Letter Generation Configuration Setup.

The Letter Generation Module is used to create, manage, and generate official documents within the system in a structured and automated way. It allows administrators to design letter templates for various purposes such as appointment letters, confirmation letters, and separation letters. The module also enables easy mapping of templates to different HR processes for quick access. Once configured, letters can be generated instantly without manual drafting. This helps save time, maintain consistency, and ensure professional documentation across the organization.

Before starting the letter generation flow, we need to set the configuration to ensure the smooth functioning of letter generation.

Navigation – Click on Module Box –> Click on System Configuration –> Click on Letter Generation –> Set up Letter Masters as per the Requirements.

Letter Type.

The Letter Type is a simple setup where we create different types of letters in the system. These types help in organizing letters like appointment, confirmation, or others. Once we create a letter type, it shows in the Template Query and Letter Template menus. It appears in the Letter Type dropdown for easy selection. This makes it simple to choose the correct type while creating templates.

Click on Add button to create the Letter Type.

After filling in the details of the letter type, click the Save and Exit button. The created record will then be visible on the Index Page. This created record will also appear on the Template Query and Letter Template screens.

Letter Module Mapping.

In this menu, we assign or map employees to specific modules in the system. This mapping controls access and ensures that only selected employees can generate letters for a particular module. Once an employee is mapped, they will be able to access and use the letter generation feature for that module. Employees who are not mapped will not have access to generate those letters.

Click on the Add button, then select the module and choose an employee to map to the selected module.

After filling all the details of Letter Module Mapping, click on Save button. and then created button will be visible on the Index page.

And then created button will be visible on the Index page.

Template Query.

The Template Query is used to define how data is fetched for a particular module in the system. In this menu, we write queries that pull required system data from the database. These queries are created based on the selected Letter Type and Module. Once the query is configured, it automatically provides data fields like employee name, designation, date of joining, and based on the Query we write. This fetched data becomes available in the Letter Template menu as dynamic fields. While creating a template, users can insert these fields to auto-fill information in the letter. Overall, Template Query helps in linking data with letter templates for automatic and accurate letter generation.

Click on the Add button and then select the Module and Letter type and then enter the query as per the requirement.

Created record will be visible on the Index page of the Template Query.

Data visible in Letter Template on the basis of Query we inserted.

Letter Template.

The Letter Template is used to create the letter body or format in the system. In this master, we design how the final letter should look, including text, structure, and layout. Users can insert dynamic fields (fetched from Template Query) to automatically display employee and system data in the letter. This ensures that each letter is generated with accurate and personalized information. Once the template is created, it is used during letter generation for the selected module. As a result, all letters are generated in a consistent and predefined format.

Click on the Add button to create the Letter Template.

Select Module letter, Letter Type, Letter Template, and Letter Descriptioand Add template Body using the Data Fetched from the Tempate Query on the basis of Query.

Data Fetched from the Tempate Query on the basis of Query.

Created record visible on the Index Page.