1. Relieving Letter Generation

The activity of relieving letter generation can be done manually or it can also be automated. If automated then relieving letter is automatically generated and sent on the Email updated in future contact details. If future contact details has not been updated then it will be sent to the primary email which was updated in Personal Details on Profile page. You can see that the letter has been emailed when you View the separation form and go to HR tab as shown below.

If manual generation option is enabled then to generate the Relieving letter click on “Process Relieving Letter” button as shown below.

A popup will open, you can click on "Generate Relieving Letter" button to generate the letter in a PDF format.

You can email the letter again to the employee using the "Email to Employee" button. Letter cannot be cancelled and regenerated once it is emailed.

2. Closing Separation Request

Closure of a separation request is the last activity to be done in the separation workflow. HR Manager is responsible for closing the separation, this can be done only after the following activities have been completed -
- all clearance approvals including HR Manager
- full and final payment by Payroll Manager (if payroll is integrated)

To close the separation request click on “Close” button. The status of request becomes “Closed” after this and all the approvers can hide the request from their grid by using “Hide” action button. Relieving letter can be generated even after closing the separation request.

3. Reverting a Closed Separation

You will get an action button "Revert to Approved" as shown above. On clicking on this button you will get a reconfirmation popup. If Payroll is integrated then this action would also cancel the Full and Final record. If full and final has been updated as paid then you will have to first get the full and final cancelled.

This option is not available if the separation is Intercompany Transfer and the employee has been updated as joined in the new company. Once the separation is reverted back to Approved the approver can withdraw the separation. Refer to the article on Separation Withdrawal for details on how a separation can be withdrawn.

Note :
1. Status of all separations can be viewed in Separation Status report
2. If payroll is integrated separation cannot be closed till full and final has been completed, and status updated as Paid
3. If full and final is completed, then separation request cannot be withdrawn. To be able to withdraw a request in such a case, first cancel the full and final & change the last working day to some future date. Once done, your request can be withdrawn