HR

Step-by-step guide

This guide explains how letter templates that are stored in HR can be used to send letters of that type to selected employees and the resulting letter stored in the employee documents area.

Contents

• Sending a Letter to a subset of employees
• Letter Queue/Status

Sending a Letter to a subset of employees

• Go to the following area:
  • Latest menu: Employee Communications > Letter Library and Distribution
  • Pre 2025 menu: Letters > Letter Store
• Find the letter that you want to send
• Click on the letter name and then select Send Letters from the list of actions presented

• Click Subset and create the group of employee records to receive the letter
  Add and remove employees from and to the subset as required and then click Complete and Finish
• Having created the subset those records will then be displayed on screen Click Continue
• An option to use a filter form will be presented which enables further refinement of the selection of records. More information on filter forms is available separately, but for the purposes of this example since this is a salary letter a date range for changes might be appropriate. Click Continue
• The employee list of recipients will be presented. If no changes are to be made to the subset of records then click Continue
• A further screen will be presented relating to the distribution options for this letter

• If the options of Email as a Link, OR Email as an Attachment are chosen then the options on the right hand side of the screen need to be completed to determine whether the letter is sent to just the employee or to the manager also, and to set the copying options for the letter
• There is also the ability to create the email subject line and the email body text
• If the option of Do not send an email is taken then the options on the right of the screen are not available
• When you have chosen the options required then click Continue
  

• The merge process takes place and you will then be presented with a list of the letter recipients together with the distribution options that you have chosen
• Cancel – following further confirmation the cancel option will cancel the distribution
  of the documents
• Distribute – completes the merge and distributes the letters accordingly
• Summary – will take you to the Letter Queue/Status screen where you can see any pending letters. Letters can be prepared but not distributed pending completion

• Download – enables you to download and open or save the merged document for a selected employee
  

Letter Queue/Status

• Go to the following area:
  • Latest menu: Employee Communications > Letter Queue
  • Pre 2025 menu: Letters > Letter Status
• The screen will display any incomplete letters
• Click on the letter name and a list of actions will be presented
• Preview – will enable you to continue with the distribution process
• Delete – to delete the letters and cancel the process
• View Employees – to see the employees that the letters are being sent to