Creating New Correspondence

Correspondence

Correspondence refers to any letter / communication between a staff member and the organisation. The Correspondence area of the system allows you to setup default correspondence templates that are personalised.

The correspondence letters are triggered by actions in workflow and are automatically sent to the employee.
The sending of correspondence can be disabled in the system if required.

Correspondence letters are personalised in a similar way to a mail merge. You can have a standard letter, such as:

Dear Sir/Madam,

We would like to welcome you back to the department.

And then insert fields such as:

Dear <employee name>,

We would like to welcome you back to <department name>.

Creating New Correspondence

1. After logging into the Subscribe-HR portal, select Maintenance TAB.
2. Select the Correspondence Folder from the More tab.
3. You will see a list of the Correspondence that already exists.
4. Select the [Add new record] button.
5. Provide a Template name. This name should be something relevant to the letter you are creating.
6. Select the relevant Object from the drop down.
   If you are creating a letter about Employee Benefits then select the Employee Benefits object.
   The Objects are broken down into similar areas as to where you will find the data in the system.
7. Select the Encoding type, this defines the type of symbols used within the document and how it may interpret your document. See Encoding Encoding Type: Western(ISO 8859-1) & Encoding Type: Unicode(UTF-8)
8. Enter the Subject of the Template. This is what will appear in the Subject Line: of the email.
9. Select the [Save] button.
10. You will be presented with the Merge Fields and Text area.
11. Write your letter, or paste your letter into the text area.
12. Position your cursor in the text area where you require data.
13. Select the desired Merge Field, you will see that the Merge Field is inserted between the words where you positioned your cursor.
14. Once this is completed, select the [Save] button.
15. Selecting the [Send] button will allow you to send a test letter. When you select the send button you are prompted to enter an email address.

Note: When adding an Unsuccessful Template for the Recruitment Module, you will need to use the Applicant Vacancy Object in order to be able to select this in the Recruitment Workflow Unsuccessful drop down.
Also, if you would like to attach an Applicant Summary (PDF) to a workflow (Example: Acknowledge Applicant General Entry -Template ID 42), you should set Attach Short Summary (Applicant) to Yes. This will attached the short summary as a PDF to the workflow e-mail. This can also be used for Recruiter, or Vacancy Interview Panel Workflows.

To create Sub-Type entries into the Sub-Type Drop-Down field, you will need to go into Maintenance TAB, Code Library Folder and create the relevant entries in the Email Template Sub Types Code Library. This will then allow you to sort in the Correspondence list, based on Sub-Type. Please see Create new values in the Code Library to learn how to add new code-library entries.

Pasting a MS Word Document into the Correspondence text area

The Subscribe-HR Software comes with some great tools for formatting the text.
If however you have your standard correspondence letter already designed in Microsoft Word you can simply copy from Microsoft Word and paste into the Description text field.
Sometimes there are formatting issues (depending on your version of Word) and not everything looks the same. In this instance click on the MS Word icon in the tool bar above the text area.
This will provide you with a window to paste your Microsoft Word text into.

1. Copy MS Word Text.
2. Paste (Ctrl+v) MS Word Text into the Window.
3. Select the [Insert] button.

Encoding Type: Western(ISO 8859-1)

ISO/IEC 8859-1:1998, Information technology — 8-bit single-byte coded graphic character sets — Part 1: Latin alphabet No. 1, is part of the ISO/IEC 8859 series of ASCII-based standard character encodings, first edition published in 1987. It is informally referred to as Latin-1. It is generally intended for “Western European” language.

Encoding Type: Unicode(UTF-8)

UTF-8 (8-bit UCS/Unicode Transformation Format) is a variable-length character encoding for Unicode. It is able to represent any character in the Unicode standard, yet is backwards compatible with ASCII. For these reasons, it is steadily becoming the preferred encoding for e-mail, web pages,[1][2] and other places where characters are stored or streamed.

Correspondence Header and Footer

The header and footer sit above and below email correspondance that is setup on the system. This is an overlay for all correspondance on the system.

1. After logging into the Subscribe-HR portal, select Maintenance TAB.
2. Select the Maintenance Module.
3. Select the More tab.
4. Select Correspondance Header and Footer.
5. Select Add new Record or open an existing Record.
6. Enter the Name of the Template
7. Select if this is a default template.
8. Edit the template to the required format.