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Letter Setup Docx

📌 Prerequisites​

  • Logged in to the EMGAGE Dashboard
  • Access to Admin
  • Permission to manage Role Master

🔎 Accessing Role Master​

  • Use the Search option in the EMGAGE dashboard and search for Role Master.

  • Select Admin role

  • Search for Upload Documents and enable it.

HR Letter Setup – Using DOCX Template

This document explains how to create, manage, and generate HR Letters using a DOCX file in the HR Letter module.

1. Create New Letter Template​

Navigate to:

HR Letter Setup → Letter Templates → + Template

HR Letters Dashboard

2. Upload DOCX File​

Upload a Word file that will act as the letter template.

Create New Letter Template

Fill in the following details:

  • Template Name*
    Example: demo

  • Template Type
    Select Upload Docx

Options available:

  • Email notification recipients (Admin, Manager, etc.)
  • Publish on ESS
  • Employee acknowledgement required

you can also add custom inside the DOCX before uploading by copying it from below.

Example Placeholders​

Field NamePlaceholder
Aadhaar No{{EAadhaarNo}}
Actual Relieving Date{{ActualRelievingDate}}
Admin Signature{{AdminSignature}}
Annual Basic{{AnnualBasic}}

3. HR letters dashboard​

This screen shows all generated HR letters with their current status.

Upload DOCX File

Features:

  • View generated letters
  • Enable / Disable template
  • Edit or delete template
  • Check file type (DOCX / HTML)
  • Check ESS publishing status

4. HR letters​

After creating the template navigate to HR Letters and click to + Generate Letters.

Created template will appear here in template list from where you can select the template.

Email & Publish Settings

After selecting the template, select employee or employee's and click to Next.

Custom Fields NOTE Preview the generated letter before final submission.

5. Letter Generated Successfully​

Letter Template success

After generation, a success message is displayed.

Available actions:

  • Download as Word
  • Download as PDF
  • Send in Mail
  • Close

6. Send Mail or Reminder​

In HR Letters page, you can select the employee and send them a mail or reminder or you can download word or pdf files.

Send mail or reminder

Available actions:

  • View
  • Delete
  • Download word file
  • Download pdf file

📋 Note​

  • Docx files will work in HR Letters only if you have microsoft version greater than 2007.
  • Make sure you give proper justification and line spacing to avoid imporper formatting in your uploaded files.
  • Add the watermark only from Word, and ensure it is a proper watermark.
  • Uploading a background image instead of a watermark will not work.

📄 Summary​

Using DOCX templates allows:

  • Easy Word-based formatting
  • Dynamic employee data mapping
  • ESS publishing & acknowledgement
  • Email delivery
  • PDF / Word downloads

This completes the HR Letter setup using a DOCX template.

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