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How to Send Documents in Bulk Using Templates

Create reusable templates in the Sent section to deliver payslips, certificates, or any personal document to employees at scale.

The Sent section in the Documents tab lets you send personal documents to employees in bulk. You do this by creating a template — a reusable configuration that tells Ommnio how to process, name, and deliver a specific type of document (payslips, withholding certificates, training records, etc.).

Once a template is set up, you can use it every time you need to send that document type, saving significant time on recurring deliveries.

If your organization previously used DocuBot for this, the Sent section provides the same functionality through the Documents tab. Existing DocuBot setups continue to work, but new templates should be created here.

Before you start

  • You need administrator permissions.
  • This is done from the web version of Ommnio.
  • Make sure you know which identifier is present in your documents (employee code, ID number, etc.) and that this information matches what's in your user database.

How to create a template

  1. Go to the Documents tab.
  2. In the left sidebar, select Sent.
  3. Click New template.
  4. Fill in the template settings:

a) Template name — A descriptive name for this document type (e.g., "Payslips" or "Withholding Certificates"). This name will also be the folder name employees see in their My Documents section.

b) Report recipient (optional) — Choose a person or group who should receive a notification each time this template is used to send documents. For example, your HR team, so everyone knows when the monthly payslips have been delivered. See How to Notify a Group When Documents Are Sent for the full setup.

c) Document format — Select the format of the files you'll be uploading.

d) Page separator — If your document contains multiple pages (e.g., a single PDF with all employees' payslips), enable this option so Ommnio can split it into individual files per employee.

e) Matching code — Choose the criteria Ommnio will use to match each page or file to the right employee. If your document contains the employee's code, select that option — but make sure the code exists in your user database. 

f) File prefix — Define how the delivered file will be named for the employee. For example, Payslip_2025_02_CODE will generate a file named with the year, month, and the employee's code.

g) Accompanying message — Write a short message that will be sent alongside each document delivery (e.g., "Your February payslip is now available").

What employees will see

When you send documents using a template, each employee receives:

  • A push notification with the accompanying message and file.
  • The document in their My Documents section, inside a folder named after the template.

Tips

  • Name templates clearly. The template name becomes the folder name in My Documents. "Payslips 2025" is better than "Template 1".
  • Test with one employee first. Before sending to everyone, send a test run to verify the matching code and page separator are working correctly.
  • Keep the accompanying message short. Employees read it as a push notification on their phone — one or two sentences is ideal.