Step 1: Set up Letter Templates
The Letter Templates and Generate Letters options allow for the one-time setup of user-defined letter templates (Salary Increases, Job Letters, Promotions, Confirmations etc.) and for the automatic generation of these letters whenever required.
The Letter Templates are used in conjunction with the HR Transactions workflow so that letters are automatically generated and attached as the approval process moves along the workflow. At the final stage of the workflow (posting of record), the letter is automatically saved to the employee’s documents.
How it works:
- The Workflow is set up for the various Transaction Types (Acting, Position Changes, PT/FT Changes, Salary Changes etc.).
- Letter Templates are created for the various Transaction Types.
- Transactions are entered for employees and go through the defined Workflow process for the particular Transaction Type.
- At the final workflow stage, once the record is posted, the system automatically generates and stores the letters in Employee Profile (Personnel>>Employees>>Toggle Additional Details>>Documents).
Personnel>>Letter Templates
1. Create Template
Personnel>>Letter Templates
- Transaction Type: From the drop-down list, select the Transaction Type (Personnel>>Transactions>>Transaction Types), for which you wish to set up a template. These are the same types that will be displayed, when setting up the Workflow Definition, in the HR Module Type field. How do I set up transaction reasons?
- Trans Reason Desc: this drop-down list will display the transaction reasons that have been set up for the selected transaction type (Personnel>>Transactions>>Transaction Reasons).
- Default: select Yes or No to indicate if the template is the default template.
- Save the record. The record will be displayed in the list. Double-click to open.
Repeat the process to create Letter Templates for all Transaction Types for which you wish to implement Workflow.
2. Configure Template Layout
Configure the template layout for the letter by defining both the content as well as the layout of each letter template.
Personnel>>Letter Templates>>[double-click to open record]
Enter the content of your letter. Use the formatting options to format as you wish.
- Insert Placeholder: placeholders are the system field names that are retrieved from the HRplus database and displayed in the drop-down list. Place the cursor in the letter where you wish to put the field. Select the field name from the dropdown and click the Insert Placeholder button. These placeholders will be replaced by the actual field values when the letter is generated.
- Insert Image: click this button to select and insert a saved image (company logo, signature) into the letter: JPG, PNG and any other picture formats are supported.
- Save when completed. Repeat to set up additional letters.
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