How can admin allow employees to acknowledge letters?

Letters play a crucial role in facilitating effective communication between employers and employees. After posting letters on the ESS portal, employees can formally acknowledge the letters.

To allow employees to acknowledge the letters, the admin must perform the following actions:

From the gerytHR Admin portal, hover over the 9 dots and select Employee > Setup > Letter Template. 

1. Under the Letter Template tab, you will be able to view the list of Template Names, if the templates are enabled.

   • You can also edit or modify the letter template by clicking on the Edit option.

   • You can delete any letter template by clicking on the delete option. Although the letter template will be removed, the letters generated previously using the template will remain, and you can recreate the template whenever required. 

2. Under the Template Gallery tab, you can view the list of all other available templates.

   • To add any template from here, click on Preview Template > Add to My Templates > Confirm. 

3. Once added, go to the Letter Template tab and use the search field to get the added template. 

4. Click the Edit icon and customize the letter configuration. 

5. If you want to add a new template, click New Letter Template.

General Information

1. In the Title field, enter the name of the letter. If you have selected any template, then it will automatically appear.

2. From the Select Owners list, choose the employee(s) who can access the particular letter template. 

3. From the Enforce Letter to Employee list, select the required option. 

4. In the Letter Number Series field, you can select the series from the drop-down list or create the series using the + icon. 

5. Select the Mail Template as required. 

6. You can enable the Password Protection for Letter Attachments option to secure the letter with a password.

7. Select the Enable Digital Signature (PFX Certificate Based) checkbox if a digital signature is required for this letter template.

8. Under Custom Fields, you can double-click any column to edit the field name or value. 

   • You can also enable or disable the Required and Allow Employee Edit checkboxes as needed. If a field is no longer required, you can delete it using the delete option. 

9. Click Next. 

1. In this step, you will get to view the detailed instructions on how to customize a letter template. 

2. Click the Upload file option to upload the letter template. If the uploaded file has any errors, an error message will appear, and you can click the Download Report option to check the errors

   • If you add a template from the Template Gallery, the letter’s .odt file will be attached by default. If you need to make changes, download the file, update it as required, and then re-upload it.

3. Click Next.

Workflow Setup

1. Under Workflow Setup, you can choose if employees can request for this particular letter. 

2. Select the reviewer level(s) and choose the approver for each level. You can select up to 3 levels of reviewers. 

   1. You can also enable the Auto Forward option if required. 

3. Click Finish to create the letter template.