Generate - Letters - Document Records - Specific Document Type

Generate Letters from
Document Records for a

Specific Document Type
February 21, 2023, | Version 1.01

Copyright © 2023, Oracle and/or its affiliates
Confidential - Public
PURPOSE STATEMENT
This document provides an overview of 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.
DISCLAIMER
This document in any form, software, or printed matter, contains proprietary information that is the exclusive property of
Oracle. Your access to and use of this confidential material is subject to the terms and conditions of your Oracle software
license and service agreement, which has been executed and with which you agree to comply. This document and
information contained herein may not be disclosed, copied, reproduced, or distributed to anyone outside Oracle without
prior written consent of Oracle. This document is not part of your license agreement, nor can it be incorporated into any
contractual agreement with Oracle or its subsidiaries or affiliates.
This document is for informational purposes only and is intended solely to assist you in planning for the implementation
and upgrade of the product features described. It is not a commitment to deliver any material, code, or functionality, and
should not be relied upon in making purchasing decisions. The development, release, and timing of any features or
functionality described in this document remains at the sole discretion of Oracle.
Due to the nature of the product architecture, it may not be possible to safely include all features described in this document
without risking significant destabilization of the code.
Note: In the images or examples included in this document regarding: user details, company names,
addresses, emails, and/or telephone numbers represent a fictitious sample of data (based upon made up
data used in a demo environment). Any similarity to actual persons, living or dead, is purely coincidental and
not intended in any manner.
1 | Generate Letters from Document Records for a Specific Document Type | Version 1.01
Copyright © 2023, Oracle and/or its affiliates | Confidential - Public
TABLE OF CONTENTS
Purpose Statement 1
Disclaimer 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 7
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 10
Sample RTF File 14
Uptake Steps When Upgrading from 22D to 23A 15
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.
Assumption
This example assumes that BI publisher is setup and available for use.
Manage Data Model and RTF Template
Edit Data Model

The sample data model DocumentReport.xdm includes details on how to access Document Record attributes and fetch
details from document record flexfield attributes. You can modify the copied data model to suit your requirements and
display additional information in the generated letter from other entities and flexfield attributes.
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.
Editing the Data Model
Note: If the custom data model has been created before 23A release, please review the section Uptake Steps When
Upgrading from 22D to 23A.
Create an RTF Template

To create an RTF template, you need to provide sample data or XML schema details.
1. To obtain the sample XML file, submit a transaction after configuring all the required flexfield attributes and
approvals enabled.
2. On the Transaction Console, search for the Manage Document Records process with the status In Progress.
3. Click on the name of the submitted transaction to view the transaction details.
Fetch Document Record Transaction Details

4. The transaction details provide the Transaction ID which is the parameter for the data model and report.
5. To get required output, make a note of the Transaction ID.
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.
Export Sample XML
9. Upload the saved XML file under the BI Publisher plug-in region when you create the RTF template.
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.
Include Fields into RTF Template
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
Associate RTF Template to Data Model
1. Navigate to Tools > Reports and Analytics > New > Report.
2. Click on Cancel on the Create Report pop-up and click OK.
3. Click on the Search icon next to Data Model and select the data model edited in the first step.
4. In the Upload or Generate Layout section, click Upload. Enter the layout name, select the template file (sample file
at the end), Type = RTF Template, Locale = English. Click Upload.
Uploading the RTF file
5. Save the report.

6. Click View Report to review if the layout is correct.
7. Make a note of the report path, as that needs to be configured as part of the document type configuration.
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.
Adding Permission to Report
Configure Document Records Descriptive Flexfields

Visa Application Letter Document Records Descriptive Flexfield
1. In the Setup and Maintenance work area, go to the Document Records Descriptive Flexfields task.
2. On the Document Records Descriptive Flexfields page, select PER_DOCUMENTS_OF_RECORD_DFF and click Edit.
3. Click Manage Contexts.
4. In the Create Context section, enter values as indicated in the table. For others use the default values:
FIELD VALUE
Display Name Visa Application Letter
Description Letter for visa application
Context Code Auto populated but can be modified
API Name Auto populated but can be modified
Enabled Checked
Configure the Document Record flexfield with its segments
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.
Deploy the Flexfield

1. On the Document Descriptive Flexfield page, click Deploy Flexfield.
2. In the Confirmation dialog box, click OK, and click 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.
Configure Document Type
Visa Application Letter Document Type

1. In the Setup and Maintenance work area, go to the Document Types task.
2. On the Document Types page, click Create.
3. In the Create Document Type page, enter values as indicated in the table. For others use the default values:
FIELD VALUE
Type Visa Application Letter
Description The passport details entered should be valid for a period of 6 months from the date
of travel.
Country All Countries
Category Employment
Subcategory Blank
Status Active
Expiration Notification Period Blank
Approval Required Yes
Allow Multiple Occurrences Yes
Minimum Attachments 0
Publish Required No
Report Path /Custom/Human Capital Management/Document Records/Visa Application.xdo
Enable Document Delivery No

Preferences
4. In the Attributes section, specify if any attribute is relevant or required.

5. Click Submit.
Configure the Document Type with Report Path
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.
End User Interaction

1. Login as a worker who needs to request for a letter to apply for a visa for business travel. Navigate to Me >
Document Records > Add. Select the Visa Application Letter document type.
Add Document Record Details
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.
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.
Approved Document Record with Generated Letter in PDF Format Attached
Final Letter After Approval Without Watermark
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.
Sample RTF File
Letter for Visa
Application
To
ATTENTIONTOENTITY
STREETADDRESS
CITY PINCODE
STATE COUNTRY
Subject: Business Visa for DISPLAY_NAME
Dear Sir or Madam,

DISPLAY_NAME, resident of HOMECOUNTRY is scheduled to travel to HOSTCOUNTRY from TRIPSTARTDATE to
TRIPENDDATE. The purpose of this visit is to attend customer advisory board meetings and discussions for a product
design.
This is a request to grant a VISATYPE entry visa.
The passport details of DISPLAY_NAME are as below:
Number: PASSPORTNUMBER
Issuing Country: PASSPORTCOUNTRY
Issue Date: PASSPORTISSUEDATE
Expiry Date: PASSPORTEXPIRYDATE
For more details, the host of DISPLAY_NAME can be reached at
Host Name: HOSTNAME
Host Country Contact No.: HOSTCOUNTRYCONTACTNO
Host Email Address: HOSTEMAILADDRESS
We respectfully request your assistance to grant the visa so that DISPLAY_NAME may enter HOSTCOUNTRY for this
business trip.
Sincerely,
HR Director
Uptake Steps When Upgrading from 22D to 23A
Based on the 23A enhancement - Generate Letters Based on Document Records When Using HDL, REST, and Plugin
Sections, if you have created a custom data model and BI report from the seeded sample data model of 22D or earlier
release, you need to make the following changes in the custom data models.
1. Add a new parameter pDorId (similar to what exists in the sample data model).
2. Modify the data model queries in the DocumentDetails and DocumentFlexFields data sets (similar to what is given
in the sample data model.).
CONNECT WITH US
Call +1.800.ORACLE1 or visit oracle.com.
Outside North America, find your local office at oracle.com/contact.
blogs.oracle.com facebook.com/oracle twitter.com/oracle
Copyright © 2023, Oracle and/or its affiliates. All rights reserved. This document is provided for information purposes only, and the contents hereof are subject to change without
notice. This document is not warranted to be error-free, nor subject to any other warranties or conditions, whether expressed orally or implied in law, including implied warranties
and conditions of merchantability or fitness for a particular purpose. We specifically disclaim any liability with respect to this document, and no contractual obligations are formed
either directly or indirectly by this document. This document may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without
our prior written permission.
Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners.
Intel and Intel Xeon are trademarks or registered trademarks of Intel Corporation. All SPARC trademarks are used under license and are trademarks or registered trademarks of
SPARC International, Inc. AMD, Opteron, the AMD logo, and the AMD Opteron logo are trademarks or registered trademarks of Advanced Micro Devices. UNIX is a registered
trademark of The Open Group. 0120
Generate Letters from Document Records for a Specific Document Type

February, 2023
Author: Shweta Ganguly
Contributing Authors: Aliasgar Khambhaty

Generate - Letters - Document Records - Specific Document Type

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Generate - Letters - Document Records - Specific Document Type

Uploaded by

Copyright:

Available Formats

Generate Letters from

Document Records for a

February 21, 2023, | Version 1.01

Manage Data Model and RTF Template

Edit Data Model

Editing the Data Model

Create an RTF Template

Fetch Document Record Transaction Details

Upload Sample XML into RTF Template

Uploading the RTF file

5. Save the report.

Configure Document Records Descriptive Flexfields

Display Name Visa Application Letter

Description Letter for visa application

Context Code Auto populated but can be modified

API Name Auto populated but can be modified

Deploy the Flexfield

Configure Document Type

Visa Application Letter Document Type

Type Visa Application Letter

Country All Countries

Expiration Notification Period Blank

Approval Required Yes

Allow Multiple Occurrences Yes

Report Path /Custom/Human Capital Management/Document Records/Visa Application.xdo

Enable Document Delivery No

4. In the Attributes section, specify if any attribute is relevant or required.

Configure the Document Type with Report Path

End User Interaction

Approved Document Record with Generated Letter in PDF Format Attached

Subject: Business Visa for DISPLAY_NAME

Dear Sir or Madam,

blogs.oracle.com facebook.com/oracle twitter.com/oracle

Generate Letters from Document Records for a Specific Document Type

You might also like