Letter Template - Customer Admin

Dynamic letter template generator - Using this feature, the Admin will be able to create as many letters

templates as they want and save them for future purposes

Letter Triggers - Based on the workflow created, the letters will be sent to the applicable employees.

Letters can be triggered manually as well to the employees

Easy Access - The letters generated can be easily accessed from the mobile app

Letter Templates can be accessed from Organization > HR Letter Templates > Letter Templates New Letter Template Creation

New Letter Template Creation:

Step 1: Letter Templates can be added from Organization > HR Letter Templates > Letter Templates > New Letter Template

Step 2: Details such as Template Name, Alias Name, and Category should be given.

Step 3: The letter Type can be selected as PDF or Email.

• If PDF is selected, the document will be generated in the Custom Letter folder in the Documents

  section available in the mobile application

• If Email is selected, the letter will be sent as an email to the official email address

New Letter Template - Compose Letter Content:

•    Content that is to be generated in the letter can be composed from the editor section.
•    Various sets of variables can also be used. Based on the respective value for the employee, the letter will be generated for the employee dynamically

Bulk Trigger Letter to the employees:

• The letter can be bulk triggered from Organization > HR Letter Templates > Letter Templates > Select ‘Action’ for a template > Bulk Trigger
• Letters can be triggered immediately or can also be scheduled for later.
• Bulk employees can be selected using filter criteria or bulk upload can also be done.
• Based on the filters selected / bulk upload, the letter will be generated to the applicable employees.

Bulk Trigger - Filter options:

• Filters such as State, City, Department, Designation, Functional Structure levels, Role Groups, and Employee Types can be selected.

Bulk Trigger - Excel Upload:

• Bulk Upload can be done by downloading the template and uploading it by filling Customer ID and Employee ID for the applicable employees.
• The generated letter will be sent as an email if the email option is selected under the template.
• It can be viewed from the Custom Letters folder from the Documents section in the mobile application if PDF was selected in the letter template.

Letter Template - View Logs:

• The list of employees for whom the letter was generated can be viewed from Organization > HR Letter Templates > Letter Templates > Select ‘Action’ for a template > View Logs.
• Details such as when the letter was generated can be viewed.
• The generated PDF can be viewed.

Generate Letter Individually:

Step 1: The letter can be individually generated from Organization > Employees > Select an employee > Select ‘Generate Letter’ from Action.

Step 2: Admin should Category and Letter Template name from the list.

• Based on the configuration set in the letter template, it will be sent as an email or generated as a PDF.
• If the same letter template is triggered again, Admin can use whether to overwrite the existing letter or generate a new letter.

Automated Workflows:

• Instead of generating letters individually or triggering in bulk based on filters / bulk upload, letters can be generated based on automated workflows as well.
• Automated Workflow can be created from Organization > HR Letter Templates > Workflows > New Workflow.

Automated Workflows - Creation:

• Based on the category selected, predefined events can be chosen.
• Events available are as follows:

1. Date of Joining.
2. Last Working Date.
3. Probation period completion.
4. Notice period completion.
5. Abscond initiated.
6. Abscond rejoin.
7. Abscond auto separation.
8. Abscond manual separation.
9. Resignation submitted.
10. Resignation approved.
11. On behalf of Separation submitted.
12. Attendance not marked.

• Admin can configure the workflow and set when the letter should be triggered.
• On completion of the event, n days before the event, and n days after the event are the options available.

Employee - Email generated:

• If the Content-Type is Email or PDF with email, the employee will receive the letter as an email to the official email address.
• Note: For separated / inactive employees, if the official email is inactive; then this email will not be sent.

Letter Templates Report:

The report can be accessed from Admin -> Reports -> Custom ->Custom Letters Report.

The following will be available in the report:

●    Employee ID

●    Employee Name

●    User ID

●    Gender

●    Designation

●    Manager Name

●    Manager ID

●    Branch Name

●    Branch Code

●    State

●    City

●    Employee Status

●    Last Working Date

●    Category

●    Letter Template Name

●    Content Type (PDF or Mail)

●    Letter Sent On

●    Letter Generation Mode ('Manual Trigger', 'Bulk Manual Trigger', 'Automated Workflow')

●    PDF Link (When Content-Type is PDF)

Employee - Custom Letters Folder:

• In the mobile app, the employee can access the letter generated if the Content-Type is PDF.
• It will be available from Home > Quick Links > Documents > Custom Letters (or) Profile > Documents > Custom Letters.
• The letter generated recently will be listed first.