Running and Publishing Letters

Modified on Fri, 24 Oct at 3:55 PM

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.

About the Confirm Details Letter window

The Confirm Details Letter window contains the letter contents that was defined and run in the Letter Definitions window.

Within this window, you can perform the following:

Personalise an individual letter.
Generate all letters.
Save the letter as a document.
Print the letter.
View the data of the fields that were inserted in the letter template.
Publish the letters for the recipient to view in Self-Service.
Save the letters.

Letter Run Description

This is where you can name the letter run for when you save the letter. The description appears in the employee's Personnel Record> Related Documents form.

Search

The Search box helps in finding the correct recipient of the letter.

Toolbar

This is where you can format the content of the letter.

Ruler
This allows you to move the boundaries of the margins, if necessary, which pertain content.

Letter Content

This contains the letter content that was defined and run in the Letter Definitions window.

Recipient pane

This contains all of the recipients to which the letter is targeted. You can click a name and it takes you to the corresponding letter.

Location bar

This area details which section, page, and column the focus of the cursor lies.

Zoom

Use this to enlarge or reduce the letter's content.

Generating Letters

This area details the number of letters being generated.

Buttons

Use the following buttons to perform various functions.

New	Description
Save As	Save the letter to your local network as either a .doc, .docx or .pdf document
Print	Print the letter using your local printer.
View Data	View the data that was selected in the Letter Fields tab of the Letter Definition window.
Publish Letters	Upload letters to Self-Service> Personal Documents for the recipient to review.
Save Letters	Save the letters to the Related Documents form >Letter History tab by clicking the Save Letters button. Note: The Generating Letters section changes to Saving Letters.
OK	This saves and closes the form.

Running letters for individual records

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.

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.

While working within an employee stack form, you can send letters as long as they are associated to the same folder as the form. For more information about Stack data, see Yellow folders in Available Fields.

I want to send a letter about vacancies to potential applicants within the company. I need to send the letter via the Recruitment folder> Vacancies sub folder> Applications form.

To generate a letter for an employment record

Select the desired sub folder from the Folders pane. The records relating to the sub folder appear in the Navigator.
Select the desired record.
Select the desired Form. The window appears.
Right-click at the bottom of the window. A menu appears.
Select Send Letter. The Choose Letter window appears.
Select the desired letter.
Select All or enter the desired As At date or Between and And dates.
Click the OK button. The letter(s) associated with the stack data appear in the Letters window.
Select a button to perform one of the following tasks:
- Save As: Save the letter to somewhere on your network as either a .doc, .docx or .pdf document.
- Print: Print the letter using your local printer.
- View Data: View the data that was selected in the Letter Fields tab of the Letter Definition window.
- Publish Letters: Upload letters to Self-Service> Personal Documents for the recipient to review.
- Save Letters: Save the letters to the iQ database. Note: The Generating Letters section changes to Saving Letters. The letters are saved to Personal Records folder> Employee> Related Documents form.
- OK: This saves and closes the form.

To publish a letter to Self-Service or Employee Hub

Navigate to the Letter Run History window.
Double-click the desired letter. The letter appears.
Click the Publish Letters button. A message appears stating: Upload all letters in this run to Self-Service?
Click the Yes button button. The Document Category drop-down list appears.
Select the desired category.
Click the OK button. The following occurs:
- The letter is uploaded and will be available to the employee via their Self-Service or Employee Hub portal.
- If the letter is an Auto-Enrolment letter, the employee will receive an email notification to let them know they have a new pension letter to read.
- The letter is stored in the employee's Related Document> Letter History tab. Go to Employment record> Forms> Related Documents.
- The letter is recorded in the Related Document> Uploaded Documents tab. Go to Employment record> Forms> Related Documents.

To distribute letters

Print: You can print letters from your local printer by clicking the Print button.
Save Letters:
- You can save letters, in different formats, to your personal computer or local network by clicking the Save As button.
- You can save letters to Cintra iQ's database by clicking the Save Letters button.
Publish Letters: You can publish letters to Self-Service by clicking the Publish Letters button.

To delete the letter run

Navigate to the Letter Run History window.
Right-click: Delete the desired Letter Title. A warning message appears stating that: This will delete all letters created in the run. Would you like to continue?
Click the Yes button. This deletes the Letter Run and any copies held in the Personnel Record sub folder for that employee. Important: All traces of the letter run is deleted.

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