You can create a library of letter templates to select from when creating letters for workers. The library of letters for a company can be found in Company Settings > Letters.
| Please note: Your Xemplo software includes access to a library of letter templates for a variety of purposes. You can view all available letter templates when selecting a template to send to a worker. |
Adding letter settings
To add a new letter template to the library for a company, or update an existing letter template, you will first need to specify the settings for your new letter:
- Go to Company Settings > Letters, then select New Letter.
- Complete the settings for the Letter:
| Setting | Required | Purpose |
| Letter Template Category | Yes | The category/type of letter - when selecting a letter to send to a worker, users will be able to filter all letters by category. |
| Letter Code | Yes | The code of a letter - used to identify specific letters in the library. |
| Letter Title | Yes | The name of the letter - the name will show for users when selecting/creating letters and workers when signing. |
| Description | No | A description of the purpose of the letter - the description will show for users selecting a letter to send to a worker. |
| Support watchers | No | Indicates whether specific Xemplo users can be added to a letter as a 'watcher' (an interested party). When added as a watcher, the user will receive update notifications as the letter progresses to completion. |
| Worker acknowledgement or signature | No | Indicates whether the worker must acknowledge or sign the letter. When not selected, when the letter is sent to the worker, it will be marked complete as soon as the worker has opened the letter. |
| Manager approval or signature | No | Indicates whether a letter needs prior approval or signature from a Manager before being sent to the worker. |
Once you have added the required settings, select Save. This will open the Letter Editor where you can start adding content to your letter template.
Adding content to a letter
Once you've added letter settings, you can now add content to your letter using the Letter Editor. To add content using the Editor, you can import a supported .DOCX document to get started, or simply add your desired content using the Editor tools.
To import a document:
- Select the Open option at the top of the Editor screen.
- Select your word document. The content of the selected document will be loaded into the Letter Editor for you to make any additional updates.
Once you have entered the text for your letter, you can add any merge fields or customisations required before saving the letter using the Save option.
Once saved, letters can updated or deleted from the library using the menu on each letter.