When you, or other users, set the status for an applicant or enrollment that triggers your standard letters, Oracle HRMS creates a letter request automatically, with the status of Pending. It also adds the applicant's or student's name to the request. You can view the pending request and names through the Request Letter window.

Then, when you change the letter request from Pending to Requested, Oracle HRMS runs the report or SQL*Plus script for this type of letter.

Depending on the requirements of your enterprise, you can generate letter requests for every organization within your enterprise or you can generate separate letter requests for each vacancy you define. If you want to generate separate letter requests by a specific vacancy you must select Yes for the HR: Restrict Letter by Vacancy Name or Event profile.

The advantages of restricting the generation of letters to a specific vacancy is that you can process letters for one organization without affecting another organization within your enterprise.

See: User Profiles

You can add further names to the list manually, if required. For example, you might have a last minute acknowledgement letter to send.

You can also create manual letter requests. You do this by entering the status of Pending yourself, then entering all the recipients of the letter before changing the status of the letter to Requested.

   To submit an automatic letter request:

1. Query the letter you require in the Letter Name field.

2. Ensure that the method is Automatic.

3. Select the vacancy in the Vacancy Name field.

   Note: You must set the HR: Restrict Letter by Vacancy or Event profile to Yes to enable this field.

4. Move to the Requested For block to query the applicants, events or students that have been entered automatically on this request, according to their status. You can add further names manually.

5. Update the status from Pending to Requested.

6. Save your changes.

   A concurrent request ID number appears in the Concurrent Request field. When the Concurrent Manager has processed the request it changes the status to Completed.

7. You can query the request ID in the Concurrent Requests window and monitor its progress.

   To create a manual letter request:

1. Select the Letter Name for the letter type you want to request.

2. Ensure that the method is Manual.

3. Select the vacancy in the Vacancy Name field.

   Note: You must set the HR: Restrict Letter by Vacancy or Event profile to Yes to enable this field.

4. Leave the status of the request as Pending.

5. Save the changes.

   Adding the Names

6. Select the names to add:

   • Select employees or applicants (for Oracle Human Resources) to receive the letter in the Requested For region.

     The Assignment field displays the organization to which the person is assigned. You can view the other components of the assignment by choosing List of Values from the Edit menu.

   • Select events or students or both (for Oracle Training Administration) in the Requested For region.

     This depends on how the letter has been set up on your system. For example, an enrollment confirmation letter might be defined so that it is sent to all students with the status Confirmed who are enrolled on the event selected in the Requested For region.

7. Save the changes.

   Changing the Status

8. Update the status from Pending to Requested.

9. Save the changes.

   A concurrent request ID number appears in the Concurrent Request field. When the Concurrent Manager has processed the request it changes the status to Completed.

10. You can query the request ID in the Concurrent Requests window and monitor its progress.

    Note: Consult your installation guide for details of the location Concurrent Manager places the output file.

   Performing the Next Step:

If your letters are produced by Oracle Reports, they are ready for printing. If you use your word processor's mail merge facility, you are ready to merge the data. See: Merging the Data File With the Standard Letter