Correspondence

You can send e-mails to employees and/or their supervisors via a personnel file.

First, create a message template with standardized content. When sending the message, select the desired template. You can edit it as needed.

Alternatively, you can work without message templates and simply use the Send message function.

Create message template

You can create message templates to prepare standard e-mails.

Method

1. On the ribbon, select New > HR > Create message template.

2. Complete the Create message template dialog box.

   Field	Explanation
   Name	The template is saved in the repository under this name. The name does not appear in the e-mail.
   From	You can either select a configured e-mail address or your own e-mail address. If you select Own e-mail address, the e-mail address of the person sending the message is automatically used.
   To	As this field depends on the personnel file the message is being sent for, you cannot edit it here.
   Text field	You can enter text or use clips. Open the clips via the header of the text field. They read information from the personnel file, such as the name or onboarding date.
   Attachment	You can attach documents from ELO to your e-mail.

   Example entry in the text field:

   On 'Onboarding date' (clip), 'First name' (clip) 'Last name' (clip) will join your team.
   

   In the text field, this sentence looks like this:

   On {{formatDate 'DD.MM.YYYY' sord.objKeys.HR_PERSONNEL_DATEOFJOINING}}, {{sord.objKeys.HR_PERSONNEL_FIRSTNAME}}{{sord.objKeys.HR_PERSONNEL_LASTNAME}} will join your team.
   

   When sending the message, all information in curly brackets is replaced with the values from the personnel file.

3. Select OK.

Result

The template is saved under // HR management // Message templates.

Outlook

• You can use the template to send a message via a personnel file.
• You can edit the template if there are any changes at a later time.

Edit message template

You can edit templates later. You will find all templates under // HR management // Message templates.

Method

1. Select the template you want to edit.

   Optional: Select the Form tab. In the ELO Java Client, the Form tab may be hidden. In this case, select the Select and configure view profiles button next to the tabs and then Form editing.

2. Make the desired changes. For more information on the individual fields, refer to the chapter Create message template.

3. Select Save.

Result

The changes are saved. If you send a message now, the new version is used.

Send message

You can send e-mails via personnel files. The e-mail address of the user or the supervisor is read automatically from the personnel file.

Method

1. Select the personnel file you want to send a message from.

2. On the ribbon, select HR > Send message.

3. Complete the Send message dialog box.

4. In the Template field, select the message template you want to use. After making a selection, the other fields are completed automatically based on the template. You can edit it before sending it as needed.

   Field	Explanation
   To	If the e-mail addresses are configured in the personnel file, you can use the personal or business e-mail address. The Supervisor and Mentor fields are read and the corresponding business e-mail addresses are offered. You can also type in e-mail addresses. You can add more e-mail addresses via the plus button.

   Alternative: You can also work without templates. For more information on the fields, refer to the chapter Create message template.

5. Select OK.

Result

The e-mail is sent and stored in the Correspondence folder in the personnel file.