Enabling Automatic Generation of Probation Outcome Letter

Overview

Probation outcomes such as confirmation, probation extension, or termination require formal communication with employees. In many organizations, HR teams manually track probation completion and generate these letters, which can lead to delays and inconsistent documentation.

Keka allows administrators to automatically generate and issue probation outcome letters when a probation evaluation is completed. By configuring letter templates within the probation policy, the system can generate the appropriate document and deliver it to the employee without manual intervention.

This helps organizations:

• Automate employee communication after probation decisions

• Reduce manual document generation for HR teams

• Ensure timely issuance of confirmation or extension letters

• Maintain a clear record of employee lifecycle documents

Who Can Do This

Users with permission to:

• Manage Probation Policies

• Manage Letter Templates

Pre-requisites

Before enabling automatic probation outcome letters, ensure the following:

• A probation policy has been created.

• Relevant letter templates are available under Document Generation Templates.

Enable Automatic Probation Outcome Letters

Follow these steps to configure automatic letter generation.

Step 1: Navigate to Probation Policies

1. Go to Org → Employees → Probation → Probation Policies → +Create Probation Policy.

2. Select the probation policy you want to configure.

Step 2: Enable Automatic Letter Generation

1. In the Probation Evaluation Settings section, enable Auto-generate and issue letter to the employee.

2. Select the required letter template from the dropdown list.

The selected template will be used to generate the probation outcome letter automatically.

Step 3: Preview the Template

Before saving the configuration:

1. Click Preview to review the selected template.

2. Verify that the content and placeholders are correctly configured.

3. Save the probation policy.

Create or Edit Letter Templates

If a suitable template is not available, you can create a new template or update an existing one.

Create a New Template

1. Navigate to Settings → Documents → Document Templates.

2. Click Create Template.

3. Select Generate Document Template.

4. Add the required content and placeholders.

5. Click Save.

The new template will now be available for selection in probation policies.

Edit an Existing Template

1. Go to Settings → Documents → Document Templates.

2. Select the template you want to modify.

3. Update the content or placeholders as required.

4. Click Save.

How Automatic Letter Generation Works

When automatic letter generation is enabled:

1. The probation evaluation process is completed.

2. The final probation outcome is recorded (for example, confirmation or extension).

3. Keka automatically generates the letter using the configured template.

4. The letter is issued to the employee.

This eliminates the need for HR teams to manually create and send probation outcome letters.

Manually Change the Letter Template

HR administrators can override the configured template before issuing the letter if required.

To do this:

1. Navigate to the employee’s Probation Details page.

2. Select Change Probation Status.

3. Choose the probation outcome (for example, Confirm Employee).

4. Select a different letter template if required.

5. Issue the letter.

Track Generated Documents

All system-generated probation letters can be tracked from the document templates section.

To view generated documents:

1. Navigate to Settings → Documents → Document Templates.

2. Select the template used for probation letters.

3. Open Generated Documents or Generation History.

This section displays all documents created using the template along with their generation details.