Letters

Write somebody a letter

1. Open their HR record.
2. Press Write a letter.
3. Choose the Kind of letter: one they sign, one they acknowledge, or a certificate you issue.
4. Choose the Wording, or leave the nearest template of that kind.
5. Type What it is for, or the change it records.
6. Choose the Sign by (for a letter they sign) day.
7. Press Make the draft.

Then: The draft opens, its fields filled from their record. A field with nothing to fill it is left as a blank line (________) and named, for you to complete before you send it. Nothing reaches them until it is sent or issued.

Who: Only HR where they sit writes their letters, and nobody writes a letter about themselves: they ask for theirs from their own HR record, and a colleague in HR answers.

Daniel, HR at the Eastern Region, opens Sokha's HR record, presses Write a letter, chooses Change of terms, types “Moving to the Riverside center from May 1”, and makes the draft. Every field is filled, so the draft names none left blank.

Answer what somebody asked for

1. Open Requests: those waiting come first, oldest first.
2. For a letter, press the button that writes it, such as Write the employment confirmation: the form opens filled in.
3. Press Make the draft, then send or issue it from the letter's page.
4. For a question, or to answer in words instead, open Answer in writing or Or answer in writing.
5. Write Your answer.
6. Press Send the answer.

Then: A written answer closes the request at once, and they are told to read it on their HR record. A letter closes it once the letter is sealed and filed among their documents, with a reply that says so.

Who: They asked from their own HR record, under Letters & requests, and HR where they sit was told. Nobody answers their own request: a colleague in HR does.

Ana asks for a salary certificate for their bank. Grace in HR presses Write the salary certificate, makes the draft with the HR unlock open, and issues it. Olive, an Owner, countersigns it, and Ana's request closes with a reply that it is among their documents.

Write the organization's own wording

1. Open Templates.
2. Press New template, or Edit on one of yours.
3. Choose its Kind.
4. Choose where it is Kept at (for it and below).
5. Type its Name.
6. Write The words, with {{fields}}: a blank line starts a new paragraph.
7. Open The fields you can use to see every field a template may name.
8. Press Save the template.

Then: Saving makes a new version. Letters already made keep the words and the version they were made from. A letter takes the nearest template of its kind kept at the person's unit or above, unless HR picks another.

Rather not? Press Put this template away on one you no longer use: letters made from it keep their words.

Find a letter and see where it stands

1. Press a tile: All letters, Out for signature, Waiting for a countersignature or Signed and filed.
2. Search by number, person or letter, or narrow it by Unit, Status, Template, Person or Sent.
3. Read Due or filed: a sign-by day turns amber from 3 days before it, through the day itself, and red once it has passed.
4. Press Open beside a letter.

Then: The list shows each letter's number, person, unit and where it stands — never a word of it, so pay is never in a list. A letter that states pay says so.