Employee Letters Maintenance

This option provides a tool to create documents which are often used by the Human Resources department, such as employee contracts or employee reference letters.

User may type all the text (or directly copy and paste it from another application), and then use special commands to insert any employee data, like FirstName, SBUID, or HireDate.

User may also make changes to existing letters in the system.

Creating a new employee letter:

Go to Maintenance. Select System Settings. Click on Employee Letters.
Click on Add (upper left), or click on the New Employee Letter button (bottom right).
Fill in the following fields:
- Company Code: The system will default to the company code your access is limited to. In case user has access to multiple company codes, then he needs to select the appropriate one from the drop-down menu.
- Letter Code: Enter a two-alpha character code. This code usually reflects the initials of the document name: EC for 'Employee Contract' or CC for 'Confidentiality Contract'.
- Description: This is a 30-character field where user can enter the name which you want to give to your letter.
- Language: User may choose from English or Spanish.
- Upper case only: Select Yes if you want the document to be displayed entirely in uppercase.
- Select No if you want the document to be displayed just how you had typed it.
- Text: Use this space to type the employee letter just as if you were typing a document in any word processing application. However, if you need to use bold face characters, align text to the left, center or right, then you will need to use the Editing Commands provided under the List of Commands (see left).
- User may add images to document. Use the special commands listed under 'Images'.
- In order to insert specific employee data, such as name, hire date, etc. please review the rest of the special commands listed under:
  - Site Information
  - Employee Information
  - Employee Address Information
  - Employee Family Information
  - Employee Personal Information
  - Employee Laboral Information
Once the document is finished, click on Add so the letter is stored in the system.

Hints and Tips

If necessary, user may retrieve any employee letter and make changes to it.
The system allows user to use all html tags at the time of creating a new letter/document.

Go to Search, or click on Lookup Employee Letter.
Select the Letter Code.
Make the desired changes in the document text.
Click on Change.