Issue Letter

This is used for generating issue letters for the employees.

To view the generate issue letter page,

• On the HR menu, click See All.

• Under Generate Letter, click Issue letter.

The Generate Issue Letter page is displayed.

In the Published by section, click to select either HR, Reporting officer or Reviewing Officer option.

In the Category section, click to select Group or Employee option.

In the Employee Search option, type the employee name to select the employee.

• Click Reset to reset the field.

• Click Go to select the employee in the Employee Search field and load their records.

• Select Show Published option to display the published records.

The Issue Letter details displayed are

Issue Letter Details

Note 1:  Applicability column appears when Group option is selected in Category section.

Note 2:  Employee name column appears when Employee option is selected in Category section.          

•   When user clicks on the  icon to set the settings for the acknowledgement.

The Acknowledgement Configuration window appears.

1. In the "Acknowledgement Required" option, if Yes is selected then employees will be having the acknowledgement option in the employee screen and if No is selected then employees will not be having the acknowledgement option in the employee screen.

2. If Yes is selected in the "Field will be disabled after the feedback" option then acknowledgement option will be disabled after the feedback.

3. If Yes is selected in the "Mail Intimation required" option, then the "Mail Intimation to" option will be shown up with the attributes created and made active in the master configuration page. Both static as well as dynamic master should be populated.

• Select the attributes from the drop down box and search the employees in the Employee Search text box or directly user can search the employee in Employee Search text box.

Note 1:  If Department is selected as HR then employees who are in HR department will be receiving the intimation.

Note 2:  The drop down is a multi-select.

4. Select the required E-mail Template in the E-mail Template for Agree drop down box.

5. Select the required E-mail Template in the E-mail Template for Disagree drop down box.

6. Click Save to save the changes done in the form.

7. Click Reset to reset the configuration from the start.

[Adding / Uploading / Publish / Delete] Issue Letters

Add

• Click Add to add issue letter attributes.

Enter the Employee name to select the employee name and add it to the Employee List Search section.

The various filter options displayed are  

Filter option Details

To specify the audience of the issue letter based on any category, do any of the following:

1. Based on Process :  

To categorize the audience based on the process click

The list expands to display the list of process.

Select the processes of the employees who you want as the audience of the message.

2. Based on Designation :

To categorize the audience based on the designation click

The list expands to display the list of designations.

Select the designation of the employees who you want as the audience of the message.

3. Based on Band:

To categorize the audience based on the band click

The list expands to display the list of bands.

Select the bands of the employees who you want as the audience of the message.

4. Based on Division:

To categorize the audience based on the division click

The list expands to display the list of divisions.

Select the division of the employees who you want as the audience of the message.

5. Based on Project :

To categorize the audience based on the project click

The list expands to display the list of projects.

Select the project of the employees who you want as the audience of the message.

6. Based on Employment Type:

To categorize the audience based on the employment type click

The list expands to display the list of employment types.

Select the employment types of the employees who you want as the audience of the message.

7. Based on Department:

To categorize the audience based on the department click

The list expands to display the list of departments.

Select the departments of the employees who you want as the audience of the message.

8. Based on Branch:

To categorize the audience based on the branch click

The list expands to display the list of branch.

Select the branch that you want as the audience of the message.

9. Based on City :

To categorize the audience based on the city click

The list expands to display the list of cities.

Select the cities that you want as the audience of the message.

10. Based on Region:

To categorize the audience based on the region click

The list expands to display the list of region.

Select the region that you want as the audience of the message.

Note 1:  Click Add All to select all the available options.

Note 2:  Click and drag individual available options if you want to select and add them individually or click  to add the option.         

Note 3:  Click Remove All to remove the selected options.

Note 4: Click and drag individual available options if want to select and remove them individually or click   to remove the option.

Click Filter to get the results based on the selected filter options.

To select the filter based on DoJ (Date of joining), select the necessary From Date and To Date from the calendar icon, appearing in their respective text boxes.

Click Search to find the results from the selected filter option.

The Employee list box displays the employee / employees who are selected from the selected filter options.

Note 1:  To move an employee from the Employees list, select the employee and then click  .

Note 2: To move all the employees to the Selected employees list, select all the employees and then click  .        

Note 3:  To remove an employee from the Selected employees list, select the employee and then click.

Note 4:To remove all the selected employees from the list, select all the employees from the Selected employees list and then click     

• In the Letter Type drop down menu, select the corresponding Letter type based on the Letter template chosen.

• In the Letter template drop down menu, select the corresponding Letter Template.

• In the Published By radio button, select either HR, Reporting officer or Reviewing officer.

• In the Ref ID text box, enter the corresponding Ref. ID.

Note :  The employee can be searched through (i) Employee Search (ii) Filter Options or (iii) based on Date of Joining (DoJ).

Click Save & close to save the changes and close the window.

Click Save & Continue to save the changes and continue in the same page.

Click Cancel to exit the page.

Uploading

• Click Upload to upload the performance assessment record.

• In the Letter Type drop down menu, select the letter type.

• In the Letter template drop down menu, select the letter template.

• In the Upload Performance data tab click “Choose File” to upload performance data file.

• Click “Download” to download the Performance upload Excel file.

Click Save and close to save the changes made and close the window.

Click Cancel to close the window.

Publish

Select a record and click Publish to publish the selected record.

A confirmation window appears.

• Click OK to publish the selected record (s).

• Click Cancel to close the confirmation window.

The Issue letter(s) is published to the selected Group or Employee.

Delete

Select a record and click Delete to delete the selected record.

A confirmation window appears.

• Click OK to cancel the selected record.

• Click Cancel to close the confirmation window.

The selected Issue letter will be deleted.

Employee option selected in category [Filter options explained]

If the Employee option is selected in the Category section, Filters option will be displayed.

The various Issue letter details displayed are

Issue letter field details

The various Filter sections details displayed are

Filters section details

• Click OK to save the filter changes made.

• Click Reset to go to the initial Filters window.

• Click Close to close the Filters window.

Show published option selected [Filter options explained]

Click the Show Published box to display the issue letters published.

Click Filters to show the various filters available.

The various fields present in the Filters section are

Filters section details

• Click OK to save the changes made in the Filters window.

• Click Reset to go to the initial Filters window.

• Click Close to close the Filters window.

Restore

Select a record and click Restore to restore the selected issue letter(s).

A confirmation window appears.

• Click OK to restore the selected record.

• Click Cancel to close the confirmation window.

The selected Issue letter is restored.

Delete

Select a record and click Delete to delete the selected issue letter(s).

A confirmation window appears.

• Click OK to delete the selected record.

• Click Cancel to close the confirmation window.

The selected Issue letter is deleted.

Show Published and Published By: All option selected

The various columns in the issue letter (with Show Published selected and Published By selected as All) are

Issue letter field details

Note 1:  If only HR is selected in Published By option, then only Published On column appears

Note 2:  If only Reporting Officer is selected in Published By option, then only Published by Reporting Officer column appears.         

Note 3:  If only Reviewing Officer is selected in Published By option, then only Published by Reviewing Officer column appears.

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