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greytHR allows you to create a letter and send it to one or multiple employees at once.

Figure 1: Navigating to the Letters page

Perform the following steps to generate a letter:

  1. Navigate to Employee > Admin > Generate Letter.

    To directly perform this action, go to Actions > Employee > Prepare Letter.

  2. Click The Prepare a Letter button. The Generate Letter wizard appears.

  3. In the GENERAL section, select an appropriate letter template and type remarks, if any.

    • Based on the type of letter or document, certain mandatory fields appear such as the CTC field for Offer Letter and the Extend Probation Days field for Probation Extension Letter.
    • The Serial Number field is generated for each letter you prepare. However, the number remains constant even if you change the letter type before exiting the wizard.

     


    Figure 2: Selecting a Letter Template


  4. Click Next. The SELECT EMPLOYEES section appears.

    1. In the Generate for field, you can generate a letter for single or multiple employees. Perform one of the following steps as per your need:

    • Generating letter for single employee:
        1. Click the Single Employee radio button.

          Figure 2a: Generating Letter for Single Employee
        2. Search or type the name of the employee you want to send the letter to.

          Years In Service is a custom field. Choose the appropriate years using the arrows provided. Note that any custom field that you add while creating a letter template, also appears here.
        3. Go to step 5. 
    • Generating letter for multiple employees: 
        1. Click the Multiple Employees radio button.

          Figure 2b: Generating Letter for Multiple Employees
        2. Select a group of employees from the Employee Filter drop-down list. You also have an option to create a new filter. Based on the filter that you choose, a list of employees are displayed in the table below.
        3. By default, the complete list of employees displayed in the table, are selected. You can change your selection using the adjacent check box.

          • Click Add Row, if there lies any need to add an extra employee to the list. Search or type the appropriate Employee No. in the text box that appears just above the newly added row. Based on the Employee No. searched or typed, the corresponding Employee Name appears.
          • You can easily copy columns from an Excel file and paste them in the table.
          • Any custom field that you add while creating a letter template, also appears here.
          • Click Reset All if you want to clear the complete list. Once the data is cleared, click Add Row to add new employees to the list. A set of 1000 rows are added at once.
        4. Go to step 5.
  5. Click Next. The PREVIEW section appears displaying the final preview of the letter. This is a non-editable page.

    • In case of multiple employees, pagination appears on the PREVIEW page showing individual preview for each employee. You can use the arrows to move across the pages.
    • Before you finish, you may revisit the previous steps. On clicking Cancel, all unsaved data are lost.
    • In case an employee is not found, then letter cannot be generated for that employee. A message appears informing that letters cannot be generated for employees not found. However, you are still taken to the next section to publish the letter.
  6. Click . The Generate Letters:Summary page appears. From this page you can perform the following actions:

     

    • Download the letter for the individual employees.

    • Send the published letters to employee, manager or others, as email attachment.

    • Publish the letters to the employee portal.

    Click Close if you do not want to publish the generated letters.

  7. Choose the appropriate option to publish the letter and then click Publish. The Publish Letters:Summary page appears.

    The Publish Status column displays the status of the published letters.

    • —indicates that no error was encountered while publishing the letters.
    • —indicates that there lies some error for which the letter could not be published.
  8. Click Download. The published letters are downloaded in the form of a ZIP file. A pop-up appears prompting you that the letters are successfully downloaded.

To remove or customize the table headers, navigate to System Settings Advanced > Miscellaneous > Advanced Options. Now in the Section drop down, select Letter and enable the Hide Default Header for Pay Group Items in Letter Template check box.

Learn more about the process by watching the video here.

Related Concepts

Letters

Document Management