Employees raise a new HR Letter Request in Draft state by selecting Requested By and Request For (letter type). The Configuration menu provides quick access to Letters and Sender setup. Workflow progresses through Draft → Submitted → Approved with full chatter tracking.

Configure sender profiles with Name, Email, Job Position, Department and Company. These sender profiles are reused across HR letter requests, ensuring consistent communication and reducing manual data entry.

Create letter templates with a Name and Sample Format. Upload a DOCX template file with placeholders for auto-filling employee data. Define Required Fields that the requester must fill in when applying for the letter. Configure the multi-level Approver chain with Approver Role and Approver User directly on the template.

Once all approvers sign off, the request moves to Approved state. Print Certificate and Send buttons become available for the sender. The Required Information section displays the employee submitted field values. The Approval Status section tracks each approver's role, name, approval date and status. The generated PDF certificate is automatically attached under the Document section and sent to the employee.