This guide will show how to enable and use the Communication button which is a quick way to generate an individual Letter/Document from associated employee pages.

Related guides:

• Sending a letter to a group of employees (editable template)
• Sending a letter to a group of employees (non-editable template)

Contents

• Introduction
• Configuring the security
• To send the letter
   

Introduction

Once letter templates have been set up in HR, they can be used to generate documents to a group of employees or just to an individual employee.

In sending a letter to an individual employee, you can either;
1. Create a subset with just one record in it
2. Use the Letter Communication button (the quickest route)

The letter Communication button may not initially be visible on the related pages and may therefore need to be configured using the security options to make it available.

Configuring the security

• Go to the following area:
  • Latest menu: System Configuration > Role Management
  • Pre 2025 menu: System > Security > Role Management
• Click on the role that you want to change the security options for: eg HR User
• Click Pages from the Actions list that is presented

• A list of pages will be displayed showing the permission access that has been assigned to those pages for the role – in this case HR User
• In the column headed Letter Communication, buttons will show where you can make letter communication available:
  • Allowances
  • Job and Pay
  • Payments
  • Personal Details
  • Training Record/Details
• Change the option to Has Access and then click Review Changes

• Confirmation of the security change(s) that have been made to that role will be presented

• Click Update
• A message will confirm that the changes to the role security have been made

To send the letter

• Go to the employee page where you have granted access to the Communication button and wish to generate a document
• In this example:
  • Latest menu: Job, Pay & Reward > Job and Pay
  • Pre 2025 menu: Personal Data > Job, Pay & Reward Information > Job and Pay
• Ensure you have the employee in view that you want to send the letter to
• Where the page has multiple records such as Job and Pay, ensure you click into the relevant record (eg latest pay rate) to generate the letter (if inserting a new record, ensure this is saved first)

• A Communication button has been added to the screen as a result of making the security change in the previous section

• Click Communication and you will see a list of template documents that are linked to this page
• Click on the name of the document to be sent to this employee

• A range of options will be presented which determines how the letter is to be distributed
• 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 for the merge process to take place:
  • Cancel – following further confirmation n the cancellation option will cancel the distribution of the documents
  • Distribute – completes the merge and distributes the letters accordingly. The document will be saved in the person’s Personal Documents area (if you chose to save a copy)
  • Summary – will take you to the Letter Queue/Status screen where you can see any pending letters
  • Download – enables you to download and open or save the merged document for a selected employee