This article will guide you on how to generate Letter Templates in the Justlogin system. Letter Templates allow you to create a standardised list of email templates with dynamic placeholders, simplifying the process of creating and sending emails to your employees. By utilizing these templates, you can save time and effort while ensuring consistent and professional communication.
Part 1: Accessing the Letter Template Feature
If you would like to use this feature, please contact our Support Team at firstname.lastname@example.org to help enable for your company.
Part 2: Creating a new Letter Template
Once the feature has been enabled for your company, follow the steps below to create a new template.
Step 1. To setup, go to .
Step 2. Click .
Step 3. Select “Letter Template” tab.
Step 4. Click on “+Add New Letter”.
Step 5. Click on “Add new section” to create categorised segments to group different types of letters. Sections help organise your letters based on specific topics or purposes.
e.g. You can establish an “onboarding” section, which consolidates all letters related to the new hire onboarding process which includes welcome letters, tools to get started, and more.
Step 6. Enter the title of your section and click .
Step 7. Once saved, the new section will be reflected on the page. You may Edit or Delete this section if needed by clicking on the pencil icon.
Step 8. Next, click on “Add new letter template” to create.
Step 9. Enter details for the letter template:
i. Template Title: Name this template as how you would like to create in the system which will help you identify easily for future use. For example:
ii. Description: Add a Description for the Template which could be the purpose of usage. For example:
iii. Subject: This is the email subject that the recipient will see. For example:
iv. Reply To: Key in the email address any replies will be sent to.
v. Section: Select from the dropdown list which section (Created in step 5-6 above) this template should belong to.
vi. Attachments: Any files or documents you would like to share with the recipient can be uploaded here. Click on then drop your attachment or click on the dotted box area to select and upload.
Note: This attachment will be sent to all employees who will receive the emails using this template. When creating the template, avoid attaching employee-specific files, e.g. Employment Contracts or Promotion letters. Reserve those sensitive files for when you send out the email to the specific employee, ensuring that each employee receives the appropriate files.
Once uploaded, you will see the name of the file under the box. Multiple attachments can be added. Click on to confirm and proceed.
vii. Email Body: The next part would be creating the email content.
a. Customise your rich text email content with the formatting options located on the top bar.
b. Email Placeholders: Click on the desired placeholder and it will be automatically added to the text box. One key benefit of using letter templates is the ability to create standardized emails while still allowing for reusability. The utilization of dynamic placeholders eliminates the need for manual data entry, saving time and ensuring accurate and personalized communications.
Step 10. Once the Letter Template has been completed, click .
Step 11. Once saved, you will be redirected back to the main Letter Template page. You will be able to edit with the pencil icon or delete with the x button whichever template you have created.
Send Emails to Employees using the Letter Template created
Step 1. To start sending emails to employees, go to .
Step 2. Click on .
Step 3. Click on the Email tab.
Step 4. Click on .
Step 5. Click on and select which template you would like to use from the list of your Letter Templates created.
Step 6. You may change the Email Subject as needed.
Step 7. Select which employee/s to send the email to. If you would like to send to everyone in your company, tick on the option ‘Select All’. To select only specific employee/s, tick the box next to the employee name.
Step 8. To preview how the email will look like, click on . You can click to go back to the previous page.
Step 9. To send the email, click on the button. This will show 2 options, whether you send it immediately or choose to send it at a later time.
a. ‘Send later’ option would allow you to set a specific date and time when this email will be automatically pushed out by the system.
If ‘Send Later’ option is selected, once you click send, the email will be saved into drafts and released on the timing set.
b. ‘Send’ is to send the email right away. It will then be reflected under ‘Sent’.
Step 10. To delete any of the email entries, click the icon.
Step 11. To view the details of email content sent or saved in drafts, click on the icon.
Step 12. When viewing the email content, the column on the right will show you the list of employee/s the email was sent to. You may choose to display this list by Name or Email as well.