To send a mail merge letter to an employee, you will first need to have a mail merge letter template created.
Send a letter to an employee
Once you have a mail merge template created, you will be able to send this to the employee where the replacement fields used in the template will be replaced with employee specific data.
To send a letter to an employee, follow the below steps:
Use the organisation search to find and open the required employee profile.
Click the Documents menu tab within the profile then select the Mail Merge tab.
Click the Add Mail Merge button then enter the required details:
Date - manually enter the date in DD/MM/YYYY format or use the calendar to select the required letter date.
Group - select the required group the letter belongs to from the drop-down list.
Letter - select the required letter template from the drop-down list.
Description - type in the description of the letter.
Add to Docs - tick whether this mail merge letter should be made visible within the employee's document area.
Click Preview Document to view a preview download of the letter to ensure you are happy with the letter before generating to the employee.
Once happy with the preview document, click Generate in the top right corner to generate the actual letter to the employee in the system.
You can then click the Send Email button to send the letter to the listed email address as an attachment and allows you to set the subject and email body in a pop-up window.
📌Note: To review all the mail merge letters sent to an employee, return to the employee profile and click back into the Mail Merge tab where you should see your newly sent letter alongside any other mail merge letters generated for the employment.