Letter Template Setup

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Letter Management Module is a tool, just like “Mail merge”, for administrator to easy generate company letters for employees, such as Employment Contract, Promotion Letter, Warning Letter, Reference Letter…which letter template are not provided by the system but created by administrator.

To create a letter template, administrator can prepare it by using Microsoft Word and save the file in Microsoft Word Template format (i.e. .dot, dotx). Then, create a letter item in the system and link to this template file. For details please see the steps below:

Steps

1 Create the Microsoft Word Template ( .dot format )

1.1 Open a new Microsoft Word file and design the letter layout with required content. Leave all variables in blank. Below is an example creating a promotion letter.

TIPS

If you already have a template in Microsoft Word format, you may just use it to prepare the template.

1.2 Enter the variable item code in the area where you expect the program to export corresponding data there.

Note

The supported variable items can be found in below page: http://www.ecpayroll.com.hk/usermanual/HTML/9-Additional%20Information/ecPayrollVarList.pdf

Note

Since version 5.2.221220, the variable format was changed from starting with !!#... to quoted by @@#...#@@

1.3 Save the file type as “Word 97-2003 Template (*.dot)” format and store it in a suitable place (i.e. \\[ Your server]\TAMS\Template\ ). Please note that “dotx” format is already supported in ver 5.0.201120 or later.

2 Create the Letter Template item

2.1 Click the [Letter Management] button from the main screen toolbar

2.2 Click the [Letter Template] > [New Template] button to create a new letter template

2.3 Enter the name of the letter template. e.g. Promotion Letter

2.4 Click the […] button to select the letter template file which you have created in step 1.3.

2.5 Click the [OK] button to save the template.

2.6 Finished. You may find the new created letter template item in Letter Template List now.

See also

Generate Letter