Letters

The module opens on a three-part layout — Issued Letters, Templates and Settings in a left rail — and the Issued Letters list is its front page. Each row shows the letter's title, the employee it was issued to — resolved to their name from the employee directory, not shown as a code — its type, issue date and status, with the newest letters first. Draft letters carry a neutral badge and issued letters a green one, so a scan down the status column tells you what has actually gone out and what is still being worked on.

The list handles its edges properly: a loading state while records fetch, a clear message if they cannot be loaded, and an empty state before the first letter is recorded. Fields left blank on a letter show as a dash rather than pretending to be data.

New letter opens a dialog with the six fields a letter needs: the employee — picked from your directory, or left blank for a letter not tied to one person — a title, the letter type, the issue date, the body text and a status. Title is the only compulsory field, so a letter can be started early and completed as details are confirmed. Save with the draft status while the wording is under review, and switch to issued once it is final.

Every letter stays editable. The Edit action reopens the same form pre-filled from the current record, so correcting a date or updating a body is a small change rather than a re-entry, and Delete asks for confirmation before anything is removed.

The Templates tab is a library of reusable letter bodies. Each template has a name, a letter type and a body, plus a status of active or inactive — so when your standard experience-letter wording changes, the old template can be retired without being lost. The list shows template name, type and status side by side, and templates are added, edited and removed through the same simple dialogs as letters, so the agreed text for each letter type lives in the system rather than in someone's documents folder.

Six letter types are built in — Offer Letter, Experience Letter, Warning Letter, Appreciation Letter, Confirmation Letter and Other — and these are the types the letter and template forms offer when you draft. Alongside them, the Letter Types tab in Letters Settings keeps a named reference list of the documents your practice issues: type the name, add it, and remove entries you no longer use from the numbered list. The list is saved against your organisation as shared reference data, so every HR user reads the same record of what the organisation issues.

The General Setting tab records your issuance policy in three switches: whether letters are auto-numbered, whether approval is required before a letter is issued, and whether the letterhead is shown. The settings sit in a familiar accordion form, each a simple Yes/No dropdown, and one click saves the whole group to your organisation's configuration with a visible confirmation when the save lands.

Combined with the draft status, the Approval Before Issue setting gives your team a clear convention: letters wait in draft until whoever signs off has done so, then move to issued — and the register makes the outstanding ones easy to find.

Whether a role sees Letters at all is controlled from the Role Templates matrix, where the module's catalogue — Candidate Letters, Employee Letters, Letter Approvals and Letter Setup — appears as individual permission keys. A tenant role whose template holds none of them loses both the navigation entry and the route itself: the guard applies the same rule to a typed URL as the menu does to a click. Employees are confined to their self-service surface by default and only reach Letters if explicitly granted one of its HR-side forms.