Setup templates to make it easier to print common letters in Zoho People

Topics covered in this article

This article covers how to configure templates to make it easy to print letters that need to include employee information. Examples of the types of letters are salary certificates, employment certificate or welcome letters. When configured, HR employees can generate the corresponding document and Zoho People will fill the persons required information (name, address, date of birth, salary, etc.)

Who is this article for?

This article is for HR department members.

Prerequisites

Before proceeding, ensure you:

1. Have access to Zoho People module
   
2. Have permissions to access de settings panel of Zoho People, for these options can be only accessed by authorized users 

Setup the required templates

Configuring a template is something that needs to be done just one time. Once the template is correctly configurated, it's possible to print it from the employee profile, so that Zoho People automatically fills the required information for that employee. To configure these templates, navigate to Settings - Employee information - Automation and then "Letter templates" under the templates menu:

Now, clic the "Add letter template button". A new form opens up. Fill the required fields as explained:

1. Form name: choose if this letter is related to the employee, the department or the designation
2. Letter template name: define a name for the template. Make sure it's an intuitive name so that you or the team can easily find it when need it
   
3. Message: specify the content of the letter

When creating the letter, you can choose the information that Zoho People has to automatically include for you. To achieve this, use the "Merge fields":

1. First, choose the type of information you need to get, for example, the "Employee" option will give you access to all the general information of the employee you want to print the letter for. 
   
2. Choose the field you want to include in the letter, for example, the first name. Here, you have a lot of information: last name, ID, department, business unit, education details, etc.
   
3. Last, click the "Insert" button. This will add a "Field value" to the letter so that when you generate it, Zoho People is going to replace it with the value that comes from the employee profile. Check the following example:
   

In the last photo, we've included a "First name" field value. When this letter is generated, Zoho People is going to replace it with the actual name of the employee. Once the letter is configured, click the "Save" button.

Printing letters for an employee

Now that you have the template ready, it's time to print the letter for the employee. To do this, go to Operations - Employee information - Employees and then click on the name of the employee:

Now, in the right upper side of the form, click the 3 dot menu and select "Letter templates":

Now, select the appropriate template and you will see that Zoho People generates the template, replacing every field value with the actual information of the employee, as seen in the following image:

To download a copy of the letter, click the "Download" button on the bottom of the form.

Additional resources

Next steps

Check the related article on how to make a better time control through assistance reports in Zoho People. Click here.

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