With the 20B upgrade, Oracle has provided a feature to Generate Letters Based on Document Records.
Read More: Automated Generation of Employee Letter from DOR
Now with the recent 23A update, Oracle has further refined the process of generating letters and storing them as document record attachments in Oracle HCM Cloud. So, users can download letters, even when document records are created using HCM DATA LOADER/REST API. Also, users can utilize this feature as a repository to conveniently download any necessary letters while on the go and utilize them as needed.
To understand the functionality of the “Generate Letter Based on Document Record when using HDL” feature, let’s consider an example. Imagine that a group of employees from an organization are traveling abroad for a business meeting or customer event. These employees are required to provide their visa details, after which the organization can provide an authentication letter to each employee. This feature is especially convenient for generating bulk letters on-the-fly for employees in such situations.
Steps to Enable:
Step 1: To begin, access the Setup and Maintenance work area.
Fig.1 Navigation for Setup and Maintenance work area
Step 2: Next, locate and select the task named Manage Enterprise HCM Information.
Fig.2 Manage Enterprise HCM Information Task search area
Step 3: Then, choose the document record source for the Letter Generation Configuration based on the EFF context of the document.
Fig.3 Letter Generation Configuration Based on Document Record Source
Note: It is important to note that the options available in the Document Record Source column are populated from the ORA_PER_DOR_SOURCE lookup and only the supported values will be displayed in the list. This ensures the validity of the selection.
Step 4: Navigate to Reports and Analytics and create a report using the RTF template with the source as a basic query (as per requirement) provided below. Make sure to create reports under Custom -> Human Capital Management.
Fig.4 SQL code execution area for report creation
,’Tourist Visa’ Visa_Type
,to_char(HDOR.DATE_TO, ‘YYYY/MM/DD’) Valid_To
and 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 = HDT.DOCUMENT_TYPE_ID
and HDT.DOCUMENT_TYPE = ‘VISA Letter’
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 5: Create a report using the RTF template. The report looks as below.
Fig.5 Report Path
Step 6: Navigate to Set up and Maintenance. Search for the “Document Type” task.
Fig.6 Document Type Task Search area
Step 7: Click on “+” to create a document.
Fig.7 Document Creation area
Step 8: Furnish all the details. And, make sure the created report path is accurate. Next, click on Save and Submit.
Fig.8 Document creation with required details area_1
Fig.9 Document creation with required details area_2
Step 9: Prepare an HDL (sample below) of the DocumentsOfRecord business object to create a VISA document under documents of record for employees.
METADATA|DocumentsOfRecord|PersonNumber|DocumentType|DocumentCode|DocumentName|DateFrom|DateTo|IssuedDate|IssuingAuthority|IssuingCountry|IssuingLocation MERGE|DocumentsOfRecord|197963|VISA Letter|VISA_Letter_197963|VISA Letter_197963|2023/01/01|2023/12/31|2023/01/15|Government Of India|IN|Bangalore
Step 10: Go to My Client Group > Data Exchange > Import and Load Data > Import File and wait till loading success.
Fig.10 HCM Data Loader File Import and Load work area
Fig.11 HCM Data Loader Result
Step 11: Navigate to the Documents of Records page where employees can see created document and download it.
Fig.12 Document Of Record page
Step 12: Click on Preview and download, once the document is downloaded you can view the generated Letter.
Fig.13 Generation of Letter from Document of Records When using HDL
Here are the business benefits for the generation of letters from documents of records when using HDL (HCM Data Loader)
- Eliminate Employee dependency on any letter generation.
- Automatically, the letter will be stored as an attachment in the person’s document record.
Author: Kishore Kolluru, Senior Consultant