Automatically Generate and Issue Probation Confirmation Letters

Overview:

We are excited to announce the release of the Auto-Generation and Issuance of Probation Confirmation Letters feature in Keka's Core HR module. This feature automates the generation and issuance of probation confirmation letters, streamlining the process and reducing manual tracking. It allows HR Managers and Global Admins to configure templates, auto-issue confirmation letters, and modify templates when necessary, ensuring efficiency and accuracy in probation management.

Key Features:

1. Template Selection for Letters (Policy Level):

   • Admins can now select, preview, and assign probation confirmation letter templates at the probation policy level.

   • The system automatically generates and issues letters using the selected template when probation is confirmed.

   • The option to auto-generate and issue confirmation letters is enabled by default at the policy level.

2. Editing and Creating Templates:

   • Admins can create new letter templates or edit existing ones via a dedicated Template Selection dropdown.

   • Templates are previewed before final selection, ensuring the correct format and details are used for the confirmation letter.

   • Users with "Manage Letter Template" privilege can create or edit templates for probation confirmation letters.

3. Automatic Letter Generation:

   • When probation evaluation is marked as complete, the system will automatically generate and issue the confirmation letter to the employee.

   • The letter is sent to the employee without requiring additional manual intervention.

4. Manual Override for Letter Generation:

   • Admins can override the auto-generated letter if manual changes are needed.

   • The system allows for manual edits or the selection of a different template before issuing the letter, ensuring flexibility in exceptional cases.

5. Tracking Generated Documents:

   • The system tracks all generated probation confirmation letters and displays them in the Document Templates section.

   • Users can view the status of each document, including those auto-generated by the system.

User Stories and Flows:

1. User Story 1: Template Selection for Letters

   • Admins can select the letter template and enable the auto-generation feature at the probation policy level. The system automatically generates the confirmation letter based on the selected template once probation is confirmed.

2. User Story 2: Edit or Create Letter Templates

   • Admins can create or edit letter templates directly within the Template Selection dropdown, making it easy to customize the content.

3. User Story 3: Auto Generation & Issuance of Letter

   • Once the probation evaluation is marked complete, the system will automatically generate and send the confirmation letter to the employee.

4. User Story 4: Manual Override While Auto-Confirmation is Scheduled

   • Admins can manually modify the confirmation letter if needed, ensuring flexibility in the process.

5. User Story 5: Tracking Generated Documents

   • The system displays generated probation confirmation letters and their statuses in the Document Templates section, providing transparency and easy access.

How to Use:

1. Setting up Auto-Generation for Probation Confirmation Letters:

   • Go to Core HR > Employee > Probation > Probation Policy.

   • Select the probation policy, enable "Auto-generate and issue confirmation letter to the employee", and choose the letter template.

   • Admins can preview the letter template and save the changes.

2. Creating or Editing Letter Templates:

   • Navigate to the Template Selection dropdown in the Probation Policy section.

   • Admins can create new templates or edit existing ones by clicking on Create New or Edit.

   • Save and preview the template to ensure accuracy before assigning it.

3. Tracking Generated Documents:

   • Go to Core HR > Documents > Document Templates.

   • View generated probation confirmation letters and track their status, including documents auto-generated by the system.

Conclusion:

The Auto-Generation and Issuance of Probation Confirmation Letters feature enhances the efficiency of HR operations by automating a previously manual process. Admins can now easily configure letter templates, track document status, and ensure timely and accurate issuance of probation confirmation letters, all while maintaining flexibility for manual overrides when needed.

For more details, visit the Help center