Introduction
Starting Release 20B there is a new enhancement in the Document of Records work area. It is a very common requirement that employees might need certain documents from organization like Address Proof Letter, Employment Letter, Appointment Letter, Offer Letter, Visa Request Letter etc.
While some organization prefer creating letters manually each time a request is raised by a employee but the solution will not be sustainable if you have a large employee base. In such cases having a digital solution helps.
Something like, you enter the relevant details and a draft document should be created based on the data input provided.
Luckily the same feature is available starting Release 13 20B.
In this write-up, I will try to demonstrate how this works.
So, without further ado let’s get started.
Pre-Requisite
You would need to make a copy of delivered Data Model located at /Shared Folders/Human Capital Management/Workforce Management/Manage Document Records/Data Models/Document Report
For this example, I made a copy of Document Report data model and also made some changes in the data model. The delivered Data Model has three data sets namely:
- DocumentDetails
Contains details about the Document of Record document type consists of fields like Document Name, Document Number, Document Code, Issuing Country, Issue Date etc
- DocumentFlexDetails
Contains specific data elements specific to document type. There could be some flexfields defined for a document type and this data set fetches values from the flexfield segments.
- DocumentPersonDetails
Contains person specific details like person id, person name etc. This data set is of particular interest to us in this example as we will modify the data set query and fetch other details which we would need to generate the latter.
We would keep the underlying data set query for DocumentDetails and DocumentFlexFields as-is and will only modify the DocumentPersonDetails data set query. The new query is mentioned in below table for ready reference:
We will save the new Data Model with name as EmploymentLetter_dm
Also we would need to create a RTF template which is as below:
We will save the report at /Custom/Practice Samples/EmploymentLetter location.
Now, we would need to define a new document type Titled “Employment Letter”.
Navigation: Setup and Maintenance-> Document Types -> Create
And with this setup part is complete.
Note: Please ensure to provide the exact report path in the Report Path attribute.
Creating a DOR and Verifying Results
We would create a new document of record for an employee and verify results.
We would choose employee number 42 for this example
And once you click on “View Document” you should view a pdf document downloaded which would appear as shown below:
Downloadable Files are as below:
EmploymentLetterDOR_dm.xdm.catalog
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