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Simplify the process of creating comprehensive and accurate employment agreement letters using our checklist-based solution.
Within Oracle HCM Cloud, users possess the capability to generate an offer letter or agreement letter through the ORC feature. However, it is essential to note that this generation can only occur once. Once the candidate transitions into an employee, should the business team require additional documents, such as an employment agreement or other types of letters, those letters will be sent to the employee accompanied by a notification. These letters will then be securely stored as attachments in the Oracle HCM Cloud, serving as Document of Records (DOR) attachments.
This functionality enables employees to conveniently download the letter, sign it, and subsequently upload it back to the document of records. By leveraging this feature, the business team can effectively utilize it as a repository to easily download any necessary letters while on the go, as needed.
To grasp the functionality of the “Generate Employee Agreement Letter Through the Checklist” feature, let’s examine an example: When hiring a candidate, the business team can generate and send an offer letter to the employee. However, they cannot trigger both the offer and agreement letters simultaneously. This action can only be carried out once the candidate successfully transitions into an employee.
The business team aims to send an agreement letter to each candidate, containing the relevant details. Subsequently, employees will receive a notification prompting them to sign the document and upload it back to the Document of Records (DOR). This feature proves particularly advantageous when generating a large number of letters for employees in similar situations.
Step 1: Navigate to reports and analytics and create a report using the RTF template with the SQL query (as per requirement) provided below. Make sure that the report is in the shared folder /Custom folder.
Fig.1: SQL code execution area for report creation.
Select distinct
papf.person_number emp_no,
PPNF.DISPLAY_NAME emp_name,
job.DESIGNATION,
pct.name checklist_name,
patt.task_name
from
per_all_people_f papf,
PER_PERSON_NAMES_F ppnf,
PER_ALL_ASSIGNMENTS_M PAAM,
per_allocated_checklists pac,
PER_CHECKLISTS_TL pct,
per_allocated_tasks pat,
PER_ALLOCATED_TASKS_TL patt,
(select distinct PJ.JOB_ID id,
PJ.NAME DESIGNATION
from
PER_JOBS_F_TL PJ,
PER_ALL_ASSIGNMENTS_M PAAM
where
1=1
AND PJ.JOB_ID = PAAM.JOB_ID
and trunc(sysdate) between PJ.effective_start_date and PJ.effective_end_date
and trunc(sysdate) between paam.effective_start_date and paam.effective_end_date
) Job
where
1=1
and papf.person_id = ppnf.person_id
and papf.person_id = paam.person_id
and paam.person_id = pac.person_id
and pct.CHECKLIST_ID = pac.CHECKLIST_ID
and pac.allocated_checklist_id = pat.allocated_checklist_id
and pat.allocated_task_id = patt.allocated_task_id
and job.id (+) = PAAM.job_id
AND PPNF.NAME_TYPE = ‘GLOBAL’
AND PAAM.ASSIGNMENT_TYPE = ‘E’
AND paam.assignment_status_type = ‘ACTIVE’
and patt.task_name like ‘agreement%’
and patt.language = sys_context(‘userenv’,’lang’)
and pat.allocated_task_id = nvl(:P_ALLOCATED_TASK_ID, (case when pat.status!=’COM’ then pat.allocated_task_id end))
and trunc(sysdate) between papf.effective_start_date and papf.effective_end_date
and trunc(sysdate) between ppnf.effective_start_date and ppnf.effective_end_date
and trunc(sysdate) between paam.effective_start_date and paam.effective_end_date
–and papf.person_number = ‘XXXX’
Step 2: Create a report using the RTF template
Fig.2: Report Path
Step 3: Create a document type with a report path.
Navigate to setup and maintenance, search for Document Types then create a document type by providing the report path as mentioned below. so, that user will be able to see the document in the checklist.
Report path: /Custom/Nanda/agrrement details.xdo?P_ALLOCATED_TASK_ID={AllocatedTaskId}
Fig.3: Document type creation
Step 4: Create a checklist.
Navigate to setup and maintenance, search for “checklist templates” then create a checklist template by giving the action name such as ‘’Hire’’ (as per requirement)
Fig.4: Checklist Template
Step 5: Create a checklist task.
Navigate to the task tab, click Create, and provide the details below.
Task Type: Report
Report path: /Custom/Nanda/agrrement details.xdo?P_ALLOCATED_TASK_ID={AllocatedTaskId}
Document Type: Select the document type that has been created
Document Are For: Select Performer
Attachments: Enable
Add Attachment to Document of Record: Select the document type that has been created
Attachment Are for: Performer
Fig.5: Check Task
Step 6: Hire an employee
Once the business team hires a candidate checklist will get a trigger and the employee is able to access the document in the journey or through the checklist.
Fig.6: Checklist Template
Fig.7: Task Tab
Click on See Document, and the letter will get downloaded. Once the document gets downloaded employee can view the generated letter, and the employee can sign it, and upload it back (Drag and Drop). So, the document will get stored in the document of record, and the business team can access the document from the document of record section.
Fig.8: Document of Record Section
Overall, with the “Generating Employment Agreement Letter Through the Checklist” feature in Oracle HCM Cloud, businesses can streamline their document generation process, improve efficiency, and ensure that employment agreements are accurately generated and securely stored, ultimately facilitating a smoother onboarding experience for new employees.
Author: Nanda Patil, Associate Consultant
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