HR Letter Enhancements and Redesign
We are thrilled to announce the launch of our enhanced and redesigned HR Letters feature. This powerful feature is designed to revolutionize the way you handle employee communications and streamline your HR processes.
With the HR Letter feature, you can now effortlessly generate and manage various HR letters and documents, saving you time and effort. Whether it's employment verification letters, promotion letters, warning letters, or any other HR-related document, our feature provides you with customizable templates and a user-friendly interface to create, edit, and share letters seamlessly.
TABLE OF CONTENTS
How to Add New HR Letter Categories
Main Menu → Documents → HR Letters → Categories
On the Categories page, the user (HR Admins, Superadmin and financial officers) will be able to add HR letter categories. To add a category, click “Add New Category” button. A slider will then appear allowing you to add the Category name in English and Arabic, select the category Classification (Positive, Negative, or Neutral), then click “Add”.
Once a category is added, you can edit it by clicking the “edit” pen icon. The category can also be deleted if no template is currently linked to it. If it is linked to disciplinary action, the classification cannot be edited and its Classification will remain “Negative”.
How to Add a New Template
Main Menu → Documents → HR Letters → Templates
The user (HR Admins, Superadmin and financial officers) can manage the HR templates on this page. The HR Letter Template page displays two types of HR letter templates: Default templates that are added by ZenHR and custom templates can be viewed on the page, each with specific actions. Custom templates can be viewed in 2 different views: card view or table view.
The word “Draft” will be shown before the template name if the letter is a draft.
ZenHR’s Default HR Templates are found at the top of the page; these templates are built-in templates added by ZenHR as examples. Two actions can be taken on these templates; “Use Template” and “Preview”, and these actions will appear by hovering over any of the cards.
Click “Use Template” to complete building the template, and once you’re done, you can edit the text and add any necessary variables. Once it is saved, it will be visible in the Custom Templates section. Click on “Preview” to view the template on a new page as a PDF.
Under Custom Templates, the user can view the templates created or shared with this branch. Each template has a group of actions that can be taken, and the actions differ depending on whether the template is published or a draft.
If the template is published, it can be sent to employees, edited, or deleted if it’s still not in use. If the template is a draft, only the user (creator) can edit or delete the template.
Note: Templates are considered in use if an HR letter has been sent using the template or the template is linked to a disciplinary action.
A completely new template can be created by clicking on “Create New Template” button. Once clicked, the Template Builder page will open, where the necessary details for the new template must be added. Add the Template name in both languages, choose a template Category, and fill in the description in both languages.
Select the branches where the template will be shown and the people to notify in each branch.
Click on “Add more branches” to add more branches and people related to the branch to notify. The creation branch of the template cannot be deleted if the template is used in a branch, and that branch cannot be deleted as well.
The Employees to be notified field will have a list of all employees in the company grouped by branch as well as an “Other parties” list (which includes: Direct manager, Direct manager level 2, Direct manager level 3, Supervisor, Approvals officer, Financial officer), Employees added to this field will be notified in several cases when an HR letter confirmation status changes (Confirmed, Rejected, Invalid, or Auto-confirmed), when the letter is generated by disciplinary action, or when an employee generates an HR letter.
The user will also be able to determine if they want to allow the employees to self-generate the HR letter from the My HR Letter page, and if the employees were added in “people to notify”, they will be notified upon this action.
The user can also add if there should be a confirmation on the HR letter and the duration the employee has to confirm the HR letter. The employees will have a certain amount of time before the HR letter is automatically confirmed or invalidated. Negative letters will be automatically confirmed, and Positive or Neutral letters will automatically become invalid.
Note: The template will include a confirmation only if the option "Allow employees to generate this HR Letter through the 'My HR Letters' page?" is marked as "No".
When building the template for the first time, the template will be saved as a draft until the user publishes the template on the editor page.
Once the template is built, the text editor page will open, where you will be able to write the HR letter template and add variables in English and Arabic to the template. For additional customization, an option to divide the page into 2 sides vertically or horizontally was added to the editor.
Click on “Preview” to view the template on a new page as a PDF. Click “Keep as Draft” to save the HR letter as a draft that can be edited later. If you click “Publish”, the template will be added to the Custom Templates section.
The user can take several actions on the HR letter templates.
Drafts:
Preview → Opens the letter in a new tab as a PDF with the variables (not filled).
Publish → Move the template from draft to Custom templates.
Edit Template → Edit and change the variables of the HR letter.
Delete Template
Favorite
Published (Not-Draft):
Preview → Opens the letter in a new tab as a pdf with the variables (not filled).
Send Template → Send a letter to an employee.
Delete Template
Favorite
An HR letter template cannot be deleted if linked with an HR letter or a disciplinary action. An HR letter template cannot be changed from non-draft to draft (unpublished) if the template is linked to an HR letter and the user is not the creator.
A template can be cloned from one branch to another by clicking “Clone from another branch”. A pop-up will then open allowing the user to choose the template they want to clone and the branch the template is currently in. Upon clicking “Clone, the user will be redirected to the template builder where they can fill out the template data - except for the category. In the editor page, if there are any variables that are not present in the branch the template is cloned to but were present in the original template they will be highlighted in red.
Manage HR Letters
Main Menu → Documents → HR Letters → Manage HR Letters.
On this page, the user (HR Admins, Superadmin and financial officers) will be able to view all employee HR letters as well as their own HR letters. On this page, the user can track all the HR letters generated by them, by the HR Admins, or by disciplinary actions as well as their details.
On this page, the user can track the HR letter details, status, confirmation status, and who it was generated by. The Status column shows the status of the letter (sent, seen, pending, or failed). The Confirmation Status shows if the letter was rejected, confirmed, auto-confirmed, invalid, or required.
On the Manage HR Letters page, the user can also access the templates page by clicking on “Templates”
Note: When you hovered over Confirmation Status, an icon will appear to show the people notified for this HR letter.
The Generated by column will include the name of the employee who generated this HR letter. If an HR letter was generated by a Disciplinary Action, it will be highlighted under the “Generated by” column. Click Disciplinary Action to view all the relevant details, such as Disciplinary Action rule, Disciplinary Action Type, Deduction Type, and Drop After.
Note: Users can view and delete any of the letters except the letters that were sent to them by other employees.
Sending HR Letters
Send an HR letter to an mployee by clicking “Send HR Letter”. Then fill in the employee’s name, choose the template you’d like to send, and specify the effective and expiry dates.
To preview the HR letter before sending it, click “Preview”. The employee will receive this HR Letter as an email and as a notification in the ZenHR app, with the link to guide the user to view the letter.
My HR Letters
Main Menu → Documents → HR Letters → My HR Letters
On My HR Letters page, the employee will be able to find all the HR letters they have generated and all letters that have been sent to them. The table will show the details of the HR letters, including: Template, Category, Classification, Confirmation Status, Generated by, Generated on, Effective date, and Actions.
If there are any pending HR letters, a message above the table will appear informing you of any pending HR letter confirmations. Click “Show All” to see all pending HR letters on the table.
On this page, you can generate an HR letter by clicking “Generate HR Letter”. Then, fill in all the necessary information for the template based on the template description. You can preview the HR letter before generating it. The effective date will automatically become the current day’s date .Once you click “Generate”, the HR letter will be sent to the employee by email and as a notification. The “people to notify” that are added in the template will receive a notification and an email too.
If a letter is pending, click “Take Action”. Then the letter will be shown as a PDF, so you can view it before confirming the HR letter. Click “Confirm” or “Reject” at the top of the page.
Negative HR Letters:
Positive or Neutral HR Letters:
If an HR letter is rejected, a Rejection Reason has to be provided.
