Issuing Warning letter with Letter Notes.

Created by Dileep Kumar, Modified on Fri, 14 Feb at 11:43 AM by Yogashree MP

Follow the below step to issue warning letter
Step 1: Letter Configuration - (Need letter configuration access)
Step 2: input warning text and generate letter
Step 3: Send warning letter to employee
Step 4: Get Acknowledgement from Employee (Optional step)

This guide outlines the steps to configure and generate HR letters, including Warning Letters, within the application. It also explains the process of issuing these letters to employees and obtaining their acknowledgment

Step 1: Configuring HR / Warning Letters in the Application

Follow the steps below to configure an HR Letter:

Navigate to Settings > General Master > Template Library.
Select Template Type from the dropdown and choose HR Letter.
Create a new template by selecting HR Letter as the type and naming it appropriately (e.g., Client Short Name / Category-wise Warning Letter Name).
Prepare a Word document for the letter, replacing required details with supporting TAGs for dynamic data population.
Ensure proper formatting in the Word document for correct alignment in the PDF output.
Use predefined TAGs (e.g., {{ConsultantName}}, {{Designation}}, {{DOJ}}, {{LetterDetail}}) to populate employee details dynamically.
Refer to the View Support Tag option on the letter configuration screen for available tags.
Upload the configured Word document via the Choose File option and save the template.
Once saved, add all utilized tags in the available support tag option.

Step 2: Generating an HR Letter

Follow the steps below to generate an HR letter:

Navigate to Associates and open the relevant Associate’s Profile Page.
Click on the Offer and HR Letter section.
Click on Generate and select the appropriate letter category (Offer, Appointment, HR Letter).
Choose the specific letter template from the available list.
Enter all mandatory details (marked with *), along with any additional information.
Click on Generate Letter to create the document.
If a warning note is required, update it in the details text box before generating the letter.
Ensure the {{Letterdetails}} tag is present in the Word document for note inclusion.

Step 3: Releasing & Sending the HR Letter

After generating the HR Letter, follow these steps to release it to the employee:

Select the generated letter and click on HR Letter Mail.
A Release Pop-Up notification will appear – click Yes to release.
The system will display the candidate’s default email option.
Choose an appropriate mailer template and send the letter.
The system allows mail merging of the configured template by the administrator.
The system also provides options to send SMS or email notifications to the candidate.

Step 4: Letter Acceptance by Employee

This is an optional step : The application allows employees to accept the issued letter via the onboarding portal:

Select the generated letter and click on Extended Option.
Choose Send for Acceptance to trigger an email notification.
The employee will receive an email with a link to the onboarding portal to accept the letter.
Upon acceptance or rejection, the status will be updated in the system.
A notification email will be auto-triggered to the user regarding the consultant’s decision.

Summary of Features

Letter Configuration: Creating and saving HR letters with dynamic tags.
Letter Generation: Associating the letter with an employee’s profile.
Letter Release: Sending letters via email or through the ESS portal.
Letter Acceptance: Employees can review and acknowledge letters digitally.
Notification System: Auto-triggered emails/SMS for updates and confirmations.