Managing system documents

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.

Menu Path : Setup > Common > General > System Documents tab

Accessible to : Application Administrator

Activities which can be done on this page are

1. Managing setup of the documents - refer below
2. Setting up document numbering - refer below

3. Creating new 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. Editing and formatting documents - refer to the article on Editing and formatting documents for more details

1. Managing setup

- 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 to enable the feature to take e signatures from employees you can do so -  Refer article to understand how to setup Document Acknowledgement or E Sign feature. Please note that if you enable E Sign feature the documents will not be generated for non-web users.

- 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.

2. Setting up 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-

Example

Uniqueness = None                        Uniqueness = Company                  Uniqueness = Department
C1/D1/0001                                    C1/D1/0001                                    C1/D1/001
C1/D2/0002                                    C1/D2/0002                                    C1/D2/001                                                   
C2/D1/0003                                    C2/D1/0001                                    C2/D1/002

- Minimum number of characters in serial number : if 4 is inputted here the number will come as "0001" and after "9999" it will come as "10000"

Note : Maximum allowed length of the document number string is 30 characters.                                                   

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