Through workflow step types you are able to auto-generate template letters for employees in the system. Examples of use cases for this are if you want a workflow to automate the generation of an employee contract or probation letter. An additional use case which we will cover below is a salary increase letter for a scheduled salary increase.
Before going into the use case example, we will explain a bit further how template letter settings should be configured and the additional setup requirements when using them with workflows. If you are new to Templates in the system, we advise reading the article around creating template documents here
To view the templates you have set up on the system, navigate to the menu below.
Documents > Templates
For the below template letter we have set up on my system, the important things to note when using them with workflows are firstly the Workflow - mandatory document option. For this option, we have set up a mandatory document category for Contracts and told the system that this template letter links to this category. This will allow me to choose this mandatory document category and therefore this template letter on my workflow step.
When this is used in conjunction with the Workflow - Sites option you can have multiple versions of the same template that relate to different sites if the letter varies according to this. In the below screenshot, we have limited this particular employee contract template to my Foxfield park site so when my template letter workflow is triggered against a Foxfield park employee, this is automatically the contract letter that will generate for them.
Workflow Template document example: Salary Update Letter
In our test company we have processed a number of future salary changes for employees and we want to create a workflow to automate a letter being generated to the employee to inform them of this.
On an example employee below, we have updated their salary on their employee record. You can see from the icon picture that there is a pending change for Salary for this employee. The detail of this change can be seen in the pending changes table. With this change record in place, we can use the template field [employee_new_salary] on my template letter and even on the message content on the workflow step if we choose.
Administration > HR > History > Pending Changes
Snippet of the offer letter with the new salary system field on
In the below example we have set up a Task workflow to create my salary letter but you could instead build this on a continuous workflow should you wish for the process to automatically take place on a date of your choosing. The workflow steps have been cr to firstly create the salary letter for the employee the workflow has been triggered against. Next, a link to the document is sent to the employee to prompt them to view it.
The key settings on the workflow that need to be configured are the below settings on the Create Template step. You first need to select which Mandatory document type your template letter relates to which in this case is a mandatory document type I have set up called Salary Increase. Next, the Category is the employee document folder in which this template letter will be created on the employee file. Finally, you can choose whether or not you require an electronic signature for this document.
Finally, on the second step, we have a send link to document workflow step type. On this step, we will be required to select the document we wish to send a link to the employee for. For this, we have chosen the Salary Increase mandatory document type as this links to the salary increase letter that has generated for the employee on the previous workflow step.