Who it’s for: Administrators

Platform: AMI / Sense HR

Available on: Elite and Enterprise

Before you begin

Make sure you:

☑️ Can access AMI via the Product Switcher

☑️ Have the required permissions to view the relevant employee data and document templates

☑️ Have already created the document template you want to use in Sense HR > Settings > Documents

☑️ Have checked that the template is up to date and includes the correct merge tags and any required signature fields

☑️ Have confirmed the employee data you want to use for targeting, such as department, role, location, or employee name

☑️ Have installed and deployed the Doc Sender library workflow (available on the Workflow hub)

Install and deploy the Doc Sender workflow

The Doc Sender is provided as a library workflow in Sense Automate. It must be installed and deployed before it can be used in AMI.

Go to Automate > Workflow hub
Use Search 🔍 to find and open Doc Sender
Install
Go to Automate > Workflows
Locate Doc Sender
Deploy

Once deployed, the Doc Sender will be available for use in AMI.

💡 Tip:

If the Doc Sender is not visible in AMI, check that the workflow has been successfully deployed.

📘 For full guidance, see:

Managing library workflows in Sense Automate

💡 Tip:

The Doc Sender does not create document templates. It can only use templates that already exist in your system.

🖊️ Note:

AMI can only access data the user is authorised to view, and each agent only works with the data it is authorised to use.

Overview

The Doc Sender is an AMI agent designed to send personal documents at scale.

It helps administrators send an existing document template to the right employees without having to open each employee profile and assign the document one person at a time.

The agent can:

search employee records
filter and group employees by criteria such as department, role, location, or named individuals
identify the document template referenced in your request
create employee-specific document instances
send those documents out for signing through To Dos after confirmation

This is especially useful for policy updates, contract changes, and other document workflows that require signatures from a group of employees.

What the Doc Sender does not do

The Doc Sender does not:

create a new document template
redesign or rewrite your template structure
bypass document permissions or employee-data access rules

You must prepare the template first, then instruct the agent to use it.

When to use the Doc Sender

Use the Doc Sender when you need to send an existing template for signature to a selected group of employees.

Examples:

Issue a contract change document to all employees in a department
Send an updated agreement to employees in a specific location
Distribute a policy acknowledgement document to named users or job roles

Navigation path

Product Switcher (Sense logo, upper left) > AMI > Agent selection > Doc Sender

Use the Doc Sender

Step 1: Open AMI and select the Doc Sender agent

Open the Product Switcher
Select AMI
Click the Agent selection icon ()
Select Doc Sender
Click Save changes to apply the agent to the conversation

🖊️ Important:

If you do not click Save changes, the agent selection will not be applied and your request may be handled by a different agent (for example, the General Assistant).

Step 2: Describe the document task in natural language

In the AMI message box, describe:

which document you want to send
who should receive it
any criteria that define the recipient group

Examples:

“Send the updated code of conduct agreement to everyone in Frank Taylor’s team.”
“Send the health and safety policy to all employees in warehousing.”
“Issue the contract acknowledgement to all managers in London.”

Step 3: Review the returned document and employee list

The Doc Sender will:

retrieve all available document templates and list their names to ensure the named document exists and is correctly identified.
return a list of matching employees (for example, identifying Frank Taylor and his team based on employee data)
ask for confirmation before sending. For example:
“Do you want to assign the document ‘Updated Code of Conduct Agreement’ to all these employees?”

Check that:

the correct template has been identified
the correct employees are included
nobody is missing or incorrectly included

⚠️ Important:

Always review the document name and employee list carefully before confirming. This is particularly important if you have several similarly named document templates in your system.

Step 4. Confirm and send

Once confirmed:

the document is created for each employee
signature tasks are assigned via To Dos
employees can complete the action through their To Dos
progress can be tracked through standard document and task workflows

Example workflow

Example request:

“Send the health and safety policy update acknowledgement to all employees in warehousing.”

What happens next

The Doc Sender searches employee data for “warehousing”
It identifies the matching employees
It identifies the referenced document template
It returns both for confirmation
You confirm the action
The system creates documents for each employee
Signing tasks are issued via To Dos

Template requirements

Before using the Doc Sender, the template should already be prepared correctly.

Depending on the document, this may include:

standard document content
merge tags (for example employee name)
signature fields for required signatories

🖊️ A note on signature merge tags in document templates:
To enable e-signatures, insert signature merge tags in your template at the exact location where each signature should appear.

Primary signatory (Signee 1):

{{Signature_1}} – signature
{{Signature_1_FullName}} – name
{{Signature_1_Date}} – date

Additional signatories:

Repeat the same format using incremental numbering:

{Signature_2}}, {{Signature_2_FullName}}, {{Signature_2_Date}}
{{Signature_3}}, and so on

You can add as many signees as required by continuing the numbering sequence.

If the same person needs to sign in multiple places, repeat the same signature tag (for example, {{Signature_1}}) wherever their signature should appear.

In the Signature details panel:

Set the primary signatory as Own
Set the line manager signature as Line Manager (if required)
Assign any additional signatories (if required) by name (such as HR, CEO, etc)
Select Sign in order specified if you want signatures to be completed in sequence.
This will trigger To Dos in the defined order.

💡 Tip:

If you are unsure of the exact template name, you can ask AMI to return a list of available document templates before sending.

How this fits with document management in Sense HR

The Doc Sender builds on the existing document framework in Sense HR.

In standard document management:

Company documents can be shared widely, but do not support template-based signatures
Personal documents support templates, merge tags, and e-signatures, but are typically created per employee

The Doc Sender helps automate the personal-document process at scale by:

identifying the right employees
applying an existing template
creating document instances per employee
triggering signing workflows through To Dos

Permissions, privacy, and governance

AMI operates within Sense Workplace’s security model.

Key principles include:

AMI can only access data the user is authorised to view
access follows Access Role permissions
each agent only works with the data it is allowed to use
outputs should always be reviewed before confirming actions

Administrators remain responsible for:

selecting the correct template
reviewing the employee list
confirming recipients
ensuring legal and policy accuracy

Best practice

Use clear and consistent template names
Check templates are up to date before sending
Be specific when defining recipient groups
Always review the returned employee list and document before confirming

Troubleshooting

Issue	Likely cause	Resolution
Doc Sender not visible	Workflow not installed or deployed	Install and deploy from Workflow Hub
Request handled by wrong agent	Agent not applied	Re-select Doc Sender and click Save
Wrong employees returned	Prompt too broad or incorrect employee data	Refine the request and check employee records
Template not recognised	Template name unclear or does not exist	Confirm the correct template name
Signature workflow not triggered	Template missing signature fields	Update the template before sending