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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.