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Configure the employment verification letter

Configure the employment verification letter

One of the predefined catalog items is the request for an employment verification letter. A PDF file is generated from information in the HR profile and the employment verification request. You configure the employment verification template with your company information and logo.

Before you begin

Obtain the following items and information.
  • A page of your company letterhead.
  • A copy of your current employment verification letter template, if available. It should contain the company contact information that the third party who is requesting the employment verification letter should contact with questions.
  • The logo image to use in your header. The header image can be a maximum of 50 px high. If your letterhead includes a logo and text, ensure that the logo image includes the text, as you can only configure the image in the header.
  • The logo image to use in your footer, if applicable. The logo image can be a maximum of 15 px high. You can configure both an image and text in the footer.

Role required: admin, hr_manager, or hr_admin

Procedure

  1. Navigate to Human Resources > Catalog & Templates > Employee Verification Template.
    The template opens with configurable areas for the header, body, and footer. The letter body is a WYSIWYG text editor. Variable fields in the body are enclosed in curly brackets, such as {{Date}}.
  2. To add a header image, such as your logo, complete the following steps.
    1. Next to Header image, select Click to add.
    2. Click Choose File and select the header logo image from your computer, then click OK.
    3. From the Image position list, select the position of the logo.
  3. To edit the body, perform the following steps.
    1. Review the text and update it with the text from your current employment verification letter template.
    2. Add any additional variables as needed. The following list contains all variables that you can add.
      {{Date}} {{Work email}} {{Department}}
      {{Name}} {{Work phone}} {{Employee number}}
      {{Position}} {{Prefix}} {{Employment status}}
      {{Time type}} {{Nationality}} {{Employment type}}
      {{Employment start date}} {{Manager}} {{Gender}}

      To modify the list of available variables, edit the generalhrform script include.

    3. (Optional) Use the formatting tools to perform any of the following actions.
      Format the text Select the text to format and apply any of the formatting options, such as bold, italic, underline, font styling. You can apply justification, bullets, and numbers as needed.
      Add an image Click the image icon and attach the image or search for it in the image library. You can also add a new image to the library.
  4. To configure the footer, perform the following steps.
    1. If you have a footer image, select Click to add next to Footer image.
    2. Click Choose File, select the footer logo image from your computer, then click OK.
    3. From the Image position list, select the position of the logo.
    4. Enter the footer text, if applicable.
      The footer text appears based on the selected footer image position. If you selected to position the image on the right or centered, the footer text is left-justified. If you selected to position the image on the left, the footer text is right-justified. If there is no footer image, the footer text is center-justified.
    5. Select the page size.
  5. Click Update.

What to do next

Review the look of the generated letter by impersonating an employee and submitting the Employment Verification catalog item. Impersonate the user assigned to work on the case to generate the letter within the HR case. Continue editing and testing the employee verification letter template until you are satisfied with the generated PDF.