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
A. Setup the access for generating the Appointment Letters and other custom letters in HRIS section
B. Setup roles for receiving letters in cc
C. Setup acknowledgement feature - refer article for more details
D. Customize existing system documents
E. 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.

Setup Access

Menu Path: Setup> Common Setup > General Setup> System Documents
Accessible to : Application Administrator

Letter formats which can be customized are all available on this page.

A. Access management

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.

If you want certain documents to be marked in cc to certain persons, you can add roles in the table as shown above.

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.

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.

1. Rename the format
   
2. 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 logos and signatures
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.

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 layout
Page layout can be managed through the second tab .i.e "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

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.