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Automate Probation Outcome Letters in Keka

Overview

Probation outcomes such as confirmation, probation extension, or termination require formal communication with employees. In many organisations, 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 once a probation evaluation is completed. By configuring letter templates within the probation policy, the system generates and delivers the appropriate document to the employee without manual effort.
 
Automating probation communication helps HR teams eliminate repetitive manual work and ensures employees receive timely and consistent communication.
This helps organisations:
  • 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 access this feature?

Users with permissions to:
  • Manage Probation Policies
  • Manage Letter Templates

Pre-requisites

Before enabling automatic probation outcome letters, ensure:
  • A probation policy has been created
  • Relevant letter templates are available under Document Generation Templates

Example Scenario

Scenario:
A mid-sized organisation with 500+ employees manages probation reviews manually. HR tracks confirmation dates in spreadsheets and generates letters individually.
Challenges:
  • Delays in issuing confirmation letters
  • High manual effort in tracking and document creation
  • Inconsistent communication formats
Solution:
HR enables Auto-generate and issue letter to the employee in the probation policy and selects a standard template.
Outcome:
  • Letters are issued instantly after evaluation completion
  • Manual HR effort is reduced significantly
  • Communication becomes standardised across all employees
  • Documents are stored for audit and reference
Additional flexibility:
HR can still override the selected template before issuing the letter if needed.

 

Steps to Enable Automatic Probation Outcome Letters

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

Step 3: Preview and Save

Before saving the configuration:
  1. Click Preview to review the template
  2. Verify that the content and placeholders are correctly configured
  3. Click Save
[Insert Screenshot: Template Preview]

Create or Edit Letter Templates

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

Create a New Template

  1. Navigate to Settings → Documents → Document Templates
  2. Click Create Template
  3. Select Generate Document Template
  4. Add required content and placeholders
  5. Click Save
The 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 edit
  3. Update the content or placeholders
  4. Click Save

How Automatic Letter Generation Works

When enabled:
  1. The probation evaluation process is completed
  2. The final probation outcome is recorded (e.g., confirmation or extension)
  3. Keka automatically generates the letter using the configured template
  4. The letter is issued to the employee
This removes the need for manual creation and distribution of probation letters.

Override Letter Template Manually

HR administrators can override the configured template before issuing the letter.
  1. Navigate to the employee’s Probation Details page
  2. Select Change Probation Status
  3. Choose the probation outcome (e.g., 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.
  1. Navigate to Settings → Documents → Document Templates
  2. Select the template used for probation letters
  3. Open Generated Documents or Generation History
This section shows all documents created using the template along with generation details.

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