CORE HR: Enterprise Probation – Auto-Generation & Issuance of Confirmation Letters

Overview

We’ve introduced automatic generation and issuance of probation confirmation letters, enabling organizations to streamline the final step of the probation process.

Previously, HR teams had to manually track, generate, and send confirmation letters after probation completion. With this update, admins can now configure letter templates at the probation policy level, allowing the system to automatically generate and issue confirmation letters once probation is successfully completed.

Key Enhancements

1. Automatic Confirmation Letter Generation
HR admins can enable Auto-generate and issue confirmation letters within the probation policy.

Once enabled:

• The system automatically generates a confirmation letter using the selected template
• The letter is issued to the employee when probation is confirmed
• This removes the need for manual document creation and tracking

2. Template Selection at Policy Level
Admins can now select a letter template directly within the probation policy configuration.

Capabilities include:

• Selecting from available document generation templates
• Previewing templates before assignment
• Setting a default template for all confirmations under that policy

The selected template will be used automatically whenever a confirmation letter is generated.

3. Create or Edit Letter Templates
Admins with the appropriate permissions can:

• Create new confirmation letter templates
• Edit existing templates
• Access the Letter Templates module directly from the probation policy configuration

New templates automatically appear in the template dropdown without requiring a page refresh.

4. Manual Override for Confirmation Letters
Even when automatic generation is enabled, HR teams retain full control.

Admins can:

• Override the selected template
• Modify or manually issue confirmation letters
• Take manual action before the scheduled auto-issuance occurs

Once a manual action is performed, the system updates the probation record accordingly.

5. Document Tracking and Visibility
All automatically generated confirmation letters are now tracked in the Document Templates section.

HR teams can:

• View generated documents and history
• Identify documents generated by the system
• Track issuance status for audit and record-keeping purposes

Impact

This enhancement helps organizations:

• Eliminate manual effort in issuing probation confirmation letters
• Improve HR productivity and process consistency
• Ensure timely document issuance after probation confirmation
• Maintain centralized tracking of generated documents

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