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.