Requesting Letters for MultiMate or WordPerfect (Oracle HRMS Help)


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Requesting Letters for MultiMate or WordPerfect

When you, or other users, set the status for an applicant or enrollment that triggers your standard letters, Oracle HRMS creates a letter request automatically, with the status of Pending. It also adds the applicant's or student's name to the request. You can view the pending request and names through the Request Letter window.

Then, when you change the letter request from Pending to Requested, Oracle HRMS runs the SQL*Plus script that you previously wrote and creates the data file for mail merge. (Consult your installation guide for details of the location Concurrent Manager places the output file).

You can add further names to the list manually, if required. For example, you might have a last minute acknowledgement letter to send.

You can also create manual letter requests. If you do, enter the status of Pending yourself, then enter all the recipients of the letter before changing the status of the letter to Requested.

To submit an automatic letter request:

1. Query the letter you require in the Letter Name field.

2. Ensure that the method is Automatic.

3. Move to the Requested for block to query the applicants, events or students which have been entered automatically on this request, according to their status. You can add further names manually.

4. Update the status from Pending to Requested.

5. Save your changes.

A concurrent request ID number appears in the Concurrent Request field. When the Concurrent Manager has processed the request it changes the status to Completed.

6. You can query the request ID in the Concurrent Requests window and monitor its progress.

Note: Consult your installation guide for details of the location Concurrent Manager places the output file.

To create a manual letter request:

1. Select the Letter Name for the letter type you want to request.

2. Ensure that the method is Manual.

3. Leave the status of the request as Pending.

4. Save the changes.

Adding the Names

5. Select the names to add:

Select employees or applicants (for Oracle Human Resources) to receive the letter in the Requested For region.

The Assignment field displays the organization to which the person is assigned. You can view the other components of the assignment by choosing List of Values from the Edit menu.

Select events or students or both (For Oracle Training Administration) in the Requested For region.

This depends on how the letter has been set up on your system. For example, an enrollment confirmation letter might be defined so that it is sent to all students with the status Confirmed who are enrolled on the event selected in the Requested For region.

6. Save the changes.

Changing the Status

7. Update the status from Pending to Requested.

8. Save the changes.

A concurrent request ID number appears in the Concurrent Request field. When the Concurrent Manager has processed the request it changes the status to Completed.

9. You can query the request ID in the Concurrent Requests window and monitor its progress.