Introduction to Letters

Modified on Tue, 10 Dec, 2024 at 3:10 PM

From within Cintra iQ, Letters allow you to provide employees with standard documents such as contracts of employment and welcome letters, as well as providing outside bodies with pre set information such as contract letters.

Cintra iQ allows you to create and manage your own letters, which can contain data from within the system. These letters can then be run for a single person or group of people when required.

The key benefit of using the Letters functionality is that each letter produced is stored in the Personnel Record sub folder, which acts as an electronic filing cabinet.

You can send a letter addressed to an employee or anyone outside the company by creating a letter definition (template) that allows you to automatically produce the letter. The definition can be reused for a different audience. You can also edit an existing letter definition or create a new one.

I want to send a letter to a new starter welcoming them to the company and letting them know what time to start.

To create the letter

Navigate to the Letter Definitions window.
Go to Cintra iQ: Workspace or Definitions>Letters> Letter Definitions window
Select the fields on which to base the letter.
(Letter Fields tab: This is where you select letter fields that merge to create the foundation of a standard letter that can be used repeatedly, but for different audiences. The letter field data is taken from the Forms that are to the right of the Navigator.)
Target the letter to the appropriate person(s).
(Data Filter tab: Data filters behave similarly to record filters; they allow you to restrict the number of records for which the letter is to be generated. Otherwise the letter is applied to all employees. Important! Ensure that you attach a filter to the Letter Definition in order to target the appropriate people. Otherwise, the letter may be sent out incorrectly. Cintra iQ takes an existing filter that was created in Filters and embeds it into the letter so that when you run the letter, you'll see only those records that fulfil the filter's criteria. )
Define the contents of the letter.
(Letter Body tab: The letter body is where you can apply the field tags selected in the Letter Fields tab and/or enter the content of the letter. )
Sort the order in which the letters are generated and any repeated content that is contained in a letter. (Sort tab: You can either sort the order in which the letters are generated. Or, dictate the order in which a repeated selection is sorted.)

How do I edit/personalise a letter?

After you have created a Letter definition, you can run (generate) it from the Letter Definitions window.

Go to Cintra iQ: Menu bar> Definitions> Letters or Lower right-hand of Cintra iQ window.

Before you run the letter, ensure that you have attached a filter to the Letter Definition or use the Collection functionality in order to target the appropriate people.

To edit/personalise a letter

Navigate to the Letter Definitions window.
Select the desired recipient from the Name pane.
Enter/modify the desired text in the Letter Body.
Click the Save Letters button.
Click the OK button to close. Note: You can view the personalised letter via the Letter History window. For more information, see Viewing Letter History.

How do I add content to the letter body?

Go to Cintra iQ:

Right-hand corner of Workspace> Letters> Letter Definitions window> New button> Create Letter Definition window
Menu bar> Definitions> Letters> Letter Definitions window> New button> Create Letter Definition window

To manually add letter fields and text

You can manually add Letter Fields and type text.

Navigate to the Letter Body tab.
Navigate to the place in the letter where you wish to add a field.
Right-click in the area. A menu appears.
Select Add Field. A list of all the Letter Fields you selected in the Letter Fields tab appear.
Select the desired field. It appears in the specified location.
Repeat the process until all the fields are placed in the letter.
Type the body of the letter.
Continue to format the rest of the letter.
Click the OK button. The letter is saved.

To import content

You can import existing content into the letter.

Navigate to the Letter Body tab.
Right-click in the Letter Body.
Select Insert> Insert File. The Select Document window appears.
Navigate to the desired folder.
Select the file. Note: You can only import content from .doc, .docx, .rtf, .htm, .html, and .css files.
Click the Open button. The content is added to the Letter Body.
Click the OK button. The letter is saved.

To gather multiple rows of data in one letter

You can gather additional information automatically through the Repeat Selection option.

Navigate to the Letter Body tab.
Insert a two row table into the letter body.
Right click> Insert> Insert table
Note: This table should include a header row and a data row.
Create the table headers.
Insert the desired fields.
Right click> Add Field> Insert [desired field]
Note: The fields must be from stacked data.
Within the table, highlight the field(s) and right-click. A menu appears.
Select Repeat Selection. The fields are flagged as selected.
Click the OK button. The letter is saved and you are returned to the Letter Definition window.
Select the letter in the Letter Definition window.
Click the Run button. The letter is generated with the additional information pertaining to the fields included.

How do I assign data to letters?

I want to send a letter to a new starter welcoming them to the company and letting them know what time to start.

Go to Cintra iQ:

Right-hand corner of Workspace> Letters> Letter Definitions window> New button
Menu bar> Definitions> Letters> Letter Definitions window> New button

To assign data to a letter

Navigate to the Create Letter Definition window.
Entered the Letter Template Title.
Navigate to the Letter Fields tab.
Select the desired field in the Available Field pane. The field selection for human resource information can be taken from the Employment Details form, which is linked to the Personnel Records folder.
Click the Add button. The field name appears in the Selected Fields pane.
Repeat the process as many times as desired using the Add button.
Select the Letter Category you wish to assign the letter. Note: If no category is selected, the letter automatically appears in the Uncategorised category.
If applicable, select the type of Auto-Enrolment Communication.
Click the OK button. The letter is saved.

How do I set up the date format in a letter?

From time to time, it may be necessary to change the format of the date that automatically appears in the letters you create.

Go to Cintra iQ: Definitions> Letters or Lower right-hand of Cintra iQ window>Letter Definitions window

To set the letter's date format

Navigate to the Letter Definition window.
Highlight a letter definition.
Click the Options button. The Letter Options window appears.
Modify either Today's Date Format or the Date Field Format of the date fields selected in the Letter Fields tab.
Click the OK button. The date appears in its new format when the letter is generated.

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