@Community Alums I recommend you to read this KB article https://support.servicenow.com/kb?id=kb_article_view&sysparm_article=KB0966931 to get a clarity on how these documents are generated.
According to the article
You can generate documents in HR Service Delivery in 3 ways: Automatic, manual, and signatures collected. Each of these options is outlined below.
Automatic
If the "Automatically Create Draft Document" case option on the HR service is set, when a case is created with that HR service and its state is changed to Work in Progress or Ready, a task gets automatically generated for the employee with the document available for signing. In case of the new Document Template, the case option is "Automatically Initiate Document Tasks".
Manual
The HR agent clicks "Preview Document" on the case to preview and generate the document. The agent can also click "Sign Document" to sign the document. Once the document is generated it gets attached to the case. If the employee is also required to sign the document, the agent can either email the document to the employee or the agent can create an e-signature task and assign it to the employee (you can insert multiple signatures in the HR document template (both HTML and PDF).
Signatures collected
Documents like offer letters can require multiple signatures. When all signatures are collected, the document is automatically generated. This can be achieved through either Service activities in HR Service OR the new Document Template by specifying participants and order.
Source: https://support.servicenow.com/kb?id=kb_article_view&sysparm_article=KB0966931
