Viewing and Managing Letters

Modified on Fri, 24 Oct at 3:56 PM

How do I view employee's letters?

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 a Letter Run is saved, the results are stored in Cintra iQ. You can view the history of all letters or review a particular employee's letter.

To view an employee's letter

Navigate to the Letter History tab.
Go to Cintra iQ: Personnel Record> Forms> Related Documents> Letter History tab
Double-click the desired Letter Title.
The employee’s letter appears.
Continue to save the letter as an external document, publish the document to Self-Service or print the letter, if required.
Click the OK button. The window is closed.

To delete employee letters

Navigate to the employee's Letter History.
Go to Cintra iQ: Personnel Record> Forms> Related Documents> Letter History tab
Select the desired Letter Title.
Right-click. A menu appears.
Select Delete. A message appears asking: Are you sure you wish to Delete this Letter?
Click the Yes button. The Letter is deleted from the Letter History tab.
Click the OK button to close.

How do I view letters in self-service?

Letters can be produced for and attached to a person record in Cintra iQ, which can be uploaded into Self-Service and reviewed by the recipient.

To view a letter in self-service

Run the letter.
Click the Publish Letters button. A message appears stating: Save letters and upload to Self-Service?
Click the Yes button. The Document Category drop down appears.
Select the desired category. Note: The Document Categories are set up in the Lookup table. Go to Cintra iQ: Definitions> Lookups> Person Document Category.
Click the OK button. The following occurs:

The letter is uploaded to Self-Service.
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.

How do I view letters within run?

After a Letter Run is saved, the results are stored in Cintra iQ. You can view the history of all letters or review a particular employee's letter.

Go to Cintra iQ:

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

To view the letters that were produced in a run

Navigate to the Letter Run History window.
Double-click the desired Letter Title. The Letter window opens for your review.

Viewing Letter History

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.

How do I delete an historical letter run?

After a Letter Run is saved, the results are stored in Cintra iQ. You can view the history of all letters or review a particular employee's letter. You can delete the historical letter run if the leter run is no longer required.

Go to Cintra iQ:

Cintra iQ> Letters> Letter Definitions window> Run History button
Menu bar> Definitions> Letters> Letter Definitions window> Run History 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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