Sending Letters

Abstract

Product: BrassRing on Cloud

Sending Letters

• Letter templates are standardized letters that are initially created in BrassRing on Cloud by system administrators. They are easily accessed by recruiters, who are able to print the letters while incorporating the mail merge functions of Microsoft Word with data entered and stored in your BrassRing on Cloud site. Other examples of data that might be merged onto a letter are job req data, such as the job title the candidate has applied to, or the salary, which is typically captured on an Offer form.

• A Letter template merges a saved document in Microsoft Word with data fields on Reqs, candidate forms and candidate data.

• Users who generate letters in BrassRing on Cloud must have Microsoft Word 97 or a more recent version.

• Your organization can elect to restrict access to offer letter attachments to only members of the Req team. Team members that are not on the req team see the attachment as an inactive link.

• Letters can be generated on demand by users or by a Communications manager who processes letters on a regularly scheduled, batch process basis.

Relevant eLearning

Process

Generate and print a letter to send

Sending letters is similar to sending email templates except, with letters, information entered on BrassRing forms merges with pre-formatted document in MS Word.

1. Select a candidate or candidates from a list of candidates, and select Actions → Send communication.

2. Select the appropriate Letter template, and select Go.

3. The Send communication screen appears.

   1. If a numeric value appears in Missing merge fields, fields that are required for the letter to be generated by a Super User is missing. To determine what the field is, select the numeric value under Missing merge fields, then use the Edit/Add icon to insert the missing value.

4. Complete the missing fields.

5. Select Continue.

   1. To print the letter immediately, select Generate Letter now → OK. If your pop-up blocker is on, it prevents MS Word from opening when you select Generate letter now. To override the pop-up blocker, hold the Ctrl key while selecting Generate Letter now → OK until you see MS Word launch and the letter appears.

   2. To send the letter for batch printing, select Save for batch processing → OK.

Process a Letter Batch

1. Select Menu → Admin → Communications → Batch Letters.

2. The Communications: Batch Letters window opens listing the letters that are queued for Batch printing. Select the View, Edit, Deactivate, or Delete icons to modify the letters in the batch.

3. Select the Letter template (click to process) heading to process the letter batch.