Editing Correspondence Letters

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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>.

Editing Correspondence

  1. After logging into the Subscribe-HR HCM Platform, select "MAINTENANCE" from the left navigation.
  2. Select the Correspondence Folder.
  3. You will see a list of the Correspondence that already exists.
  4. To edit a Correspondence select the Correspondence Template name.
  5. You will see Merge Fields and a text area for the letter.
    The Merge Fields content allows you to pass employee data into the letter.
  6. Place your cursor in the text area where you want the data and then select one of the Merge Fields.
  7. You should notice that your letter now has something like {%EmployeeMedical.cb_surgery_country%} in the letter. When this is merged the value in the database replaces this text.
  8. Select the [Save] button when completed.
  9. 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.

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.

Edit all correspondences

You can also edit all correspondences at once. For example, you can edit font colour or type for every correspondence sent out of the system. The idea is to update in Correspondence Header and Footer, the field {%Mail_content%} by modifying its properties. Correspondence & Header details can be found below.

Correspondence Header and Footer

The Correspondence Header and Footer is for the setup of an Outlook style signature that will be placed at the base of each correspondence item.

Set a default Template

This section will define how to set a default template.

  1. After logging into the Subscribe-HR HCM Platform, select "MAINTENANCE" from the left hand navigation.
  2. Select the More Tab then Correspondence Header and Footer link.
  3. You will see the Standard Correspondence Header and Footer that already exists.
  4. Select the Template name.
  5. Edit the template as required.
  6. Change the name if required.
  7. Set either Yes or No to the Default template.
  8. Select Save when finished editing.
  • Extra Templates can be added if required for alternate email formats. Use the template field on correspondence to set the alternate template.
  • Images and logos need to be embedded as an external link. Use the Inert/edit image option to do this.

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