---
title: "Viewing and managing letters"
slug: "viewing-and-managing-letters"
updated: 2026-06-10T11:26:21Z
published: 2026-06-10T11:26:21Z
canonical: "help.cintra.co.uk/viewing-and-managing-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.

# Viewing and managing letters

## How do I view employee's letters?

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 a **Letter Run** is saved, the results are stored in **Cintra iQ**. You can view the history of all letters or review a particular employee's letter.

## To view an employee's letter

1. Navigate to the **Letter History** tab. Go to **Cintra iQ**: Personnel Record > Forms > Related Documents > Letter History tab
2. Double-click the desired **Letter Title**.
3. The employee’s letter appears.
4. Continue to save the letter as an external document, publish the document to **Self-Service** or print the letter, if required.
5. Click the **OK** button. The window is closed.

## To delete employee letters

1. Navigate to the employee's **Letter History**. Go to **Cintra iQ:** Personnel Record > Forms > Related Documents > Letter History tab
2. Select the desired **Letter Title**.
3. Right-click. A menu appears.
4. Select **Delete**. A message appears asking: **Are you sure you wish to Delete this Letter?**
5. Click the **Yes** button. The **Letter** is deleted from the **Letter History** tab.
6. Click the **OK** button to close.

## How do I view letters in self-service?

**Letters** can be produced for and attached to a person record in **Cintra iQ**, which can be uploaded into **Self-Service** and reviewed by the recipient.

## To view a letter in self-service

1. Run the letter.
2. Click the **Publish Letters** button. A message appears stating: **Save letters and upload to Self-Service?**
3. Click the **Yes** button. The **Document Category** drop down appears.
4. Select the desired category.

> [!NOTE]
> **Note:** The **Document Categories** are set up in the **Lookup** table. Go to **Cintra iQ**: Definitions > Lookups > Person Document Category.
5. Click the **OK** button. The following occurs:
  1. The letter is uploaded to **Self-Service**.
  2. The letter is stored in the employee's **Related Document > Letter History** tab. Go to Employment record > Forms > Related Documents.
  3. The letter is recorded in the **Related Document > Uploaded Documents** tab. Go to Employment record > Forms > Related Documents.

## How do I view letters within run?

After a **Letter Run** is saved, the results are stored in **Cintra iQ**. You can view the history of all letters or review a particular employee's letter.

Go to **Cintra iQ:**

- Right-hand corner of Workspace > Letters > Letter Definitions window> Run History button
- Menu bar > Definitions > Letters > Letter Definitions window > Run History button

## To view the letters that were produced in a run

1. Navigate to the **Letter Run History** window.
2. Double-click the desired **Letter Title**. The **Letter** window opens for your review.

## Viewing Letter History

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/204001066708.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. |

## How do I delete an historical letter run?

After a **Letter Run** is saved, the results are stored in **Cintra iQ**. You can view the history of all letters or review a particular employee's letter. You can delete the historical letter run if the letter run is no longer required.

Go to **Cintra iQ**:

- Cintra iQ > Letters > Letter Definitions window > Run History button
- Menu bar > Definitions > Letters > Letter Definitions window > Run History 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: **This 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.