Letter Writing

Wherever you wish to create letters, the basic principle is the same, in that you will need to follow these stages:

  1. Create a HR Query to contain the fields that you will require in the letter.
  2. Define any selection criteria for the letter.
  3. Define an export attachment to process for the document.
  4. Run the export attachment to create a CSV file.
  5. Create a word document to merge with the CSV file.
  6. Amend the export attachment to refer to the above word document.
  7. Run the export attachment to create the required letters.

 

Creating A Query

If the query is to be for Vacancy Letters then the query would be based on the Candidate File. If the query is to be for Attendance Certificates then the query would be based on Training Records.

 

Defining Any Selection Criteria For The Letter

If the query is to be for Vacancy Letters and you are going to run the letters from within the Recruitment module (Note: explained in further later), then it is not necessary to define selection criteria here. If the query is to be run from Training Events (Note: explained in further detail later), then it is not necessary to define selection criteria here.

 

Defining An Export Attachment Process

  • Having defined your query, run it to generate a grid.
  • At this stage, you may copy & paste the details into a spreadsheet and use that as input for a mail merge. However, using an export template automates the process.

 

  • When the grid is displayed, click Export.
  • Already defined Templates will be displayed. If you have not defined a template yet, or wish to add another, click Add.
  • Enter a User Defined Name (e.g. Attendance Certificates) and click Next.
  • Ignore the following page, click Next.
  • Define the Full Path and Name of the CSV file to be created, holding the query results (e.g. H:\letters.csv – you may wish to add this to a shared drive so that other users may access the process; the file must have a CSV suffix).
  • Click Next.
  • Define the Full Path and Name of the mail merge document to merge with the CSV file (Note: if the file has not been created at this time and cannot enter these details, click Save).
  • Click Save.
  • Click Close.

 

Running The Export Attachment To Create A CSV File

  • Having defined the export template, click Export.
  • Highlight the template and click Select.
  • The grid results will be written to a file as defined in the wizard and opened in Excel.
  • Close the file.

 

Creating A Word Document To Merge With The CSV File

(Note: Assumed to have the knowledge to create a word mail merge document and pick up the required fields from the CSV file as created above).

 

Amending The Export Template To Refer To The Above Word Document

  • Click Export and highlight the template.
  • In Automatically Load Another Document, enter the path and file name of the word document. You can use Browse to locate the file you have just created .
  • Click Save.
  • Click Close.

 

Running The Export Attachment To Create The Required Letters

  • Click Export and highlight the template.
  • Click Select and the process will create the CSV file that was defined, and merge it with the word document.
  • The results will be displayed for you to store and print.

 

Training Events

A specific process has been provided for producing mail merge letters from within the Staff Development module.

Before using this process, a query must be written in Employee Training Details to contain all the required data and selection criteria. (Note: it is not necessary to define the event as part of the selection criteria as the process will only run for the chosen event).

Select and open in Edit or View mode, the Training event for which a document is to be produced.

Click Attach.

An Attachment wizard will be displayed, with an additional page at the end in which you must define which query is to be associated with this template.

The process of running the template to create letters is as above.

 

Recruitment

A specific process has been provided for producing mail merge letters from within the Recruitment module.

Before using this process, a query must be written in Candidate Details to contain all the required data and selection criteria. (Note: it is not necessary to define the vacancy, stage or candidate as part of the selection criteria, as the process will only run for the chosen event).

The attachment process can either be triggered from two places within the Vacancy module.

  1. Stages – one entry is made in the file for each candidate that is on that stage.
  2. Candidates – only the candidate highlighted is included in the document. (Note: the candidate must be on a stage).

(Note: This is similar to the wizard above, but there is an extra page in this wizard in which a query must be defined to be associated with this template).