---
title: "Running and publishing letters"
slug: "running-and-publishing-letters"
updated: 2026-06-10T11:26:21Z
published: 2026-06-10T11:26:21Z
canonical: "help.cintra.co.uk/running-and-publishing-letters"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# Running and publishing letters

After you have created a letter definition, you can run (generate) it from the **Letter Definitions** window.

Go to **Cintra iQ**: Menu bar > Definitions > Letters or Lower right-hand of Cintra iQ window ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066686.png)Before you run the letter, ensure that you have attached a filter to the **Letter Definition** or use the **Collection** functionality in order to target the appropriate people.

## About the Confirm Details Letter window

The **Confirm Details Letter** window contains the letter contents that was defined and run in the **Letter Definitions** window.

Within this window, you can perform the following:

- Personalise an individual letter.
- Generate all letters.
- Save the letter as a document.
- Print the letter.
- View the data of the fields that were inserted in the letter template.
- Publish the letters for the recipient to view in **Self-Service**.
- Save the letters.

**Letter Run Description**

This is where you can name the letter run for when you save the letter. The description appears in the employee's Personnel Record > Related Documents form.

**Search**

The **Search** box helps in finding the correct recipient of the letter.

**Toolbar**

This is where you can format the content of the letter.

**Ruler**

This allows you to move the boundaries of the margins, if necessary, which pertain content.

**Letter Content**

This contains the letter content that was defined and run in the **Letter Definitions** window.

**Recipient pane**

This contains all of the recipients to which the letter is targeted. You can click a name and it takes you to the corresponding letter.

**Location bar**

This area details which section, page, and column the focus of the cursor lies.

**Zoom**

Use this to enlarge or reduce the letter's content.

**Generating Letters**

This area details the number of letters being generated.

**Buttons**

Use the following buttons to perform various functions.

| **New** | **Description** |
| --- | --- |
| Save As | Save the letter to your local network as either a .doc, .docx or .pdf document |
| Print | Print the letter using your local printer. |
| View Data | View the data that was selected in the Letter Fields tab of the Letter Definition window. |
| Publish Letters | Upload letters to Self-Service > Personal Documents for the recipient to review. |
| Save Letters | Save the letters to the Related Documents form > Letter History tab by clicking the Save Letters button. Note: The Generating Letters section changes to Saving Letters. |
| OK | This saves and closes the form. |

## Running letters for individual records

From within **Cintra iQ**, **Letters** allow you to provide employees with standard documents such as contracts of employment and welcome letters, as well as providing outside bodies with pre set information such as contract letters.

**Cintra iQ** allows you to create and manage your own letters, which can contain data from within the system. These letters can then be run for a single person or group of people when required.

The key benefit of using the **Letters** functionality is that each letter produced is stored in the **Personnel Record** sub folder, which acts as an electronic filing cabinet.

After you have created a **Letter** definition, you can run (generate) it from the **Letter Definitions** window.

Go to **Cintra iQ**: Menu bar > Definitions > Letters or Lower right-hand of **Cintra iQ** window. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066686.png)Before you run the letter, ensure that you have attached a filter to the **Letter Definition** or use the **Collection** functionality in order to target the appropriate people.

While working within an employee stack form, you can send letters as long as they are associated to the same folder as the form. For more information about **Stack** data, see **Yellow folders** in **Available Fields**. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/204001066687.png)I want to send a letter about vacancies to potential applicants within the company. I need to send the letter via the Recruitment folder > Vacancies sub folder > Applications form.

## To generate a letter for an employment record

1. Select the desired sub folder from the **Folders** pane. The records relating to the sub folder appear in the **Navigator**.
2. Select the desired record.
3. Select the desired **Form**. The window appears.
4. Right-click at the bottom of the window. A menu appears.
5. Select **Send Letter**. The **Choose Letter** window appears.
6. Select the desired letter.
7. Select **All** or enter the desired **As At** date or **Between** and **And** dates.
8. Click the **OK** button. The letter(s) associated with the stack data appear in the **Letters** window.
9. Select a button to perform one of the following tasks:
  - **Save As**: Save the letter to somewhere on your network as either a **.doc**, **.docx** or **.pdf** document.
  - **Print:** Print the letter using your local printer.
  - **View Data:** View the data that was selected in the **Letter Fields** tab of the **Letter Definition** window.
  - **Publish Letters:** Upload letters to **Self-Service > Personal Documents** for the recipient to review.
  - **Save Letters:** Save the letters to the **iQ** database.

> [!NOTE]
> **Note:** The **Generating Letters** section changes to **Saving Letters**.

The letters are saved to **Personal Records folder > Employee > Related Documents** form.
  - **OK**: This saves and closes the form.

## To publish a letter to Self-Service or Employee Hub

1. Navigate to the **Letter Run History** window.
2. Double-click the desired letter. The letter appears.
3. Click the **Publish Letters** button. A message appears stating: **Upload all letters in this run to Self-Service?**
4. Click the Yes button button. The **Document Category** drop-down list appears.
5. Select the desired category.
6. Click the **OK** button. The following occurs:
  - The letter is uploaded and will be available to the employee via their **Self-Service or Employee Hub portal**.
  - If the letter is an **Auto-Enrolment** letter, the employee will receive an email notification to let them know they have a new pension letter to read.
  - The letter is stored in the employee's **Related Document > Letter History** tab. Go to Employment record > Forms > Related Documents.
  - The letter is recorded in the **Related Document > Uploaded Documents** tab. Go to Employment record > Forms > Related Documents.

## To distribute letters

- **Print:** You can print letters from your local printer by clicking the **Print** button.
- **Save Letters:**
  - You can save letters, in different formats, to your personal computer or local network by clicking the **Save As** button.
  - You can save letters to **Cintra iQ's** database by clicking the **Save Letters** button.
- **Publish Letters:** You can publish letters to **Self-Service** by clicking the **Publish Letters** button.

## To delete the letter run

1. Navigate to the **Letter Run History** window.
2. Right-click: **Delete** the desired **Letter Title**. A warning message appears stating that: T**his will delete all letters created in the run. Would you like to continue?**
3. Click the **Yes** button. This deletes the **Letter Run** and any copies held in the **Personnel Record** sub folder for that employee.

> [!WARNING]
> **Important:** All traces of the letter run is deleted.