You can create letters that use merge fields to pull through personalised data from each employee's profile and then email them to the employee's work email address.
Create a mail merge letter
To set up a new mail merge letter:
Click Setup and then Content.
Expand the Mail Merge menu by clicking on the arrow icon to its left.
Click on the letter group in which you want to create your letter.
Click Add Group in the top right corner.
Enter the name of the group in the Description field.
Click the View Permission tab and select which roles should have permission to see this group.
Click Save.
Click the new group you've just created, then click Add Letter.
Enter the name of the letter in the Letter Name field.
Select Document Upload if you have already created this as a Word document and would like to upload it.
Select Embedded Rich Text to write your letter directly in the system.
Use the merge fields displayed in the column on the right when writing your letter, as these will pull through personalised information taken from the employee's profile.
Once set up, click Save.
📌 Note: It is not possible to add to the list of replacements that are available when creating a mail merge letter.
Generate a letter to an employee
To send the mail merge letter via email to an employee:
Search for the employee and go to their profile.
Click Documents and then Mail Merge.
Click Add Mail Merge.
Add the date in the Date field.
Select the group and letter from the Group and Letter dropdowns.
Enter a name in the Description field.
Click Preview to download a preview of the letter without emailing it.
If your letter is set up as embedded rich text, the preview will be displayed automatically.
Click Generate.
Click Send email to [email address] in order to send the email.
Make sure the correct email address has been added in the To field.
Add a subject in the Subject field.
Amend the body of the email as needed and click Send Message.
Generate a letter to multiple employees
You can also send the letter in bulk by following the steps below:
Click Manager and then My Team.
Click the Bulk Mail Merge tab.
Select the group and letter from the Group and Letter dropdowns.
Enter a name in the Description field.
Expand the organisation structure and select the section or subsection you need to send this letter to. You can select as many sections or subsections as you need.
Click Generate Bulk Mail Merge.
📌 Note: The letter can only be sent per division, section or subsection, which means it will be emailed to all employees in the section you've selected. It is not possible to only send it to certain employees in the section or to the employees in a certain post.