1. Human Capital Management Fundamentals Implementation Guide
  2. Letter Processing

Letter Processing

When you need to send written information to employees, you can use web mail merge to efficiently produce letters for small, infrequent mailings or large, mass mailing projects. For example, you can quickly generate a letter to a group of employees who are included in a new marketing campaign. Or you can generate a mass mailing to all employees to announce a new benefit plan.

When you create web mail merge letters, you normally begin at an entry point such as a Human Resources or self-service tax form process. For example, you might need to mail HIPAA letters to employees who are leaving the company. In many cases, you generate letters and then immediately mail the letters. Alternatively, for informal letters, you might E-mail letters to the employee work center or an outside address. In some circumstances, web mail merge letters might be created and then processed at a later date for editing and mailing. Each entry point uses a program to create web mail merge letters that is specific to the process. These programs include:

  • Employee Letters (P08452).

  • Applicant Letters (P08450).

  • COBRA Qualifying Events (P089102).

  • COBRA Subsequent Qualifying Events (P089101).

  • HIPAA Letters (P089101).

  • Benefits Statement (P083300).

  • Benefit Statement File Creation Mail Merge (R083305).

  • Verification of Employment (P05003).

  • IRS Form W4 (P053030).

Forms that you access through self-service do not include accompanying user instructions. The web interface provides a simple, intuitive approach to generate each form. When you use programs that are specific to each process, the letters that you generate are created and configured by using similar procedures. For example, the process that you use to create employee letters is similar to the process that you use to create applicant letters. To create one letter at a time and select a particular letter template, you use the Print Employee Letters program (P08452).

When you prepare employee letters such as HIPAA or COBRA letters, you first generate one or more web mail merge letters. The system then automatically displays a form in the Web Mail Merge program (P05WEBMM) so that you can display and mail the letters. The form that the system displays is determined by the entry point of the mail merge process. For example, if you are using web mail merge to create a document that should not be edited, the system displays the View Mail Merge Letter form (W05WEBMMI). Likewise, if you are using web mail merge to create a document that might require editing, the system displays the Mail Merge Letter Display form (W05WEBMMA).

After you generate merged letters, you can use Managers Workbench (P08712) to access the Web Mail Merge program (P05WEBMM) and then add or change text in the letters.