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Employee Letters with QR Code

This post pertains to a new feature we have introduced in HRWorks, our online payroll software. If you are not a user of HRWorks, this post may not be relevant to you.

We have introduced a new feature on HRWorks using which you can create and publish letters to your employees. By letters, we refer to any document you may be issuing to your employees on your company’s letterhead. Examples include appointment letter, promotion/pay hike letter, service certificate and employee address proof certificate.

The key features are as follows:

Document templates

You can create your company’s letterhead on HRWorks by uploading the letterhead design to HRWorks. Also, you can create as many document templates as required.

• Each template could contain a mix of static (for example, an introductory text common for all employees) and dynamic content (for example, employee specific attribute values such as heads of pay amounts, employee name, designation, location etc.).

• Create and use a stylesheet which conforms to your organization’s communication standards.
• Use fonts (including web fonts such as those from Google fonts), images, and other elements of your choice.

• Specify a document ID for automatic generation of a unique identifier for each document generated on HRWorks.
• Use a variety of options to manipulate document characteristics related to margins, header/footer, page numbers, continuation sheet features etc.

Creation of documents – en masse or individually

• You can create letters/documents for one employee or many employees at a time by way of a document generation process. Letters/documents are generated in the PDF format.
• You can preview letter contents prior to publishing.
• Create business rules to specify who can authorize letter publishing.

Document folders

• Create and specify document folders for each employee. The letters/documents can be published to specific folders.
• Employees can download their letters/documents from the folders at any point in time.
• You can also use the document folders to store copies of certificates, passport, etc. – documents which are not generated on HRWorks.

Document publishing

• Review and approve document publishing by click of a button.
• Employees receive email alerts from which they can download the letter/document.
• A copy of the document is stored in specific employee folders.

Document authentication using QR code

You may be aware that many leading organizations in India use QR code to authenticate their documents. The idea is to prevent frauds by way of forged documents. The QR code verifies the authenticity of the document not only to outsiders but also to your own organization in case you wish to check the authenticity of the document at a later point in time.