How to create Letter Template on greytHR?

Created by Product Content Team, Modified on Wed, 21 Feb at 9:50 AM by Product Content Team

A letter template is a pre-designed document that contains the formatting, structure, and content elements of a typical letter, which can be customized and used to create new letters quickly and efficiently.

To create a letter template, the admin must perform the following:

From the greytHR admin login, navigate to Employee > Setup > Letter Template. You can also view existing templates.
Click the Template button. The Letter Template page appears with a set of wizard that helps in creating the letter template.
In the General section, type a name for the letter in the Title field. Note: Later, this name appears on the Letter Template table.
Select the Enabled checkbox to display this letter under Employee > Admin > Prepare a Letter wizard.
Select a value from the Letter Number Series drop-down list. To further customize your value, click the Add a Letter Number Series icon and type the required values to create your value string.
Choose an appropriate template from the Mail Template drop-down list.
In the Custom Field section, type values if you require a new field in the letter, such as an employee's CTC,Grade or Location.
In the Paper Size drop down, select the appropriate paper size.
In the Orientation field, select the required orientation.
In the Media field, select one of the following options:
- Letterhead—select this option if you want to create your letter template with a letterhead. Define the top and botton margin for your letter head.
- Plain Paper—select this option if you do not want to create a letterhead. The default margin defined under System Settings are then considered.
Click Next. The Content section appears.
Use the editor to create your letter. The editor allows you to copy and paste content from Word file without altering the format at all.
The signature you upload under System Settings, appears on a letter you create using this template, if you insert the ${signatorySign} field on this page.
Double-click on any of the existing set of system fields appearing to the right, to insert that field in the letter. Use the Data Sourcefilter to further customize your template.
Add the Contact and Emergency Address Inclusion in the Letter Template
Click Next. The Preview section appears displaying a preview of the template. The fields that you have chosen, appear here with replaced values.
You can edit the default names and other values seen in this preview under Employee > Admin > Generate Letter > Prepare a Letter.
Click Finish. The new letter appears on the Letter Template page.