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HR Letter Generation

Last Updated: October 3, 2025 Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

HR Letter Generation & Management

Module Purpose

The HR Letters module is the operational hub for using the templates created in HR Letter Setup. Here, you can generate personalized letters for one or multiple employees, send them via email, and manage their status.

HR Letters Workflow​

This video covers the entire process, from generating new letters using a template to managing the generated records by sending them via email or sending reminders.

Part 1: Generating New Letters​

The core function of this module is to generate official documents using a step-by-step wizard.

Step 1: Initiate Generation​

From the main HR Letters screen, click the + Generate Letters button to begin the process.

Step 2: Select Template and Employees​

  • Select Template List: Choose the desired letter template from the dropdown menu. These are the templates you created in the HR Letter Setup module.
  • Select Employees: A list of employees will be displayed. Use the checkboxes to select all the employees who should receive this letter.
  • Click Next to proceed.

Step 3: Preview and Confirm​

  • This screen provides a final summary before generation. You will see the selected template and the list of chosen employees.
  • Preview: Click the View (eye) icon next to an employee's name to see a preview of their personalized letter. This is a crucial step to verify that all dynamic fields (like name, salary, designation) have been populated correctly.
  • Click Generate Letter to create the documents.

Step 4: Finalize and Distribute​

  • Once the letters are generated successfully, a confirmation screen will appear.
  • You have several options:
  • Download: Click the dropdown to download the generated letters in Word or PDF format.
  • Send In Mail: Click to immediately email the newly created letters to the respective employees.
  • Close: Return to the main HR Letters list view.

Part 2: Managing Generated Letters​

The main page of the module lists all generated letters and provides tools to manage them.

2.1 Viewing the Letter List​

The list displays key information about each generated letter, including the employee, template name, generation date, and its current Status (e.g., PENDING, ACCEPTED). You can sort the list by clicking on the column headers.

2.2 Sending Letters via Email​

This function is used to email letters that have been approved or accepted.

  1. Select one or more letters from the list using the checkboxes.
  2. Click the Send In Mail button.
Status Requirement for Email

The "Send In Mail" function will only process letters that have an ACCEPTED status. Records with any other status will be ignored.

2.3 Sending Reminders​

This function is for following up with employees who have not yet responded to a letter.

  1. Select one or more letters from the list using the checkboxes.
  2. Click the Send Reminder button.
Status Requirement for Reminders

The "Send Reminder" function is designed for follow-ups and will only process letters that do not have an ACCEPTED status (e.g., PENDING).

2.4 Individual Actions​

For each letter in the list, you can perform individual actions:

  • View (Eye Icon): View the generated letter at any time.
  • Delete (Trash Icon): Permanently remove the generated letter record.

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