Navigate to Human Resources > Employee Administration > Employee Management > Reports.

Transcription

1 Employee Letters Employee Letters are typically created by Human Resources staff and allow the user to produce letters or documents containing specific employee information. Each letter or document may contain any of the following information; Name, Address, Phone, Contract Summary, Assignments Detail, Certifications Detail, Credit Detail, Degree Detail Information, and Custom Forms information. You will create and maintain employee letters under the Build Employee Letters area then post them for users using the options under Post Employee Letters. Recording Available: Creating Employee Letters 5/15/15 (47 min) Navigate to Human Resources > Employee Administration > Employee Management > Reports. Build Employee Letters The first step is to create a new letter or document or pull an existing one. Under Employee Letters select Build Employee Letters. Revised: 2/3/2016 Page 1 of 10 Version

2 The Employee Letters browse displays. The standard template options are available. Here we will select the Add button to create a new template. Under Template Settings enter a template Description accordingly, and check if you want to share the template. Under Select Plans click the Select Plans link to bring up a plans browse. From the plans browse you can filter by the Plan Year and choose if you are selecting from Employee Management or Salary Negotiations. Check the plan(s) and select Save. Click Selection Parameters to select the Employee Selection Parameters that will be used for the letter. Revised: 2/3/2016 Page 2 of 10 Version

3 The Selection Parameters allow you to set specific employee parameters to be used during the creation process. You would establish a parameter set if you want to include/exclude certain employees. The employee parameters include Employee Selection by Range or Individual employees, as well as other sub-parameters such as Employee Types, Position, and Assignment. The Default Parameters set includes all employees. Letter Setup - This part of the build is either pulling in an existing letter or document or creating a new letter or document. Use the link or the drop-down if you will pull an existing letter. For this example, the Select Employee Letter link is selected. The Employee Letters browse will open. In this example we will create a new letter so the Add button is selected. We could also use any of the maintenance options here and/or select one of the existing letters to pull into the new template. From the next screen, enter a name for the letter and select the orientation. The orientation may be changed from the Editor screen also. Select the Save and Edit Layout to continue to the Editor. Revised: 2/3/2016 Page 3 of 10 Version

4 The editor screen where you will create your letter will open. The editor is composed of: 1. Letter Name 2. Toolbar 3. Content Area 4. Editing Options 5. Save/Return Options 6. Automatic Last Save Time Stamp a. The system will automatically save your letter every 5 minutes as you are working on it. A pop-up will display at the bottom of the screen indicating an auto update will take place with a count down. The Toolbar includes four tabs. Layout Use to change the orientation. Table Clone Row and Delete Row options are available. These options can be used when a table is used in the content area. Fields Use to pull in the desired information from the system. a. Name, Address, Phone, and Contract Summary Show as selection lists with the option to select the desired field. b. Assignments, Certifications, Credits, and Degrees Display a new window to customize which fields are shown and how they are displayed. Custom Forms Can include single or multiple type forms. a. The single type form includes information like the Name fields that has a selection list with the option to select the desired field. b. The multiple type form includes information like the Assignment Detail that displays a new window to customize which fields are show and how they are displayed. Revised: 2/3/2016 Page 4 of 10 Version

5 The user has the ability to freely enter information, as well as use the Fields and Custom Forms information to create the letter. Enter the necessary information to be included in the letter and add any tables, fields, and/or custom forms per your needs. Here I will select the Fields tab and select Name Information then click Add Name Field. The Name, Address, Phone, and Contract/Benefits Summary information show as selection lists with the option to select the desired field. 1. Click on the field type. 2. Click the field or edit option. When the field is selected, the Merge Fields pop-up will display. Use the drop-down to display the fields that may be selected. Select the field you want then select the Add button. You can keep the Merge Fields screen open and add multiple fields as needed. Make sure to add the proper spaces, any wanted punctuation, or returns as needed as you add. Select Close when finished. Revised: 2/3/2016 Page 5 of 10 Version

6 Note: When the Edit Ranges is selected the associated range screen will display. Here you can check to select additional fields, uncheck the selections, or to not display them, and filter what you have selected using the Edit link. The Assignments, Certifications, Credits, and Degrees options display a new window to customize which fields are shown and how they are displayed. 1. Enter a Detail Area Name for this set of selected fields. 2. Select each field to be part of the Detail Set. You can use the move tool to change the order of the fields. 3. The Preview sections approximates how the fields will display on the letter. 4. When Create Block Information Horizontally is selected the fields group from left to right. Example below. Revised: 2/3/2016 Page 6 of 10 Version

7 Below is an example letter with text, added fields and a table. Save & Close is selected to return to the letter browse. Highlight then use the Select button to pull this letter into the template. On our example template above see that the letter we just created was pulled into the Select Employee Letter field. Revised: 2/3/2016 Page 7 of 10 Version

8 You can select to Print Confidential Fields or leave it unchecked. To run a report of the letter, select Save and Run. The process will run on the Print Queue. A separate letter is created for each employee based on the selection parameters on the template. Note that because the Print Confidential Fields option was not selected the SSN is hidden in the example. Post Employee Letters To make the letter/document available to employees the next step would be to post the letter/document. Navigate to Human Resources > Employee Administration > Employee Management > Reports and select Post Employee Letters. The Post Employee Letters browse will display. Select the Add button to post a new letter/document. Revised: 2/3/2016 Page 8 of 10 Version

9 Enter a Post Description and use the drop-down to select the Employee Letter Template. Next, select the mediums that you want the employees to be able to access the letter from then select the Post button. Note: The Save Letter Options button is used to save the options for the letters. If a change is made to the template, the letter will need to be reposted to update the new letters to the new template options. The process will run on the print queue as noted on the pop-up. Also note you must refresh the browse for the letter to display. Select OK to the pop-up. When the process completes another pop-up displays to View Report. The report indicates the status and how many letters were created. Back on the Post Employee Letters browse, select the Refresh button; the posted letter has been added. Expand the letter to view the posted details where you can see the employees it is posted for as well as click the View link to bring up the respective letter. Revised: 2/3/2016 Page 9 of 10 Version

10 Use the View Posted Details button to bring up that browse screen. Here again, there is an option to view the letter for a selected employee. Now that the letter has been posted, below we can see on this employee s profile that the letter is available under the Employee Letters tab. Additional References: Post Employee Letters (6 min) Revised: 2/3/2016 Page 10 of 10 Version