experience certificate or other required files.

How do I create a form?

You need to create the form first by navigating to Settings > Forms > General. Click on +New Form, select "General" as the Form Type, and add the necessary sections and questions.

How do I send a form to a candidate?

On the candidate's profile page, go to the Jobs tab, click on Forms, and then select Share Forms. You can then choose the template, set a validity date, add reviewers if needed, and send the message.

How does the candidate receive and complete the form?

The candidate receives an email with a link to upload the required documents or fill out the form.

How can I view the documents uploaded by a candidate?

You can view the uploaded documents by going to the Forms tab on the candidate's profile and clicking View answers.

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