Setting Up and Generating Form Letters

This chapter provides an overview of HRMS form letters and discusses how to:

Click to jump to top of pageClick to jump to parent topicUnderstanding PeopleSoft HRMS Form Letters

This section lists prerequisites and discusses using PeopleSoft HRMS form letters.

Click to jump to top of pageClick to jump to parent topicPrerequisites

Use PeopleSoft Process Scheduler in PeopleSoft Human Resources to generate the sample form letters that are delivered with PeopleSoft HRMS. The PeopleSoft Process Scheduler runs a job that:

  1. Executes a Structured Query Report (SQR) — with SQRibe Technology's Structured Query Report Writer to extract data from the database.

  2. Merges the data into a Microsoft Word for Windows document template — with Microsoft Word for Windows as the word processor.

  3. Posts the resulting letters on the web server.

If you currently use a report writer other than SQRibe Technology's Structured Query Report Writer or a word processor other than Microsoft Word for Windows, review the information in this chapter to understand the steps that are involved in generating form letters. Then, consult your report writer or word processor documentation to modify the procedures to fit the sample letters.

Once you are familiar with the sample form letters, you can modify the letters or create new ones for other tasks.

Note. To generate letters, you should be familiar with the Microsoft Word for Windows mail merge functions.

See Also

Adapting Form Letters

Click to jump to top of pageClick to jump to parent topicUsing PeopleSoft HRMS Form Letters

PeopleSoft HRMS delivers a set of sample form letters for use with PeopleSoft HRMS applications. There are two methods for generating form letters; one for PeopleSoft Human Resources and one for applications other than PeopleSoft Human Resources (referred to as other PeopleSoft HRMS applications).

Please follow the appropriate method to create your form letters successfully.

Many human resource management activities involve sending out routine letters and memos on a regular basis. For example:

The wording of such letters doesn’t change much from mailing to mailing; what does change is information such as addresses and dates. In PeopleSoft HRMS, you can create form letters in your word processor by accessing the data that you need from your human resources database.

You can generate several types of letters and print them all at the same time, or you can generate letters now and print them later, if you prefer to review them first. Three sample form letters are provided at the end of this chapter.

See Also

Microsoft Word for Windows User's Guide.

PeopleSoft Enterprise Human Resources 8.9 PeopleBook: Administer Training

PeopleSoft Enterprise Human Resources 8.9 PeopleBook: Manage Labor Administration

PeopleSoft Enterprise Talent Acquisition Manager 8.9 PeopleBook

PeopleSoft Enterprise Candidate Gateway 8.9 PeopleBook

Click to jump to top of pageClick to jump to parent topicGenerating Form Letters for PeopleSoft Human Resources and Recruiting Solutions

This section provides an overview of form letters for PeopleSoft Human Resources Recruiting Solutions and discusses how to:

Note. These instructions show you how to use templates to create form letters for PeopleSoft Human Resources. To create form letters for other PeopleSoft HRMS applications, you follow a different method. Please follow the appropriate instructions to create your form letters.

See Also

Generating Form Letters for Other PeopleSoft HRMS Applications

Click to jump to top of pageClick to jump to parent topicUnderstanding Form Letters for PeopleSoft Human Resources and Recruiting Solutions

PeopleSoft delivers a set of sample letters for use with the following:

The form letter processes search the database for records that have been tagged with specific letter codes. For example, when you enroll an employee on a training course using the Administer Training business process, you can add a letter code to the employee record that identifies the type of letter required. When you later run the training letter report, the system searches for records with the letter codes for training letters.

The form letter processes use Microsoft Word for Windows to generate the letters based on data extracted from the PeopleSoft database.

To generate form letters for PeopleSoft Human Resources:

  1. Create letter codes by using the Standard Letter Table page (STANDARD_LTR_TABLE).

    Letter codes represent form letters and are used to link a record to the required letter.

  2. Tag people's records with the appropriate letter code in the PeopleSoft Human Resources database.

    Enter a letter code into the records of applicants, employees, contingent workers, or people of interest to flag the record when it's time to generate a form letter.

    For example, when you enroll or add students to waiting lists for training courses, the system inserts letter codes into employee, contingent worker, and person of interest records.

  3. Generate form letters by running a report that runs the following processes:

    1. An SQR data extract process.

    2. A WinWord WORDINIT process.

    3. The PSMERGE Application Engine process.

    The final step is completed by the Distribution Agent that moves the letter files to the Report Repository.

  4. Send training letters by email.

    This step is for the training letters only. The system also emails training letters to students if their email addresses are in their person records.

    Note. You must configure SMTP and activate Workflow to automatically send training letters by email.

    See Enterprise PeopleTools PeopleBook: System and Server Administration

  5. Print the letters by using Microsoft Word for Windows.

    The system creates the form letters in a temporary directory on the web server, putting all letters of the same type in one file.

    The distributed architecture of the PeopleSoft Human Resources system enables you to access the application server far from local machines therefore the system doesn’t print letters to a default printer. Instead, you select where you want to print the letters by using standard Microsoft Word for Windows print options.

See Also

Setting Up Standard Letter Codes

Click to jump to top of pageClick to jump to parent topicGenerating Form Letters

This diagram illustrates how PeopleSoft Process Scheduler generates form letters for PeopleSoft Human Resources:

Generating form letters for PeopleSoft Human Resources with PeopleSoft Process Scheduler

Step 1: SQR Data Extract Process

The SQR data extract process:

The SQR process sends its output to the log/output directory defined for SQR reports. Define the log/output directory in the Process Scheduler configuration file.

Step 2: WORDINIT WinWord Process

The WORDINIT WinWord process is an initialization process. Its purpose is to ensure that the PSMERGE application engine process can retrieve the location of:

The WORDINIT process runs winword.exe and a dummy macro called PSINIT which opens and closes the psmerge.doc file without creating any output. By including the WORDINIT WinWord process in the job definition, the Process Scheduler ensures that it has loaded the location of the winword.exe file into PSPRCSPARMS.

The PSMERGE application engine process uses this information to call Microsoft Word for Windows.

Step 3: PSMERGE Application Engine Process

The PSMERGE Application Engine process completes the merge of the data extract files and the Word templates. It:

Click to jump to top of pageClick to jump to parent topicUsing Naming Conventions in Form Letter Files

Before you adapt existing form letters or create new ones, you should be familiar with the naming conventions for each element of the process. Use the same naming conventions for the new form letter components that you create.

This section discusses how to:

Using Letter Codes

You create letter codes in the Standard Letter Table component. Use letter codes to indicate what kind of letter is required for a particular record. The standard letter codes that are delivered by PeopleSoft for use with the sample letters are listed below.

Using Data Extract Files and Corresponding Word Letter Templates

The extension .ltr represents form letters and the extension .doc is the normal templates extension. Every letter code for which you generate form letters must have a corresponding data extract file and a template with the same name of the data extract file:

Object

Example

New letter code

xyz

Data extract file name

aaaxyz.ltr

Template name

aaaxyz.doc

The letter codes and their associated data extract files and Word templates include:

Click to jump to top of pageClick to jump to parent topicSetting Up Form Letters

This section discusses how to:

Setting Up the Process Scheduler

To set up your Process Scheduler to generate form letters:

  1. Install the Microsoft Word for Windows on the same machine that runs the Process Scheduler.

  2. Define the WINWORD parameter in the Process Scheduler configuration file.

    The WINWORD parameter defines the location of the Microsoft Word for Windows executable file, winword.exe on the server. Make sure that there are no spaces in the path and the path does not end with a slash (/).

  3. Use the Process Scheduler Manager to define a server specifically for running the form letter processes.

    Select PeopleTools, Process Scheduler Manager, Use, Server Definitions to define the server. On the Distribution page, leave the Transfer Log Files to Report Repository check box clear.

If you run the Process Scheduler as a service, modify the service to interact with the desktop:

  1. From the Microsoft Windows Control Panel, open Administrative Tools, Services.

  2. Open the Process Scheduler service and access the log on tab.

  3. For the Log on as field, select Local System account and select the Allow service to interact with desktop check box.

    This enables Microsoft Word for Windows to run in the foreground of the server. You cannot run Microsoft Word for Windows macros as a background service.

See Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler, “Appendix: Using the PSADMIN Utility”

Setting Up Winword Security

To run the macro that completes the merge, you must set the macro virus protection to Low. To do this:

  1. Run Microsoft Word for Windows and select Tools from the menu bar.

  2. Configure security according to the version of Word you are running:

See Microsoft Word for Windows User’s Guide

Setting Up Document Templates

To generate form letters, the document templates and the macros must be located in the directory %PSHOME%\winword.

Check that the files psmerge.doc and psmerge.dot, and all the document templates in this directory are read-only.

Running the WORDSAMP Process

Before running any of the form letters processes, test your environment by running the WORDSAMP process. If this process runs successfully, this demonstrates that the environment is correctly configured to run Microsoft Word processes.

Note. To verify that the WORDSAMP process has successfully completed verify that it has created a document called wordsamp.doc.

To run the WORDSAMP process:

  1. Select PeopleTools, Process Scheduler, System Process Requests. Select a Run Control ID and click Run.

  2. The Process Request Dialog page (PRCSSAMPLEPNL1) appears.

  3. Select your server in the Server Name field and select the Win Word Sample Process check box.

  4. Click OK.

  5. Click the Process Monitor link to check that the process runs successfully (Run Status is Success).

  6. Check that a document wordsamp.doc is created. This document is posted to the Report Repository as a normal report.

    If the process doesn’t run successfully or the process doesn’t create wordsamp.doc, then your environment is not set up correctly to run WinWord processes.

See Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler, “Submitting and Scheduling a Process Request”

Defining the Output Type and Format of the SQR Process

When you run the form letter report to generate letters, make sure that the Type and Format fields are set up correctly for the SQR data extract process. The SQR process must be set up with Type set to File and Format set to LP.

For example, if you are creating a recruiting letter, check the output type and format as follows:

  1. Select Recruiting, Administration, Generate Recruitment Letters, Hrs Run Letters page (HRS_RUN_LETTERS).

  2. Select a Run Control ID and click Run.

  3. On the Process Scheduler Request page, click Doc. Generation for Recruit Ltr to access the Job Detail page.

  4. The Process List group box lists the three processes run to generate recruitment letters. For the SQR process APP007, select File in the Type field and LP in the Format field.

For information about running the form letter reports, refer to the appropriate PeopleSoft Human Resources PeopleBook.

See Tracking Disciplinary Actions and Grievances.

See Generating Student Form Letters.

Click to jump to top of pageClick to jump to parent topicPreparing to Print Form Letters

Before you can print form letters, you need to modify the macros supplied by PeopleSoft to suit your environment and set up your process scheduler configuration file.

Depending on your configuration, you may need to make these changes to the standard Microsoft Word for Windows macros that are supplied by PeopleSoft:

To set up the system to print form letters:

  1. On the Servers — Distribution page create a new dedicated Process Scheduler leaving the Transfer System Files to Report Repository check box clear to run form letters.

  2. Define the WINWORD variable in the process scheduler configuration file.

    WINWORD defines the location of the Microsoft Word for Windows executable file that the process scheduler runs to produce the form letters. For example, if Microsoft Word for Windows is run on the application server, you might have this line in the process scheduler configuration file: 

    WINWORD=C:\APPS\OFFICE97\OFFICE

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

Click to jump to top of pageClick to jump to parent topicAdapting Form Letters

Form letters are useful for many administrative tasks besides those for which we deliver sample letters. You can modify the sample form letters in several ways, from simple changes to text in the templates to adding the Letter Code field to other pages in PeopleSoft Human Resources.

This section discusses how to:

Modifying the Text in Sample Letter Templates

The form letter templates that are delivered with PeopleSoft Human Resources contain sample text for different types of tasks that you can change to suit your needs. For example, you’ll probably want to change the sender names in the letters to the names of the employees in your organization who are responsible for administering the tasks. If you need to modify only the text, without changing any fields that are used or pages and tables that are referenced in PeopleSoft Human Resources, use the following procedure.

To modify the text in a form letter:

  1. Find the Word letter template to update.

    Templates are located in the directory \PS\WINWORD.

  2. In Microsoft Word for Windows, open the document that you want to modify.

    If you see “ ” in the document, select Tools, Options; then select the Field codes check box.

  3. Make changes to the text as you would in any other document and save the file.

    In the example letter below, we changed the author from Barbara Smith, Employment Coordinator to Jay Ferreira, Recruitment Specialist.

Warning! Don’t overwrite the field codes (enclosed in curly brackets). They are the placeholders for the values that are extracted from PeopleSoft Human Resources.

{MERGEFIELD System Date}

{MERGEFIELD Line1}

{MERGEFIELD Line2}

{MERGEFIELD Line3}

{MERGEFIELD Line4}

{MERGEFIELD Line5}

{MERGEFIELD Line6}

Dear {MERGEFIELD Salutation}:

I am pleased to offer you a position at PeopleSoft at a starting salary of {MERGEFIELD Offer_Amt}. Salary payments are made on the last working day of each month. You are provided with 15 paid leave days during each calendar year with the Paid Time Off program.

Following a one-month waiting period, you will be eligible for our company-paid benefits package, which includes the medical/dental, vision, life insurance, and disability benefits described in the attached brochure.

You will be eligible to participate in the 401(k) plan beginning the first quarter after your hire date. You are also eligible for the PeopleSoft Stock Option plan. Grants are made at the discretion of management based on performance and significant contribution to achieving corporate goals.

I believe that PeopleSoft has tremendous potential as a company that provides great opportunities for personal growth, challenging work, and financial rewards. We look forward to your joining the PeopleSoft team.

Sincerely,

Jay Ferreira

Recruitment Specialist

Adding Fields to Sample Letters

In addition to updating the text of a sample letter, you can include other types of data from PeopleSoft Human Resources. For example, if you routinely make job offers using multiple currencies, you might want to include a currency field code in the Recruitment job offer letter.

Note. To make this change, you should be familiar with Microsoft Word for Windows fields and the report writer used to extract data values from your PeopleSoft Human Resources database.

To use additional fields in form letters:

  1. Add field codes to the form letter templates for any new data types that you want to include.

  2. Modify the SQR that extracts data from PeopleSoft Human Resources so that it retrieves values from all of the fields that you want to use and writes them to the appropriate data extract files.

    For example, to include currencies in the job offer letter ltrof1.doc, add a currency field code to the form letter template. Also add a variable for currency in app007.sqr so that the SQR retrieves the currency value and writes it to the data extract file.

    Here’s what the data extract file looks like before the change:

    systemdate, Line1, . . ., Offer_Amt
“May 15, 1993”, “Mr. John Matson” . . . , “40,000”

    Here’s what it looks like after the change:

    systemdate, Line1, . . ., Offer_Amt, Currency
“May 15, 1993”, “Mr. John Matson” . . . , “40,000”, “US Dollars”

Creating New Form Letters

You can create form letters for different purposes. For example, you might want to send out form letters listing interview schedules for applicants. Or for administering training, you might want to create a form letter notifying students they are on the waiting list for a course session.

To create a new form letter:

  1. Create a new letter code in the Standard Letter table.

  2. Create a Word letter template, including the appropriate text, field codes, and data statement reference.

    The file name of the template must match the data extract (.ltr) file name. For example, if the data extract file is app004.ltr, the Word template file must be called app004.doc.

    You might find it easier to adapt an existing form letter template than to create a new one. Look through the form letter templates to see if there’s one that needs only minor modifications to serve as a new form letter template.

    For example, create a form letter for interview schedules (INT) by adapting the offer letter template. In the directory \PS\WINWORD, open ltrof1.doc. Modify the text as needed and add any new field codes that you want to use in the letter. Save the new template under a different name, ltrint.doc.

  3. Edit the SQR that selects and extracts data from other PeopleSoft Human Resources tables and stores it in a separate data extract file.

    Insert the MERGEFIELD field code where you want the merge process to insert data from the data extract file into the letter. Press ALT + F9 to insert the MERGEFIELD field code.

    For example, to create a new form letter for interview schedules, you create new procedures in app007.sqr to extract values from all the fields and create a separate data extract file to store interview schedule letter information.

    The SQR process must include the name and extension (.ltr) of the data extract file that is created. An example is:

    begin-procedure Write-Heading
move '{IMPORTPREFIX}' to $FileName !start a new report file
do Get-prcsoutputdir
if (rtrim($prcsoutputdir,' ') <> '')
move $prcsoutputdir to $Filename
concat 'APP004.LTR' with $Filename
end-if
NEW-REPORT $Filename
Let $InputField1 = 'LANG,Audience,Job_Requisition,JobTitle,DeptID,DeptName,Min_Rt_Annual,Max_Rt_Annual,Name1,Value1,Name2,Value2,Name3,Value3,Name4,Value4,Name5,Value5,Name6,Value6,Name7,Value7,Name8,Value8,'
Let $InputField2 = 'Name9,Value9,Name10,Value10,Name11,Value11,Name12,Value12,Name13,Value13,Name14,Value14,Name15,Value15,Name16,Value16,Name17,Value17,Name18,Value18,Name19,Value19,Name20,Value20,AsOfToday'
Let $InputFieldTot = $InputField1 || $InputField2
move
$InputFieldTot
to $ioarea
print $ioarea (1,1)
next-listing
end-procedure

    If you create an Application Engine process, the file created by the process must have an .ltr extension.

    See Enterprise PeopleTools PeopleBook: SQR for PeopleSoft Developers

  4. Copy the new letter template to the Process Scheduler %PS_HOME%\winword directory.

  5. Create a PSJOB to ensure that the SQR, WORDINIT, and PSMERGE processes are run in the correct order.

    Define the job to include these steps in the following order:

    1. SQR process or Application Engine data extract process.

    2. WORDINIT Winword process.

    3. PSMERGE application engine.

    Note. PeopleSoft recommends that you do not modify any of the delivered Winword macros or templates.

Note. To link your new letter to PeopleSoft Process Scheduler, ask your human resources project leader or see the references below.

See Microsoft Word for Windows User's Guide

Adding Letter Code Fields to Pages

We deliver PeopleSoft Human Resources with Letter Code fields in several pages in Recruiting, Administer Training, and Administer Workforce, and Manage Labor Relations.

You can add the Letter Code field to any other pages (and their underlying tables) in PeopleSoft Human Resources. For example, if you routinely send letters to employees, notifying them of career planning sessions, you can add the Letter Code field to one of the pages from the Plan Careers menu.

Note. To make this change, you should be familiar with PeopleSoft Application Designer; Microsoft Word for Windows field codes, macros, and data statements; and the SQRs that are used to extract data values from your PeopleSoft Human Resources database.

When you add the Letter Code field to another page and its underlying table or tables in the system, also create:

See Also

Enterprise PeopleTools PeopleBook: Using PeopleSoft Applications, “Working With Processes and Reports”

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

Microsoft Word for Windows User’s Guide

Click to jump to top of pageClick to jump to parent topicTroubleshooting

This section discusses:

Troubleshooting the SQR Process

For the SQR data extract process check that:

Troubleshooting the WORDINIT Process

If the WORDINIT process fails and the environment is correctly configured, the most likely cause is macro security. Switching off the macro security for some Microsoft NT networks and you may need to consult your Systems Administrator.

In some networks, Microsoft Word automatically switches the security level back to “high” when running the process. For example, if Winword macro security is defined at the NT User Profile level then you need to set macro security to "low" for the NT ID that starts the Peoplesoft Process Scheduler service.

Note. Windows NT/XP locks and caches the macro virus protection settings for Winword and this may cause difficulties when turning off the macro virus protection.

Try hard-coding the path to PS_HOME in the Process Definition for WORDINIT:

  1. Navigate to PeopleTools, Process Scheduler, Processes.

  2. Select Process Name in the Search By field and enter WORDINIT.

  3. Select the Override Options page.

  4. In the Parameters field replace %%PS_HOME%% with the hard-coded path to the directory.

Troubleshooting the PSMERGE Application Engine Process

If the PSMERGE Application Engine process does not complete and you have added extra fields to the SQR data extract process, check that the fields have also been included in the document template and that the fields occur in the same order.

Troubleshooting the Process Scheduler

Check that the Process Scheduler is configured correctly:

Check that all failed attempts at running the form letters have been deleted using the Process Monitor. Delete any Process Requests that have failed.

Use the Windows Task Manager to check that there are no Winword processes still running. Delete these before rerunning the form letter report.

Once Microsoft Word is interacting with the desktop it may try to reinstall itself. To avoid this, disable the Windows Installer.

Troubleshooting the Winword Directory

Check that the template files are in the correct directory with the correct access:

See Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

Troubleshooting Winword Processes

To display errors and debug the Winword Processes, modify your Process Scheduler configuration file, psprcs.cfg, by adding the following line to the Process Scheduler section of the file (after the line for the Allow Dynamic Changes parameter): 

Allow To Interact With Desktop=1

Save the changes, clear the cache and re-start the application server.

See Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler, “Using the PSADMIN Utility”

Troubleshooting the PSMERGE Process

If the PSMERGE Application Engine process is failing or the status remains as Processing, take the trace file, AE_PSMERGE_<PI>.trc (where <PI> is the process instance number), and extract the arguments from the file, combine them and run them from a command line. This tests the process outside the Process Scheduler.

For example if AE_PSMERGE_<Pl>.trc is set up as follows: 

cmd = D:\PSHR88\WINWORD\run.bat
	cwd = (null)
	argc = 5
	argv[0] = D:\PSHR88\WINWORD\run.bat
	argv[1] = C:\PROGRA~1\MICROS~4\OFFICE\WINWORD.EXE
	argv[2] = D:\PSHR88\appserv\prcs\HCUPG3WD\log_output\AE_PSMERGE_387\387_PARAM.TXT
	argv[3] = D:\PSHR88\WINWORD\PSMERGE.DOC
	argv[4] = /mPSMERGE

You run them from the DOS command line as follows: 

D:\PSHR88\WINWORD\run.bat  C:\PROGRA~1\MICROS~4\OFFICE\WINWORD.EXE
D:\PSHR88\appserv\prcs\HCUPG3WD\log_output\AE_PSMERGE_387\387_PARAM.TXT
D:\PSHR88\WINWORD\PSMERGE.DOC  /mPSMERGE

See Enterprise PeopleTools PeopleBook: PeopleSoft Application Engine, “Tracing Application Engine Programs”

Click to jump to top of pageClick to jump to parent topicSetting Up Standard Letter Codes

To set up standard letter codes, use the Standard Letter Table component (STANDARD_LTR_TABLE).

This section discusses how to set up standard letter codes.

Note. You set up letter codes only for PeopleSoft HRMS form letters used with PeopleSoft Human Resources. You do not set up letter codes for PeopleSoft HRMS form letters used with other PeopleSoft HRMS applications.

Click to jump to top of pageClick to jump to parent topicPages Used to Set Up Standard Letter Codes and Run a Report of the Codes

Page Name

Object Name

Navigation

Usage

Standard Letter Table page

STANDARD_LTR_TABLE

Set Up HRMS, Common Definitions, Standard Letter Table, Standard Letter Table

Define your letter codes.

Standard Letter Report - Run Control page

PRCSRUNCNTL

Set Up HRMS, Common Definitions, Standard Letter Report

Run the Standard Letter Table report (PER711) that lists the codes in your Standard Letter table.

Click to jump to top of pageClick to jump to parent topicSetting Up Standard Letter Codes

Access the Standard Letter Table page.

PeopleSoft delivers letter codes for the sample letters that are supplied as standard. You can add your own codes to generate other form letters.

Note. PeopleSoft delivers a letter code for each template, but not all letter codes have a template. Before you use a letter code, confirm that there is a corresponding template.

Set Letter Code

Select a code from the available options. This code is used to group similar letter codes, making it easy for you to find the code that you want. Options are:

  • Customer Letters: Select if you have created letters for your organization that don’t fit into any other category.

  • Employee Review Letters: Select for employee review letters.

  • Manage Labor Relations: Select for labor relations letters. Standard disciplinary and grievance letters.

  • Recruitment Letters: Select for recruitment letters and job postings.

  • Training Letters: Select for training letters.

The system uses the Set Letter Code field to determine which letter codes to list for the Letter Code fields. For example, on a recruitment page, the list of options includes only letter codes with Recruitment Letters selected in the Set Letter Code field.

Click to jump to top of pageClick to jump to parent topicGenerating Form Letters for Other PeopleSoft HRMS Applications

This section provides an overview of form letters for other PeopleSoft HRMS applications and discusses how to:

Note. These instructions show you how to use templates to create form letters for other PeopleSoft HRMS applications. To create form letters for PeopleSoft Human Resources, you follow a different method. Please follow the appropriate instructions to create your form letters.

See Also

Generating Form Letters for PeopleSoft Human Resources and Recruiting Solutions

Click to jump to top of pageClick to jump to parent topicUnderstanding Form Letters for Other PeopleSoft HRMS Applications

Before you generate any form letters or modify any of the sample form letters that are delivered with PeopleSoft HRMS, you need to understand how the process works for PeopleSoft HRMS applications other than PeopleSoft Human Resources.

To generate form letters for other PeopleSoft HRMS applications:

  1. Use the report writer to run SQRs.

    The SQRs search your PeopleSoft HRMS database, retrieve data, and create data extract files containing one line of data for each letter.

  2. Use Microsoft Word for Windows to run the macros that merge the data extract files into form letter templates, one for each type of letter.

    To generate form letters by using PeopleSoft Process Scheduler, PeopleSoft delivers two files (stdltr.dot and stdltr.95 located in the \PS\WINWORD directory on your application CD) containing the Word macros. You must use the file that is appropriate for your system.

  3. Print the letters by using Microsoft Word for Windows.

    The system creates the form letters in a temporary directory on the application server, putting all letters of the same type in one file.

    The distributed architecture of your PeopleSoft HRMS system means that your application server can be located far from your machine, so the system doesn’t print letters to a default printer. Instead, you select where you want to print the letters by using standard Microsoft Word for Windows print options.

Click to jump to top of pageClick to jump to parent topicGenerating Form Letters with PeopleSoft Process Scheduler

PeopleSoft Process Scheduler uses Microsoft Word for Windows to run the macros that merge the data extract files into form letter templates and prints the letters. You can run a job that performs each step in sequence or you can manually run each process in turn. If you manually run each process, you must perform the steps sequentially (first the SQR and then its corresponding macro) because PeopleSoft Process Scheduler can’t call up the report writer and the word processor simultaneously. Also, the data extract file that is created by the SQR must exist before the Word macro starts.

This diagram illustrates how PeopleSoft Process Scheduler generates form letters for other PeopleSoft HRMS applications:

Generating form letters for other PeopleSoft HRMS applications with PeopleSoft Process Scheduler

PeopleSoft Process Scheduler follows these steps to generate form letters for other PeopleSoft HRMS applications:

  1. SQR PAWRL01:

    1. Scans the personal data record of each employee.

    2. Retrieves the information from the record.

    3. Creates data extract files pastdext.dat in the TEMP directory that is defined in the macro.

  2. The macro PAWRL01:

    1. Opens the form letter templates that correspond to the data extract files.

    2. Merges the appropriate extract file data into the template rollover.doc.

    3. Inserts the data from pastdext.dat into the template field codes.

Click to jump to top of pageClick to jump to parent topicUsing Naming Conventions in Form Letter Files

Microsoft Word for Windows assigns the extension .doc to all documents. No other naming convention is required for these types of letters.

Click to jump to top of pageClick to jump to parent topicPreparing to Print Form Letters

Before you can print form letters, you need to modify the macros supplied by PeopleSoft to suit your environment and set up your process scheduler configuration file.

Depending on your configuration, you may need to make these changes to the standard Microsoft Word for Windows macros that are supplied by PeopleSoft:

To set up the system to print form letters:

  1. Set up a shared directory on your machine for the letters.

    This enables the application server to add the letters to the directory. For example, if you’re the training administrator, you may share the C:\TEMP directory on your machine as TRNTEMP.

    For the multilingual letters, set up subdirectories for each language in which you run the letters. For example, if you run letters with the Language field set to English, you create the directory C:\TEMP\ENG. See your system administrator if you don’t know how to set up shared directories.

  2. Update the macros with the location of your empty.doc file and the location of your shared directory.

    In that macro, you replace this line:

    WordBasic.Call "FuncLib.MergeReport", "C:\TEMP", "PASTDEXT.DAT", "C:\HR800\WINWORD", "ROLLOVER.DOC", ""

    With this line:

    WordBasic.Call "FuncLib.MergeReport", "C:\TEMP", "PASTDEXT.DAT", "C:\<path>\WINWORD", "ROLLOVER.DOC", "\\<machine_name>\TRNTEMP"

    Where:

    <path> is the path to the directory that contains empty.doc.

    <machine_name> is the machine name that is assigned to your computer.

  3. Define the WINWORD variable in the process scheduler configuration file.

    WINWORD defines the location of the Microsoft Word for Windows executable file that the process scheduler runs to produce the form letters. For example, if Microsoft Word for Windows is run on the application server, you might have this line in the process scheduler configuration file: 

    WINWORD=C:\APPS\OFFICE97\OFFICE

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

Click to jump to top of pageClick to jump to parent topicAdapting Form Letters

This section discusses how to:

Modifying the Word Macros for the Sample Letters

You specify several environment variables in each Microsoft Word for Windows macro so that it can find the Word templates and data extract files during the form letter process. For example, your network or workstation configuration may have some of the files in different locations than those specified in the macros, so you need to modify the PATH to reflect the correct locations.

Before you edit the existing macros (or create new ones), we recommend that you print copies of the Microsoft Word for Windows documents and macros and the report writer SQRs and study them carefully.

Note. To make this change, you should be familiar with Microsoft Word for Windows templates and macros and with your report writer.

All of the macros are attached to a file in the \PS\WINWORD directory. (Your path may differ, depending on your installation, but you can always find the file in a WINWORD subdirectory.) They are attached to an empty Microsoft Word for Windows file called empty.doc.

To modify a macro:

  1. In Microsoft Word, open the empty.doc file.

  2. Select Tools, Macro.

  3. In the Macros in field, select Stdltr (template).

  4. Highlight the macro that you want to modify and click Edit.

Modifying the Text in Sample Letter Templates

The form letter templates that are delivered with PeopleSoft HRMS contain sample text for different types of tasks, which you can change to suit your needs. For example, you’ll probably want to change the sender names in the letters to the names of the employees in your organization who are responsible for administering the tasks. If you need to modify only the text, without changing any fields that are used or pages and tables that are referenced in PeopleSoft Human Resources, use the following procedure.

To modify the text in a form letter:

  1. Find the Word letter template to update.

    Templates are located in the directory \PS\WINWORD.

  2. In Microsoft Word for Windows, open the document that you want to modify.

    If you see “ ”in the document, select Tools, Options; then select the Field codes check box.

  3. Make changes to the text as you would in any other document, and save the file.

Warning! Don’t overwrite the field codes (enclosed in curly brackets). They are the placeholders for the values that are extracted from PeopleSoft Human Resources.

Adding Fields to Sample Letters

In addition to updating the text of a sample letter, you can include other types of data from PeopleSoft HRMS.

Note. To make this change, you should be familiar with Microsoft Word for Windows fields and the report writer used to extract data values from your PeopleSoft Human Resources database.

To use additional fields in form letters:

  1. Add field codes to the form letter templates for any new data types that you want to include.

  2. Modify the SQR that extracts data from PeopleSoft Human Resources so that it retrieves values from all of the fields that you want to use and writes them to the appropriate data extract files.

    For example, to include currencies in the notification letter rollover.doc, add a Currency field code to the form letter template. Also add a variable for currency in pastdext.sqr so that the SQR retrieves the currency value and writes it to the data extract file.

    Here’s what the data extract file looks like before the change:

    LANG,NAME,PLAN,ADDR1,ADDR2,ADDR3,NATIONAL_ID,CURDATE
USA”, “Mr. John Matson”,”BEN01”, . . . , “May 15,  1993”

     

    Here’s what it looks like after the change:

    LANG,NAME,PLAN,ADDR1,ADDR2,ADDR3,NATIONAL_ID,CURDATE,Currency
USA”, “Mr. John Matson”,”BEN01”, . . . , “May 15,  1993”,”US Dollars”

Creating New Form Letters

You can create form letters for different purposes. For example, you might want to send out form letters about their benefit plans to be signed by employees.

To create a new form letter:

  1. Create a Word letter template, including the appropriate text, field codes, and data statement reference.

    You might find it easier to adapt an existing form letter template than to create a new one. Look through the form letter templates to see if there’s one that needs only minor modifications to serve as a new form letter template.

  2. Create the SQR that selects and extracts data from other PeopleSoft Human Resources tables and stores it in a separate data extract file.

  3. Create a new macro that is able to read the extracted data and merge it with the Word letter template.

    You might find it easier to copy an existing macro and adapt it.

Note. To link your new letter to PeopleSoft Process Scheduler, ask your human resources project leader or see the references below.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler

Microsoft Word for Windows User’s Guide

Click to jump to top of pageClick to jump to parent topicReviewing Sample Form Letters

This section presents three PeopleSoft HRMS sample form letters:

Training Letter Sample

August 10, 2001

Barry Robert Campbell 4928 Wildwood Place Toronto, ON

Dear Barry:

I am pleased to confirm your enrollment in training course K018 titled PeopleTools 1 beginning 09/11/2000 and ending 09/15/2000. Course hours are 9:00 AM to 6:00 PM daily, unless otherwise advised. The course will commence at: Corporation Headquarters Bldg 2000 Floor 2 Room Training Room 2

500 George Washington Pkway

New York, NY

Directions:

From the Airport, take the shuttle bus to George Washington Parkway.

Sincerely,

 

Barbara Smith Training Coordinator

Recruitment Letter Sample

November 1, 2001

Ms. Judith Cologne

698 Donegall Drive Apt. 301

Toronto, ON M5P 3K8

Dear Ms. Cologne:

Thank you for sending your resume to PeopleSoft. We are now reviewing your qualifications and background against current openings. We will contact you for an interview if we identify an appropriate position for you. It is our policy to keep all applications in an active file for one year. If you do not hear from us, we will place your application in our file for future consideration.

We thank you for your interest in PeopleSoft and wish you well in your pursuit of new goals.

Sincerely,

 

Barbara Smith

Employment Coordinator

Pension Form Sample

DIRECT ROLLOVER ELECTION FORM «PLAN» (Sample Form)

«NAME»

Date: «CURDATE»

«ADDR1»

«ADDR2»

Social Security No: «NATIONAL_ID»

«ADDR3»

I. Distribution Information:

Amount of distribution: _____________________________________________ (If distribution is for the entire account balance enter "account balance")

II. Information About Plan or IRA to Receive Direct Rollover:

Name of Plan:_________________________________________________________

Name of Plan Administrator:______________________________________________

Address of Plan:_______________________________________________________ _______________________________________________________

OR

Name of Plan Trustee or Custodian of IRA :_________________________________

Address of Plan Trustee or Custodian:______________________________________

Account Number of IRA: ________________________________________________

Check which Applies to the Plan to Receive Your Rollover:

___ The plan is a qualified plan under Internal Revenue Code Section 401(a).

___ The plan accepts direct rollover contributions.

___ The plan accepts noncash contributions (optional).

I hereby certify that the information I have entered on this form is true, correct, and complete. ______________________________________________________ Date_______________

Signature of Participant