Enables you to create and update the basic details of standard letters – that is, the standard text and fields for the variable content. Any commas in the text are removed from standard letters.

Note: You can copy a standard letter using Copy Standard Letter and then modify the new letter using this screen.

General

Description

Enter the full description of the letter.

Short Desc

Enter an abbreviated description of the letter.

Language

This field is only displayed if the multi-lingual functionality is switched on. Enter the code of the second language required in the bilingual letter, or select one from the drop-down list. The first language is always English.

Topic

Enter the topic to which the letter relates or select a topic from the drop-down list. The options are set up in the TOPIC narrative category.

Responsible

Enter the name of the person responsible for maintaining the letter.

MyView Letter

Select this check box if this is a MyView letter for use in Manager Recruitment or in the web processes (SLC and MyTeam). If this is a MyView letter, you can only select the Applicant dictionary (for use in Manager Recruitment) or the Employee dictionary (for use in the web processes).

Dictionary

Select the dictionary containing data for the group of people to which the letter relates from the drop-down list. The options are set up in the HUMOBJ narrative category. You cannot change the dictionary once you have committed the letter.

Security

Enter the security ID associated with the selected standard letter, or select one from the drop-down list. The options are set up in the SECRID narrative category. The security ID entered here limits operator access depending on the security IDs specified at either operator level or in their security profile. If this field is blank, all operators can access this standard letter.

Note: When creating a standard letter, the security ID defaults to the default security ID specified at either operator level or in your security profile. The security ID specified at operator level is used first if it is available.

Doc Storage Cat

Select the Doc Storage category to be used to automatically upload the letter against in place of the default STDLET category when produced in ResourceLink or MyView.

If the user does not have the correct security permissions to the Doc Storage Category selected, the letter produced will not be uploaded

Options

Reference

Enter the standard reference to be printed at the top of this letter, if required.

Reply Req.

Select this check box if you require a response to the letter.

Derive Post

Where standard letters include derived field data items, select this check box to force the letter generation process to derive those field items from the employee’s main post, effective at the letter run date. This is to handle employees with post-holding history, whether that be multi-post holders or single-post holders.

Chase Days

This field is only enabled if you selected the Reply Req. check box. Enter the number of days after the letter is printed that you should chase the recipient for a response. The date when you should chase up the letter is displayed in Maintain Letter History.

Available

Select this check box if the letter is currently available for use. You should leave this check box blank to prevent users from requesting this letter, for example, when the letter is being amended.

Note: If the letter is attached directly to a task via the Maintain Tasks > Standard Letters screen, the letter will still be available regardless of the setting of this check box.

Buttons

Inserts

Click this button to display Standard Letters Insert Selection, where you can maintain which field inserts are included in the standard letter. There must be at least two insert fields in a standard letter.

Note: Either the Create Letter or Download Letter button is available depending on whether you are creating a new letter or maintaining an existing letter.

Create Letter

Click this button to create a blank template letter and corresponding .dat file. You are prompted to open or save the files as required. You can then manually link the .dat file to the letter and edit your letter using Microsoft® Word. Once you have defined your letter, you must upload the letter into Doc Storage and select the Available check box above to make it available for use.

Note: If you are using Mozilla® Firefox®, it is recommended that you move the .doc and .dat files from the default download location to a different folder. If you then need to download the .dat file again (for example, if you have added new inserts), Mozilla® Firefox® downloads the file with the same name. You can then replace the existing .dat file with the newly downloaded .dat file. If you leave the .doc and .dat files in the default download location, Mozilla® Firefox® renames subsequently downloaded files, thereby breaking the link between the .doc and .dat files.

Download Letter

Click this button to download the selected letter and corresponding .dat file to your PC. You can then edit the letter using Microsoft® Word. Once you have defined your letter, you must upload the letter into Doc Storage and select the Available check box above to make it available for use.

Upload Letter

Click this button to display Web Portal Doc Storage, where you can upload the letter into Doc Storage.

Usage

Click this button to display Usage Record, where you can view the usage details that are maintained automatically by ResourceLink.

Notes

Click this button to display Maintain Note Detail, where you can enter any notes or comments you want to record.

MD101S9

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