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PER Generate Letters Document Records Specific Document Type WP PDF
PER Generate Letters Document Records Specific Document Type WP PDF
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TABLE OF CONTENTS
Purpose Statement 1
Disclaimer 1
Disclaimers For Pre-Release, Pre-GA Products 1
INTRODUCTION 3
Assumption 3
Manage Data Model and RTF Template 3
Edit Data Model 3
Create an RTF Template 4
Associate RTF Template to Data Model 7
Configure Security 8
Configure Document Records Descriptive Flexfields 8
Visa Application Letter Document Records Descriptive Flexfield 8
Configure Document Type 9
Visa Application Letter Document Type 9
End User Interaction 11
Sample RTF File 14
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INTRODUCTION
HR Operations teams constantly get requests from employees to furnish letters or certificates on behalf of the organization.
They may need to submit these official letters to government or private entities, typical requirements being:
Embassies
Driving license
Banks
Rental agreements etc
This document illustrates how to configure a document type that supports generating letters for various business purposes
and how the generated letter is then available as an attachment in the document record for that specific document type.
In this example, we will create a document type of visa application letter that employees can use to create a document
record for generating a letter to submit for their visa processing.
You need to create the document type and additionally specify a BI publisher report path to generate the letter. You need to
create a document descriptive flexfield context that includes the fields required in the letter. You then associate this context
with the document type you created.
Note: This feature is available from Release 20B (Release 20.04)
Assumption
This example assumes that BI publisher is setup and available for use.
1. Navigate to Tools > Reports and Analytics > Click on Browse Catalog > Folders > Shared Folders > Human Capital
Management > Workforce Management > Manage Document Records > Data Models
2. Click on the row for the data model DocumentReport.xdm and click Copy from the Tasks menu on the left.
3. Navigate to your custom folder and click on Paste from the Tasks menu on the left. Modify the name for
differentiation.
4. Click on Edit hyperlink for the copied data model and make the necessary changes. Save the data model.
3 WHITE PAPER | Generate Letters from Document Records for a Specific Document Type | Version 1.01
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Editing the Data Model
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Obtain Transaction ID
6. Click on Edit for the data model which is copied to your custom folder.
7. Click on View Data, enter the Transaction ID noted in Step 5 above.
8. Click on Export to save the output (sample XML) to your local folder.
9. Upload the saved XML file under the BI Publisher plug-in region when you create the RTF template.
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Upload Sample XML into RTF Template
10. Once the sample XML file is uploaded, the fields are displayed and can be placed at required locations in the
document respectively.
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11. If you need to format date/number fields, double-click on the specific attribute. Then in the Properties tab, select
the Formatting Type and Format accordingly.
Format Fields
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Report Path
Configure Security
After the report is configured, click on More > Permissions. Add or modify the required access so that end users can access
the report.
FIELD VALUE
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Description Letter for visa application
Enabled Checked
5. Click Save.
6. In the Context Sensitive Segment section, create the required segments and fields that you want to include in the
visa application letter.
7. Click on Save and Close till you return to the Document Records Descriptive Flexfields page.
8. Click OK and then Done.
You must sign out and sign in to see the changes you deployed at run time. The context is available when workers
select the document type of visa application letter.
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FIELD VALUE
Description The passport details entered should be valid for a period of 6 months from the date
of travel.
Category Employment
Subcategory Blank
Status Active
Minimum Attachments 0
Publish Required No
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Note:
When a report path is configured for a Document Type, by default Restrict Update and Restrict Delete are set to Yes
and can't be edited in the Document Record Preferences section.
2. The worker enters the document record details and clicks View Document. Doing so will get the associated BIP
template, merge the data entered by the worker and display the draft letter.
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Preview Sample Letter
3. After the worker reviews the draft letter, they submit the document record for approval.
4. When the document record is approved, the final letter is generated. This final version in PDF format is stored in
the worker's document records for this document type.
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Approved Document Record with Generated Letter in PDF Format Attached
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Note
Workers need to enter all mandatory values and the minimum number of attachments required, before clicking
View Document. Otherwise, a validation error is displayed.
If the report path isn't specified, the View Document button won't be visible to workers.
Only PDF format is supported.
Even if there are no approvals enabled for the Document Type, clicking View Document will still display the letter
with a watermark. However, the letter is available without the watermark once the document record is added to the
worker’s record.
Even if View Document is not clicked and the worker clicks on Submit, the document record will be submitted for
approval (if approvals are enabled) and the final letter is generated. This final version in PDF format is stored in the
worker's document records for this document type.
After the letter is approved (if approvals are enabled) and generated, View Document won't be available in the
worker’s Document Records page for this document record.
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HR Director
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