Prerequisites and Requirements

Letter Management Guide

Version
R2024.1.0
Prerequisites and Requirements

You must have the following in place before sending a letter in Letter Management > Distribution:

  • Your role must have access to the Send Letter role feature under Letter Management > Distribution in the Features tab of System Admin > Roles. This enables the Send a Letter button.
  • When you create a letter, Dayforce generates a preview that you can review before sending. You can edit the content of the preview if your role is assigned the Allow Edit At Preview role feature under Letter Management > Distribution in the Features tab of System Admin > Roles. If you aren't assigned this role feature, the preview is read-only.
  • You must have access to at least one template configured in Letter Management > Template Designer with the Other Letters category. The list of templates that are visible can depend or your role. This is controlled by the Visibility to Roles setting of a template's details in the Templates tab of Letter Management > Template Designer.
  • At least one workflow for employee letters must be enabled for your role in Workflow Administration > Role Privileges. You need to select a workflow as part of submitting a letter in Letter Management > Distribution.
  • You must have an active business email address in Dayforce, or if you don't have one, an email must be entered in the Letter Management Sender Address field of the Messages section in the Properties tab of System Admin > Client Properties.
  • If you have more than one business email in your profile, Dayforce chooses the email address to use based on the following priority:
    1. Verified business email address. 
    2. Unverified business email address with the Alerts checkbox selected in the profile. 
    3. Unverified business email address with the Alerts checkbox cleared in the profile. 
  • Also, if there is more than one business email at the same priority (for example, both business emails are verified) it uses the more recently added one. 

In addition to these requirements, the employee who you send the letter to must have an active email on file. Unlike for the sender, this can be a business or other type of email. However, business email takes priority over others, unless you are sending a letter to a terminated employee. In this case, the employee's personal email address is used, if one is available. If one isn't available, you can enter an email address when you send the letter.

If an employee has more than one email, the priority is as follows:

  1. Verified business email. 
  2. Unverified business email with the Alerts checkbox selected in the profile. 
  3. Unverified business email with the Alerts checkbox cleared in the profile. 
  4. Verified email of any other type.
  5. Unverified email of any other type with the Alerts checkbox selected in the profile. 
  6. Unverified email of any other type with the Alerts checkbox cleared in the profile. 

Also, if there is more than one email at the same priority (for example, both business emails are verified) it uses the more recently added one. 

The letter is also sent to the employee's Message Center.