Generate Letter

Make sure you have completed following session(s)

l Letter Template Setup

Once you have setup the letter template(s), you can generate letters by using these letter templates. Basically, this letter generation process just works like “mail merge” which auto filling data in corresponding variables in the letter template. You can generate multiple letters by batch or generate only 1 letter depends on how many employee(s) you have selected. For each generated letter, a corresponding MS Word file is stored in \TAMS\data\letter\ folder that you may do further actions, such as backup, edit, printing, etc., but not delete or rename the file or otherwise the database record does not match with it. Yes, besides of the MS Word file, a record with some information are stored in the database, so that you can find it out easily by filtering date range, employees, or letter type(i.e. template).

Please follow the steps below to generate letter(s).

Steps

1 In main screen toolbar, click the [Letter Management] button to enter letter management module.

2 Click the [Generate Letter(s)] button

3 Enter or select the letter generation options.

Field	Description
Date	The reference date of the letter generation. Some variables need a reference date to output correct data, such as Leave Balance. Normally it is “Today”.
Template	Which letter template you want to use.
Employee	The target who the letter is generated for. One or multiple employees are acceptable.

4 Click the [Execute] button to start generate letter(s). After the process completed, the system will show how many letters are generated

5 A new record will be shown for each new generated letter. You can find the file path of the corresponding MS Word document physically stored in your server. You can also double-click on it to open such letter.

6 If you want to print out the letter(s), select the record(s) and press the [Print] button to start printing.

7 [Version 5.2.221220 or later] If you want to send out the letter(s) to the corresponding employee by email, select the record(s) and press [ Email ] button. No any email will be sent yet.

7.1 Enter global information for this email batch job, such as :

Field	Description	Example
CC	CC email address	[email protected]
Subject	The subject of the email	Certificate of employment
Content	The content of the email	Dear all, attached please find the …..

7.2 Press [ OK ] button to start generating those emails. Please wait until all generation completed. No any email will be sent yet.

7.3 All prepared email records will be shown on the screen as below. Check each email record carefully by simply double-click on it.

7.3.1.1 You will see the recipient email address, subject, content, as well as the attachment. You can even modify the subject or content by double click the record(s).

7.3.1.2 Click [ OK ] button to save the changes.

7.4 At this moment, if some of the email record(s) you don’t want to send out, you may select the record(s) and press [Delete] button. Or else, press [ Select ALL ] button to select all records in 1 click.

7.5 Double confirm the action by enter [Execute], then press [OK] button to start send out.

7.6 Wait until all selected emails are sent.

7.7 Finished

See also