EazeWork HRMS comes configured with a default template for all system defined letters.
For some letters these default templates can be customized using this option.
Letter customization might not be available if you have not subscribed to the
corresponding module or activated the feature. You can use the letter as it is
or you can modify it or create your own custom formats.
If you want same letter to have different text based on certain conditions for
example a different Appointment letter for employees who are going to be joining
on probation vs those who are non joining on probation then you can use the eligibility
conditions with the letter and have multiple letters of the same type enabled.
Activities which can be done on this page are
1. Manage overall setup of the documents
2. Customize existing system documents
3. Create new custom documents : You can also create new documents which
can be generated and issued by HR Manager. To understand this process refer to
the article on
Creating New Letters for more details.
4. Setup document numbering
1. Overall setup
Menu Path: Setup > Common Setup > General Setup> System Documents
Accessible to : Application Administrator

- If you want to generate Appointment letter you can enable the first parameter.
- If you have enabled HR Executive and / or CHR roles then you will have the option
to select which of these roles can generate the HRIS documents which also includes
Appointment letter.
- In the Manage Images table you can upload images which can be then used in Documents.
- If you want certain documents to be marked in cc to certain persons, you can
add roles in the table as shown above.
To setup document acknowledgement feature -
refer article for more details.
2. Customize System Documents
You
can see a list of available documents in the table as shown below.

Steps to be followed to customize the available templates are -
1. Click on "View Templates" button on the row of the document
you want to modify. A popup as shown below will open.

System comes with default template for each document type which you can modify
and save under a new name but cannot delete. These templates will always have
Eligibility Criteria = All and will have the lowest priority (Appointment Letter
is the default template in the image above).
If there are multiple templates getting mapped to an employee then the one with
higher priority will be used for letter generation. If the eligibility conditions map an employee to two templates, one with priority 1 and other with priority 2 then template with priority 1 will be used in document generation.
When you create a new template or are trying to modify an existing template DO NOT COPY text directly from MS Word as it will add a lot of formatting characters which will not render properly. As a best practice copy the text from the MS Word document to notepad and then
copy the text from notepad into the software.2. Modifying default template
To work on default template,
click on Customize option. Steps to be followed to customize the existing template
are-
- Rename the format
- There are three tabs Content, Design and Eligibility Criteria. Under content
tab there are three sub-sections
- Body
- Header
- Footer

3. Copying system variables
To add variables you can do the
following -
- Use " Select category" drop down to select the appropriate category - which
categories are available depends upon the type of document you are working on.

- Once you select the category the actual field you want to use needs to be selected
and the variable for this field can be copied from the second row using "Copy"
button.

- If you copied text from word file then use 'Paste from MS Word (with clean
up)' option in HTML body and then use Ctrl+v to paste
- If you want to use pronouns like Him / Her then you can use variable ${Employee.Him/Her}$.
The same variable if used like ${Employee.him/her}$ will display him or her depending
upon the employee's gender on the letter
- You can use the "General" category to copy variables for date, time page break,
page number.
4. Using images, logos and signatures
Images which have been uploaded in the image bank can be used in the documents.
You can use your company's
logo - $(Company.Logo)$ or $(Company.Logo Small)$
You can use the signature of a particular role holder by inserting the appropriate
variable, for example for HR Manager the variable is ${Signature.HR Manager}$.
Scanned signatures will be inserted in the document.
To use custom images uploaded on System Documents tab. Use the image variable as shown below.
Paste the variable in the place you want the image to be shown. In the example shown above you can paste the variable in the Header.
Scanned signatures can uploaded in System Parameter tab, refer to the document
on General Setup for more details on how to upload signatures.
5. Adding Annexure
You can add "Annexure" using "Add Annexure"
button.

You can add multiple annexures, each annexure is number sequentially. You can
delete the annexure using the "Delete Annexure 1" button as shown below.

6. Managing page design
Page design can be managed through
the "Design" as shown below.
- For Changing the orientation of the letter you can select the options from
drop down adjacent to "Orientation"
- For selecting page size you can check for options in the drop down provided
- Make changes to the letter margins by first selecting the unit from the drop
down adjacent to "Page margin" and then entering the figures in the entry box
below
- If you want to apply a watermark on the document select the option "Apply Watermark" and upload the watermark. You will also have to select the watermark location, alignment of the watermark on page would be as per location selected
The page margins will be applied on the top of the Header and below the Footer
and on the left and right of the page. The height of header and footer is limited.
7. Using Eligibility Conditions
You can create an eligibility
condition using the parameters like Employee Type, Employment Status, Seniority
Level. Refer to the article on Creating Leave Eligibility Criteria for an overall understanding of how to use Eligibility Criteria.
The default eligibility condition is always "All" for all letters except Appointment
Letter - Probation.
8. Previewing the format
While creating the document you
can check how it looks by clicking on "Preview" button, a pdf format of the document
will be downloaded. The variables will be shown as variables. In case you are
not satisfied, you can make changes again, else click on "Submit".
Whenever the letter format is changed it will be applicable to all subsequent
letters which will be generated.
3. Setup Document Numbering
If you want to insert a document number which has a running serial number with a string of characters prefixed with Company Code, Department Code, Year. Follow the steps given below -
1. Click on "Doc Number" button as shown above. The popup shown below will open.
2. Create the document number format as per your company's policy. For example you can have a document number like "Company Code/Year/0001".
- Field can be Company Code, Department Code, Location Codes are all updated when these are created in setup, or it can be a Fixed string
- Separator can be - "/", "\", "-", "."
- Serial Number variable is compulsory and will always be at the end of the string
- Basis of uniqueness : this parameter can be used to decide if the same serial number can be used across Companies / Departments / Locations. If it is left empty then serial number is unique across all, if it is mapped to Company then serial number is unique within a Company.
- Next Number : this is a seed for the system, if you input 10
here the next document which is generated will have serial number 11. If
Basis of Uniqueness is selected then this field can be provided for
each Company / Department / Office Location as selected
The above points are explained with an example below-