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Automated Generation of Employee Letter from Document of Records

User can use this feature as a repository to generate any letters on the go and to store it as well. Oracle update of 20B, it’s very easy to generate letter based on the Document Record in Oracle HCM Cloud.

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Automated Generation of Employee Letter from Document of Records

User can use this feature as a repository to generate any letters on the go and to store it as well. Oracle update of 20B, it’s very easy to generate letter based on the Document Record in Oracle HCM Cloud. Data entered by user at the time of document creation can also be included in the letter and the generated letter will be automatically stored as a PDF file attachment under the same document of record.

Case Study:

Let’s take an example to comprehend the functionality of Generate Letter Based on the Document Record to make your understanding much clearer. Suppose that few of the Employee of our Organization are going to some different country for the business meeting and customer events for that employee must provide his visa details based on that Organization provide an authentication letter to the Employee. This feature comes as a handy to facilitate such on the fly letter generation to Employees.

Steps to enable:

Step 1: Navigate to reports and aanalytics and create a report using RTF template with source as basic query (as per requirement) provided below. Make sure reports are created under Custom > Human capital Management.

Select distinct papf.person_number,
ppnf.display_name,
HDOR.DEI_ATTRIBUTE1 Visa_Type,
HDOR.DATE_FROM,
HDOR.DATE_TO,
HDOR.ISSUING_COUNTRY,
HDOR.ISSUING_LOCATION,
HDOR.ISSUED_DATE,
HDOR.ISSUING_AUTHORITY,
pp.DATE_OF_BIRTH,
pplf.SEX Gender,
pplf.MARITAL_STATUS
from
per_all_people_f papf,
Per_persons pp,
PER_PEOPLE_LEGISLATIVE_F pplf,
per_person_names_f ppnf,
HR_DOCUMENTS_OF_RECORD HDOR
where
pp.person_id = papf.person_id
and papf.person_id = pplf.person_id
and papf.person_id = ppnf.person_id
and papf.person_id = HDOR.PERSON_ID
and HDOR.DOCUMENT_TYPE_ID = '300003063872411'
and HDOR.LAST_UPDATE_DATE = (select max(HDOR1.LAST_UPDATE_DATE) from HR_DOCUMENTS_OF_RECORD HDOR1 where HDOR1.PERSON_ID=HDOR.PERSON_ID and trunc(HDOR1.LAST_UPDATE_DATE) <= trunc(sysdate))
and sysdate BETWEEN papf.EFFECTIVE_START_DATE AND papf.EFFECTIVE_END_DATE
and sysdate BETWEEN ppnf.EFFECTIVE_START_DATE AND ppnf.EFFECTIVE_END_DATE
and sysdate BETWEEN pplf.EFFECTIVE_START_DATE AND pplf.EFFECTIVE_END_DATE

Step 2: Create a report using RTF template. Report looks as below

Step 3: Navigate to Set up and Maintenance and search for task “document type”

Step 4: Click on + to create a document

Step 5: Provide all the details. Make sure created report path is correct. After that providing all details click on save and close.

Step 6: Go to Navigator >> Me >> Personal Information click on Document for Record.

Step 7: Click on Add Search with Visa From, then fill the details and click on View Document to view generated letter.

Then click on Submit to submit the Document.

Step 8: View of generated letter before submission of Document. Watermark will be embossed on the document, to ensure the data authenticity.

Step 9: Navigate to Documents of Records page where employee can download Document.

Step 10: Once document is downloaded you can View the generated Letter.

Business Benefits:

  • Completely driven by Self-service mode
  • Eliminate HR’s dependency on any letter generation.
  • Ensure data integrity and security
  • Supports all custom templates.

Author
Kishore Kolluru
Oracle HCM Cloud Team

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