Generating and Restricting Letters

Modified on Tue, 10 Dec at 3:10 PM

Generating 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 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 generate a letter

Navigate to the Letters Definitions window.
Highlight the desired letter.
Click the Run button.
Select or enter the desired period. Note: Any filter that was selected when creating the letter definition information appears at the bottom of the window for your review.
Click the OK button. The letter(s) appears, with each field tag within the letter is replaced by text.
Enter a Letter Run Description.
Save the letter. Once the letter is saved and titled, it is ready to be distributed.

How do I restrict the amount of letters generated?

Go to Cintra iQ:

Right-hand bottom 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

You can restrict the number of records for which the letter is to be generated. Otherwise the letter is applied to all employees. 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.

Ensure that you attach a filter to the Letter Definition in order to target the appropriate task. Otherwise, the letter may be sent out incorrectly. For example: If a letter contains a sickness filter, when run, only those employees that have been flagged as sick will receive the letter.

To target the appropriate task

Navigate to the Letter Definition window.
From the Available Filters pane in the Data Filter tab, select the desired filter. Note: These filters were already created in the Filters module. For more information, see the Filters check list.
Add it to either the Include records belonging to All of: or Exclude records belonging to ANY of: panes.
If necessary, display the latest row of historic data before or after the data filter is applied. For more information, see How Do I Report on the Latest Row of Data Before a Data Filter is Applied?
Click the OK button. The filter is now embedded and is activated when the letter is run.

If a data filter is embedded in a letter, it overrides any record filter that is already applied to the Navigator.

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