Sending Personalized Letters to Employees

June 04, 2018
Written by Danielle Larocca

Senior Vice-President of HCM Solutions Danielle Larocca has worked in the SAP HCM space for over 20 years. An SAP Mentor and featured speaker at numerous conferences, Danielle has authored four best-selling books on SAP, is the Technical Editor for the SAP Professional Journal, and often the Voice of the Expert on SAPInsider’s Ask the Expert series for HR.

Social-Media-Banners

Eliminating the manual process and security risk of Microsoft Mail Merges for employee documents, letters and contracts
I've had the opportunity to work at small startups and one of the largest organizations in the world, and the challenges faced are often the same, including employee correspondence. How do you send personalized letters to employees which contain only their specific data from your HR/Payroll system?  

I remember doing it manually for very small companies; creating a Microsoft Word document and then manually replacing the text in each to reflect the specific changes. For larger organizations, it is not that simple. Here is an example of a popular workaround used by most organizations today.

Let's use an employee's annual increase notification letter as an example. What many companies do is create a download of data from their payroll system with all the fields that go in the letter (name, old salary, new salary, increase percentage, performance rating etc.). Then they manually create a Microsoft Word Mail Merge document and draft a letter, inserting the fields from the downloaded file.

The manual effort of doing this is one concern, but more importantly to do this method you have to take your confidential data outside of your protected HR/Payroll system to do so. Often users will take that downloaded file that contains salary data and other personal information and simply save it locally or on a network, bypassing all security protocol within the organization.

How Most Companies Currently Send Employee Letters

1-504642442

There is a better way. You can create these letters live inside SAP. Using Query Manager with Document Builder, you simply satisfy this business requirement inside the confines of your SAP system. Even better, the document can be customized based on logic and rules for different employees. For example, the document could identify the employee's primary language, from their Infotype 0002 Personal Data, and output the letter in the appropriate language.

Here is how easy it is to accomplish in three simple steps:
  1. Create a report that includes all the data fields that you wish to include in your letter.
  2. Specify the output as a Document and insert the appropriate fields.
  3. Determine your output (email, MSS printing etc.)

Step 1
 Artboard 2-6
Step 2
Artboard 2 copy-5
Step 3
Artboard 2 copy 2-1
This is a very basic example of an employee letter. In a future blog, I will show you examples of how you can take this to the next level and vary the content inserted, based on simple filters.

CTA

 

 

 

Explore Popular Tags

Query Manager SAP SuccessFactors SAP HCM reporting SAP HCM HCM Reporting SAP Payroll SAP Reporting EPI-USE Labs HCM SAP SuccessFactors Employee Central Payroll SAP SuccessFactors Reporting PRISM reporting Intelligent HR and Payroll Payroll Document Builder Human Capital Management (HCM) Payroll reporting Query Manager Analytics Connector SAP Analytics Cloud SAP HCM Data SAP Query Microsoft PowerBI SAP SuccessFactors People Analytics SAP Payroll data Variance Monitor HR and Payroll data SAP S/4HANA SAP S/4HANA Private Cloud Edition (S/4 PCE) Tableau HXM Move Payroll Data SAP SAP ERP HCM SAP HCM On-Premise Solutions SAP HCM Payroll SAP HR Reporting SAP HXM people analytics sap query hr Data Sync Manager Employee Central Payroll Journey to SAP SuccessFactors PRISM for HCM (Private Cloud Edition) PRISM free assessment SAP HCM journey SAP and SuccessFactors HXM Reporting Artificial Intelligence (AI) COVID-19 Cloud-based SAP HCM solutions Employee payroll H4S4 HCM Productivity Suite HR SAP HCM/HXM SuccessConnect reporting solution ABAP DSM for HCM Employee Central Payroll Reporting Employee data GeoClock Let's Talk HCM On-Premise Payroll Pay Recon SAP Data Warehouse Cloud SAP HCM Analysis SAP HCM for SAP S/4HANA On-Premise SAP HR SAP SuccessFactors HCM Journey SAP SuccessFactors Roadmaps SAP data privacy and compliance SuccessFactors Ultimate Guide: SAP HCM & Payroll Options data validation payroll control center Data Sync Manager for HCM Digital transformation Employee Central GDPR HCM, HR OData PRISM for ECP PRISM for H4S4 Query Manager with Document Builder Real-time reporting and document creation SAP Analytics Cloud (SAC) SAP HCM On-premise SAP HCM for S/4HANA SAP On-Premise customers SAP Payroll to the Cloud SAP Road maps SAP customers SAP data SAP data privacy & security Success Factors SuccessConnect 2019 Tax Reporting Transformation without re-implementation accurate payroll data certification custom infotype data source ebook on-premise SAP HCM s/4HANA AI Analytics solutions Automated reports Automation BTP ChatGPT Cloud migrations DSM Object Sync for SuccessFactors Hybrid Data Secure Data Types Data analysis EPI-USE Labs’ solutions Employee Letters Employee communication Free HCM Assessment HR Journey HR employee reports Human Experience Management (HXM) Human Resources Human Resources data Hybrid Reporting SAP and SuccessFactors Hybrid SAP and SuccessFactors Hybrid reporting Hybrid reporting solution Integrated reporting SuccessFactors SAP Intelligent Enterprise Joule Machine Learning (ML) Microsoft Excel News OData integration OM Object Sync On-Premise Payroll S/HANA Sidecar On-premise reporting Organization of the data PA People Analytics Workforce Planning Personalized documents Protect personal employee data Report Stories Reporting and analysis Robotic Process Automation (RPA) Robotic Process Automation framework S/4HANA Private Cloud Edition (PCE) SAP Data Privacy Suite SAP Data Security SAP ERP Payroll customers SAP HCM 2023 SAP HCM Roadmap SAP HCM and Payroll customers SAP HXM 2021 SAP Mentors SAP SuccessFactors Hybrid SAP SuccessFactors Next-Gen Payroll SAP SuccessFactors Release updates SAP SuccessFactors Time Management SAP SuccessFactors Time Tracking SAP Wage Type Reporter SAP certified solution SAP migration SAPPHIRE 2018 SuccessFactors and the Intelligence Enterprise SuccessFactors' Employee Central Payroll TCO Calculator The Report Center The Road to People Analytics Time management Workforce Planning ad hoc data variances easy reporter high-speed, low-risk on-premise SAP data partner roadmap single reporting solution sq01 stories in SAP SuccessFactors People Analytics technology third party ALE STP report ASUG Accessing COVID-19 data Ad Hoc Query American Payroll Association (APA) Analytics Connector Analytics reports Analytics solution At-risk employees Australian Payroll Australian Tax Office (ATO) Automated analysis and pay run reconciliations Automatic HR reports Best practice in BI Bots Business Analytics Business Intelligence COVID-19 statistics COVID-19 vaccinations Certified solutions Check for data replication errors Client Sync Client-centric Cloud hosting SAP PCE Company Branding Compare legacy HR and Payroll data Comparing data Configuration Center Copy and mask test data Coronavirus Created timestamp Custom Development Custom store Customer-specific infotypes DSAG Data Privacy Data Replication Data Sources Data Sync Manager (DSM) Data access Data privacy regulations Data production support issue solution Democratize data Description Diversity & Inclusion reporting DocuSign Document Building Dubai Dynamic data ECC EPI-USE ERP Education sector Electronic Signatures Embedded Analytics Edition Employee Central time Employee Central timesheets Employee NICs Employee Retention Analytics (ERA) Employee payment summaries Employee right to privacy Employer NICs Encrypt data
+ See More

Get Instant Updates


Leave a Comment: