v20 Correspondence

HRIS Support Centre/ Personnel Services

Correspondence

September 2015

Page 1 of 8

v20 Correspondence

1.

Key Changes and Concepts for v20 ............................................................................. 3

2.

Initial Set Up ................................................................................................................. 3

3.

Creating Letters from e-Recruitment ............................................................................. 4

4.

Generating Letters from Personnel ............................................................................... 5

5.

Appendix – Templates Overview .................................................................................. 7

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v20 Correspondence This document has been created for users of CoreHR to refer to whilst generating letters and emails in the e-Recruitment and Personnel modules of CoreHR. It includes the key differences between version 16 and 20 and a step by step guide for all existing and new users to follow when generating letters in e-Recruitment and Personnel.

1. Key Changes and Concepts for v20 

Available to all read-only users including Data Services departments



Offer letter and enclosures which were previously only available in Personnel are now available in e-Recruitment



Templates are no longer saved on the C drive, now stored within the database and will be maintained centrally



Some of the v16 recruitment templates which could be generated as letters and emails are only available as emails in v20, see appendix for full details.



Departments/ divisions need to save a copy of their letter head in the ‘Coreapps’ folder on their C drive in order for the letters to be generated using the appropriate letterhead



The filename of the letterhead document must be “Letter_head.docx”



For users who manage multiple departments and have different letterheads for each, the user must ensure that only the relevant letterhead has the filename “Letter_head” saved within the Coreapps folder



We recommend that you save all letters as PDFs with the exception of the shortlist forms which can be saved as a Word document. This is because the macro that is embedded within the document (which enables the letterhead and prompts) runs each time the Word document is opened.

2. Initial Set Up 1. Save the letterhead document with “letter_head” as the file name, into a Coreapps folders on your C drive and ensure this is the only document within the folder with this filename 2. If you have multiple letterheads ensure the relevant one has the correct filename before you generate a letter

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v20 Correspondence 3. Creating Letters from e-Recruitment 1. Navigate to Recruitment Maintenance > Applicant Status 2. Enter the Vacancy ID and click Search 3. Select Applicant(s) Option A: If sending a letter to one applicant, highlight the relevant record Option B: If sending a letter to multiple applicants filter the applicants according to the relevant Applicant Status 4. From the Tools menu select Letters

5. The Letter Group must be Recruitment 6. Choose the Letter Type 7. Options will default to Perform Mail Merge 8. The Selection should be Current Record for Option A or All Query Records for Option B

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v20 Correspondence 9. Choose ‘Open’ for prompts to appear 10. If you can’t see the prompt questions, minimise all screens to find prompt box 11. If required when Word opens select Enable Content 12. Answer prompt questions

If you are creating letters for multiple applicants you will be asked to answer the prompts for all.

4. Generating Letters from Personnel 1. Navigate to Personnel > Maintenance > Personal Profile 2. Search for the individual 3. Select the Appointment Details from the Select Detail menu 4. Click on the Appointment Details button 5. From the Tools menu select Letters

6. The Letter Group must be Post Appointments 7. Choose the Letter Type 8. Options will default to Perform Mail Merge 9. The Selection should be Current Record Page 5 of 8

v20 Correspondence

10. Choose ‘Open’ for prompts to appear 11. If you can’t see the prompt questions, minimise all screens to find prompt box 12. If required when Word opens select Enable Content 13. Answer prompt questions

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v20 Correspondence 5. Appendix – Templates Overview Template

New

Available as Email

Available as Letter

Will use department Letter_head

e-Recruitment module A SHORTLIST FORM STANDARD

Yes

B SHORTLIST FORM EXTENDED

Yes

INVITE TO INTERVIEW

Yes

REJECT EXT APPL INT VACANCY

Yes

REJECT PRIORITY CANDIDATE

Yes

REJECT AFTER SHORTLIST FEEDBACK

Yes

REJECT AFTER SHORTLIST NO FEEDBACK REJECT POST INTERVIEW

Yes

Yes

Yes

Yes

Yes Yes Yes

RF DATA COLLECTION FORM

Yes

Yes

RF PRE-EMP HEALTH QUESTIONNAIRE

Yes

Yes

RF EQUALITY AND DIVERSITY FORM

Yes

Yes

RF UNIVERSITY CARD FORM

Yes

Yes

RF CONGREGATION FORM

Yes

Yes

RF CONDITIONAL OFFER

Yes

Yes

XTSS KEEP ON FILE

Yes

XTSS REJECTION EMAIL

Yes

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v20 Correspondence Template

New

Available as Email

Available as Letter

Will use department Letter_Head

Personnel module CONTRACT ACADEMIC RELATED CLINICAL

Yes

CONTRACT ACADEMIC RELATED NON-CLINICAL

Yes

CONTRACT SUPPORT CLINICAL

Yes

CONTRACT SUPPORT NON CLINICAL

Yes

CONTRACT APPRENTICE

Yes

Yes

CONTRACT COVER LETTER

Yes

DATA COLLECTION FORM

Yes

PRE-EMP HEALTH QUESTIONNAIRE

Yes

CHANGE IN HOURS

Yes

Yes

FIXED TERM CONTRACT EXTENDED

Yes

Yes

CONDITIONAL OFFER

Yes

Yes

CONGREGATION NOMINATION FORM

Yes

EQUALITY AND DIVERSITY FORM

Yes

UNIVERSITY CARD FORM

Yes

ADDITIONAL DUTIES

Yes

Yes

ADDITIONAL INCREMENT

Yes

Yes

CHANGE IN JOB TITLE

Yes

Yes

CHANGE IN PLACE OF WORK

Yes

Yes

PROBATION CONFIRMED IN POST

Yes

Yes

PROMOTION SUBSTANTIVE GRADE

Yes

Yes

CHANGE IN FUNDING

Yes

Yes

Page 8 of 8

Yes