Generate and publish letters

Updated in April-2024 | Subscribe to watch greytHR how-to video

Generating and publishing letters is crucial for an organization as they establish communication, document agreements, and provide evidence of policies and actions. They also ensure all parties understand expectations and deadlines and enhance the organization's reputation through professional communication.

The Generate Letter page in the greytHR Admin portal allows you to prepare a letter and publish it to the employees' ESS portals. You can quickly mail or publish the required letter to the employees each time you get a request from an employee. The page displays a list of letters you have already generated for the employees. You can view letter-related details such as Letter Template used to prepare the letter, Serial No, Prepared On date, Prepared By, and Employee Name.

To view the Generate Letter page, click Employee > Admin > Generate Letter.

You can perform the following actions on the Generate Letter page:

1. View and download the list of existing letters.

2. Generate and publish employee's letter.

View and download the list of existing letters

To view and download the list of letters you have generated previously, perform the following actions:

1. On the Generate Letter page, a list of all the letters that were created up-to-date displays.

2. You can customize the list of letters as per your requirements using the Letter Template, Serial No, Employee, Prepared on, Prepared by, Status, Remarks, and Acknowledgement Remarks.

3. Click the Download icon to download the customized list as an Excel report.

Generate and publish employee's letter

To generate a letter, perform the following actions:

1. On the Generate Letter page, click Prepare A Letter. A form opens.

2. In Step 1: General section, from the Letter Template dropdown list, select an appropriate template. The Serial No. automatically displays.

3. From the Authorized Signatory dropdown list, select the required employee.

   Note: If you cannot find the required employee, click the Edit icon to add the required employee to the dropdown list.

4. In the Remarks text box, enter the remarks, if any.

5. Click Next. Step 2: Select Employees section appears.

6. From the Generate For options, select Multiple Employees.

   Note: If you want to generate the letter for an individual employee, select the Single Employee option.

7. From the Employee Filter dropdown list, select the required category. A list of employees appears.

   Note: Use the + icon to add a required category to the dropdown list, if required.

8. Using the checkboxes, select the required employees.

9. Click Next. Step 3: Preview section appears. You can preview the letter with the digital signature.

10. Enter the required information under the Text column for each employee.

11. Click Finish. The page displays a summary of the generated letters.

12. Select the employees using checkboxes for whom you want to publish the letter.

13. Under Publish selected letters, select the Send as an email attachment/Publish to Employee Portal/Require Employee Acknowledgement options as per your requirements.

14. Click Download to download the letters for selected employees. A zip file downloads to your system.

Note:

1. You can click Download to download the letters for selected employees. A zip file downloads to your system.

2. You can also download, publish, edit, and delete each generated letter using their respective icons on every row in the list.

Other related links:

• Create letter templates

• Configure letter templates

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