Create Letter Management Templates

Before You Begin: For more information on the different elements that can be added to a template, see The Templates Tab.

To create a template:

1. Go to Letter Management > Template Designer and click the Templates tab.
2. Click Add.
3. Enter a name and, optionally, a description.
4. Enter a date in the Effective From field and, if needed, the Effective To field.
5. Select one of the following options in the Template Category drop-down list:
6. • Other Letters: The template is only available for creating employee letters in Letter Management > Distribution.
   • Bulk Letters: The template is only available for creating employee letters in Letter Management > Distribution.
   • Recruiting - Candidate Emails: The template is only available when sending emails to candidates in the Recruiting feature.
   • Recruiting - Interview Requests: The template is only available when sending interview requests using the interview scheduling functionality in Recruiting.
   • Offer Letters: The template is only available for creating candidate offer letters in the Recruiting feature.
6. Select one or more roles in the Visibility to Roles selection list to limit which users can send letters using the template in Letter Management > Distribution or Recruiting. If you don’t select any roles, all roles have access to the template by default.
7. Select a language in the Template Culture/Language drop-down list to set the culture/language that is used for notification emails and for any date or number tokens included in the template. See Letter Notification Language.
8. Note: This option isn’t shown when Recruiting - Candidate Emails is selected in the Template Category drop-down list.
8. (Optional) Select the Include Job Description checkbox to include the associated job description as a downloadable PDF attachment with the letter.
9. (Optional) Select the Employee Response not Required checkbox to turn off recipient response prompts such as expiration date enforcement and Accept or Reject buttons.
10. Note: This checkbox isn’t available for Recruiting and Offer template categories, and letters that need digital signatures aren’t supported.
10. (Optional) Select the Terminated Employee Letter checkbox to send the letter to terminated employees. This checkbox is only shown for templates with the Other Letters category.
11. (Optional) Select the Include the option to download letter banner checkbox to provide the option to include banner graphics and text in the PDF downloaded for the letter.
12. Enter a value in the Subject field. The subject can be a maximum of 250 characters in length.
13. Select an option in the Company Logo drop-down list, if needed.
14. In the text editor, enter free text and insert tokens and reusable content as needed. To insert tokens and reusable content, do the following:
    1. Place the cursor in the area of the text editor where you want to add the content.
    2. Select the type of content that you want to add in the Tokens and Reusable Content drop-down list.
    3. In the drop-down list to the right, select the name of the reusable content or token that you want to add.
    4. Click Insert and Dayforce adds the item to the text editor.
15. See Text Editor Controls.
15. Select one or more files in the Attachments selection list as needed.
16. Click Save.