Factorial’s IT Inventory allows you to generate assignment (handover) and removal (return) documents automatically whenever devices are assigned or unassigned.

These documents include your company’s IT policies, device details, and are sent for electronic signature through Signaturit.

This guide will show you:

• How to create IT policies as templates
• How to assign templates to each legal entity
• How documents are generated when assigning or removing devices
• How to send documents for signature and track their status

Setup your templates

Before You Start

To generate IT documents, make sure your account meets the following requirements:

• You use the IT Inventory module
• You have created at least one Assignment and one Removal template
• Each legal entity has been assigned a template
• Device assignments are linked to an employee (documents are not generated for spaces or shared equipment)

Create Document Templates

Document templates define the IT policies that will appear in the final PDF sent to employees.

1. Go to IT Inventory Settings
   • Click Settings in the sidebar
   • Scroll and open IT Inventory
   • Select the Document templates tab
2. Create a New Template
   • Click New template
   • Enter a Title
   • Choose a Primary language
3. Select whether this template is for:
   • Assignment (handover documents)
   • Removal (return documents)
4. Paste your IT policy text in the large text box
   • There is no practical character limit (supports very long policies)
   • This text appears before the device table in the PDF
5. (Optional) Enable a second language
   • If enabled, the PDF will show the policy first in the primary language, then in the secondary language
6. Click Save

Assign Templates to Legal Entities

Each legal entity must be linked to the correct Assignment and Removal templates.

1. Go to Settings → IT Inventory → Legal entities
2. For each entity, select:
   • A Device assignment template
   • A Device removal template

You can assign different templates depending on country, regulations, or internal processes.

How Documents Are Generated

Once templates are configured, Factorial generates documents automatically whenever devices are assigned or unassigned.

A. Assignment Documents (Handover)

When you assign a device to an employee:

1. Select the device(s)
2. Click Assign
3. Choose an employee
4. Confirm the assignment

Factorial generates a Draft document and stores it in:

• IT Inventory → People → (Employee profile) → IT Documents

B. Removal Documents (Return)

When you unassign or reassign a device:

1. Open the device action menu
2. Select Reassign
3. Choose a new status (e.g., In stock, Maintenance, Retired, Assigned to other person….)
4. Confirm

Factorial generates a Removal document, following the same flow as assignment documents.

Sending Documents for Signature

Documents are generated as Drafts. You must send them for signature manually, giving you full control over timing.

You can send documents in three ways:

A. From the People Tab (Bulk Sending)

1. Go to IT Inventory → People
2. Select one or multiple employees
3. Click Send Documents for signature

Perfect for onboarding or offboarding multiple people at once.

B. From the Employee Profile in IT Inventory

1. Go to IT Inventory → People
2. Click an employee
3. Scroll to IT Documents
4. Click on the 3 dots
5. Click Send for signature

Tracking Document Status

Documents go through the same lifecycle as any other Factorial document:

• Draft – generated but not sent
• In progress – waiting for the employee’s signature
• Signed – completed successfully
• Cancelled / Failed – document is invalid or signature was rejected

Where the Documents Are Stored

You can find IT documents in:

• IT Inventory → People → Employee profile → IT Documents
• Employee profile → Documents → IT Devices Folder

This gives both HR and IT full auditability and consistency.

Troubleshooting

1. The document did not generate
   Check that:
   • The legal entity has templates assigned
   • The selected device is being assigned to a person (not a space)
   • The template exists and is active
      
2. The wrong language appears in the PDF
   • Ensure the template’s primary language is correctly set
   • Verify whether a second language is enabled
      
3. The employee cannot sign the document
   • Try resending the document
   • Check if there is a newest document generated pending for signature

FAQs

1. Can I use different templates for different teams or countries?
   Yes - you can assign unique templates per legal entity.
    
2. Can I edit a document after it has been generated?
   You cannot edit a generated PDF, but you can:
   • Update templates for future documents
   • Delete draft documents and reassign the device
      
3. Is there a size limit for the policy text?
   Practically no - the field supports extremely long text.
    
4. Do documents appear in the employee’s profile?
   Yes, in both IT Inventory and HR employee profile.