What are letter runs?
A letter run involves generating a series of letters based on predefined templates. These templates are created and stored in the Letter Definitions window of Cintra iQ.
How do I view past letter runs?
After a letter run is executed, the generated letters are saved and stored within the system. You can access the history of all letters or look at specific letters for individual employees.
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:
- 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.
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
Important:
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 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.
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.
| Name | Description |
|---|---|
| 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.
| Name | Description |
|---|---|
|
Save As
|
Save the letter to your local network as either a .doc, .docx or .pdf document
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|
Print
|
Print the letter using your local printer.
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|
View Data
|
View the data that was selected in the Letter Fields tab of the Letter Definition window.
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Publish Letters
|
Upload letters to Self-Service> Personal Documents for the recipient to review.
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|
Save Letters
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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.
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OK
|
This saves and closes the form.
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To generate a letter for an employment record
- Select the desired sub folder from the Folders pane. The records relating to the sub folder appear in the Navigator.
- Select the desired record.
- Select the desired Form. The window appears.
- Right-click at the bottom of the window. A menu appears.
- Select Send Letter. The Choose Letter window appears.
- Select the desired letter.
- Select All or enter the desired As At date or Between and And dates.
- Click the OK button. The letter(s) associated with the stack data appear in the Letters window.
- Select a button to perform one of the following tasks:
Name Description Save As
Save the letter to somewhere on your 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 iQ database. Note: The Generating Letters section changes to Saving Letters. The letters are saved to Personal Records folder> Employee> Related Documents form.
OK
This saves and closes the form.
