Category: Letter Generation

Correspondence Batch List

When sending correspondences by email, or as pdfs attached to an email, or sending for signature, PeopleWerksHR groups the correspondences into a “batch” for processing.  The batch and its individual correspondences are tracked so you can easily see the status and manage the batches.

To access the batch, click either on the Reporting section and select Correspondence Archive or if you are in the Letters/Emails section, click on the Correspondence Archive button from the Distribution List screen.

At the top of the screen click the button Batch Correspond and you will see the following.

View of Batch Correspondence

To manage correspondences you can do the following:

  • You can view the status of batches, the sent date, the template or packet name, the sender and method of how sent.  Note that batches are sorted descending with the most recent as the first record.
  • By clicking on the status for a given batch, you will see all of the correspondences in that batch.
  • If you are using the Send for Signature process you can refresh the status of a batch by clicking on the Refresh Status icon.
  • For Email or Email as PDF send methods only, you can click on the Delete icon to delete from the archive all of the sent correspondences in that batch.

Sending Letters

Once you have selected your letter template and created your distribution list, you are ready to generate the letters for distribution to  your people.  There are several options:

  • Print – Use this option to print hardcopies of the letters for delivering to your people.   By clicking on the Review and Print button, you will see a document for each person on your  Distribution List with their data merged into the template.  Using the options at the top of the screen, you can step through each of the documents to review them before printing.  When ready to print, click on the Print button. You can also use this option to print the whole group of letters to a single PDF document to use for review before printing.
  • Email – Use this option if your template style is Email.  By clicking on the Review as Email button, you will see an email for each person on your Distribution List with their data merged into the template.  Use the Next button at the bottom to view each of the emails.  If you do not want to send one or more of them, you can use the Omit button to remove the email.  Note the email address that will be used for each person.  When you are ready to send them, click on the Send button.
  • PDF – Use this option to send letters as PDFs via email to the people on your Distribution List.  When clicking on Review as PDF, you are required to enter a common email that will be sent with the letter attached as a PDF.  Note that you can change the sender’s name and email address to someone else in your organization if needed by clicking on  * From.   
  • Electronic Signature – Use this option to send letters for electronic signatures.  If you have not subscribed to this feature, you will not see it as an option.  When clicking on Send for Signature, you are required to enter a common email that will be sent with the letter attached as a PDF.  Note that you can change the sender’s name and email address to someone else in your organization if needed by clicking on  * From but they must be an authorized sender of  documents for signature.  Contact PeopleWerksHR Support to assist in setting up senders.
Changes to Letter Sending As of Version 7.4.5 (March 2021)
  • If you are sending your correspondences by plain email, pdf’s via email, or sending for signature, once you click the send button, the system will send your batch of records to the server for processing. In each case you will see a message in the window letting you know that you can continue with other activities while the system processes your correspondences accordingly. Once the system has completed the send process, you, as the sender, will receive an email where the body of the email will be a report noting the success or failure of each correspondence sent via the manner you chose.
  • With the exception of printing, once the system has completed one of the other functions, each correspondence will be automatically archived into the individual personnel’s correspondence history.

If you are printing letters as hard copies, there is an option to generate mailing labels for the people on your Distribution List.  Click on Print Labels and select labels for mailing to their home or labels for mailing to their home building.   You will also be given the option for different label sizes.

Letter Distribution List Creation

First select the letter template from the Template list and make sure there are no changes that are necessary to the template before using it to send out to your people. Click on the Go to Distribution List button on the bottom right corner to set up the list of people who should get the letter.

Distribution List

The distribution list can be generated by manually selecting the names of the people from the Personnel Selection list on the left.  You can search by Last Name or just scroll down through the list to find the person’s name.  Click on the name of the person to add them to the Distribution List.

The alternative way to generate the Distribution List is to click on the Advanced Search button and enter the search criteria for finding the people who are to get the letters.

Once you have the group of people in the Distribution List, you can manually remove one or more people  by clicking on the Remove icon or add to the list by selecting a name from the Personnel Selection List on the left.  Note the radio buttons at the top of the list to modify the Distribution List based on only one letter per person or one letter per job.

If you are sending the letters out by a form of email, you will want to visually look for any “envelope” icon that is in red that indicates an email address is missing for a person in the list.