The Templates Tab

Letter Management Guide

Version
R2024.1.0
The Templates Tab

In the Templates tab of Letter Management > Template Designer, you can create a set of templates that are used for letters sent in Letter Management > Distribution and in Recruiting:

Example of the Templates tab showing the sidebar.

The left sidebar displays a preconfigured list of categories: Other Letters, Offer Letters, Recruiting - Candidate Emails, and Recruiting - Interview Requests. You assign the category when you create the template. The category defines where the template is available to use for sending letters, as follows:

  • Other Letters: The template is only available for creating employee letters in Letter Management > Distribution.
  • Offer Letters: The template is only available for creating candidate offer letters in the Recruiting feature.
  • 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.

Only active templates are displayed in the sidebar by default, but you can click All at the top right of the list to include end-dated or future-dated ones.

When you add a new template or select an existing one from the left sidebar, Dayforce displays its details in the remainder of the screen. The template's details are divided into two sections:

  • General: Defines high-level details about the template like its name, effective date, and category.
  • Template: Defines the content of the template, including the subject line, company logo, a text editor for composing the letter body, and a selector for adding attachments.

The following table lists the settings in the details of a letter template:

Template settings
Setting Description
General section

Name

Field for defining the template name when you assign it to a letter.

Description

Field for adding a description of the template.

Effective From

Enter the dates the template is available in Letter Management > Distribution or Recruiting.

Effective To

Template Category

Select a letter category from the list of predefined categories. The category that you assign defines where the template is available to use for sending letters, as follows:

  • Other Letters: The template is only available for creating employee letters in Letter Management > Distribution.
  • Offer Letters: The template is only available for creating candidate offer letters in the Recruiting feature.
  • 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.

Visibility to Roles

Specify one or more roles 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.

Require E-Signature

Before You Begin: This checkbox is only displayed if your role is assigned the Include E-Signature in Letter role feature under Letter Management > Template Designer in the Features tab of System Admin > Roles. Also, it’s displayed only for templates that have the Other Letters category. The e-signature step is available for offer letters; however, it’s enabled in Recruiting instead of in the template properties. See Configure E-Signatures for Letter Management Recruitment Offers.

Select this checkbox to include an e-signature step in employee letters sent from Letter Management > Distribution. When this functionality is configured, and employees click Accept in the letter, Dayforce loads the DocuSign page for providing an e-signature. Configuration is required. For more information, see the following:

Include Job Description

Select this checkbox to include the associated job description as a downloadable PDF attachment with the letter. See Include Job Descriptions. This checkbox isn't displayed for templates that have the Recruiting - Interview Requests category.

Terminated Employee Letter

Important: This checkbox is only displayed if your role is assigned the Terminated Employee Letter role feature under Letter Management > Template Designer in the Features tab of System Admin > Roles.

Select this checkbox to send the letter to terminated employees. This checkbox is only displayed for templates with the Other Letters category.

Template Culture / Language

Select the culture/language that will be used for notification emails and for any date or number tokens included in the template. See Letter Notification Language.

Note: This drop-down list isn't displayed for templates with the Recruiting - Candidate Emails category.

Template section

Tokens and Reusable Content

Select the type of content to insert into the text editor. In the drop-down list to the right, you can search for the content in the selected category and click Insert to add it to the text editor. For more information, see the following topics:

Company Logo

Select the logo to include in the template. The list of logos available is defined in the Image Management tab of Letter Management > Branding Management. You can't attach your own image files (such as those from your desktop) directly to the text editor.

When you select a logo, it isn't added to the text editor of the template, however, it is displayed when users create a letter in Letter Management > Distribution or Recruiting.

Subject

Enter the subject line of the letter email notification that is sent to the employee or candidate. This field accepts a maximum of 250 characters and doesn't support the use of reusable content.

Attachments

Selection list for adding one or more files to the template. See Attachments in Templates.