Management of desktop publishing

Paper / electronic routing

When a document is distributed on UKG HR Service Delivery to an employee, routing is performed in order to select the method of sending the document. The available sending methods are:

  • electronic: the employee receives his/her document in his/her vault, with a notification via e-mail to his/her personal e-mail address reported when his/her vault was opened (also his/her login e-mail)

  • paper via single piece mail: the employee receives his/her document by mail to the address indicated on his/her profile (during the employee import, see:doc:../synchronization/employees, or via the employee creation / modification interface)

  • paper via package to the company: the documents are sent via package to an address reported by the company

This routing is performed using rules based on:

  1. The employee’s choice: sent paperless to the vault OR sent in paper copy. The employee is asked to make this choice for certain documents only (typically, payslips) when the vault is opened.

  2. The type of document distributed: for certain types of documents, the distribution method may not depend on the employee’s choice (typically, corporate communications, which may be sent to an employee’s vault, even if it is not activated: they may only be viewed if the employee subsequently registers)

  3. Distribution type: in certain cases, the employee’s choice may be overrode (typically, historical paystubs may be sent to the vaults even if the employees have not activated their vaults: they may not be viewed unless the employees subsequently register)

Paper configuration

In the event that paper routing is used (for a certain number of employees, at least), the paper configuration must be set on UKG HR Service Delivery. This configuration is used to set the composition and shipment parameters of each paper copy. The list of available paper configurations is pre-configured for each client during the project phase. Each configuration may then be selected:

  • either on the web interface when the distribution project is created (selected from a drop-down list)

  • or, for a project created via the SFTP interface, by specifying the identifier of this configuration in the descriptive XML project file (see Creating a distribution project, parameter paper_conf_id)

The available parameters for paper configuration are the following:

  • Printer: Cortex/Numen/Esker

    Printer to which the files are sent. Note: some of the following parameters only apply to certain printers.

  • Include an address tag: Yes / No

    Used to include an address tag on the first page. The address tag page is a blank page on which the address of the recipient is printed. This option is used to address a document without considering the positioning constraints of the address field on the document. This page may also include an activation code for employees who have not yet activated their vault

  • Double sided: Yes / No

    Used to print two-sided pages in the case of multi-page documents

  • Paper format: ‘A4/A4_with_personalized/Background’

    Format of paper used (may depend on the selected printer)

  • Envelope format: {C4/C6/C5/Personalized}

    Format of envelope used (may depend on the selected printer)

  • Stamp on the envelope: Yes / No

    Put a stamp on the envelope. The documents may be forwarded in packages, but always in envelopes: a stamp is therefore not necessary.

  • Closed envelope:

    In the case of documents forwarded inside envelopes in packages, this parameter is used to receive unsealed envelopes (typically so that corporate communication documents may be added).

  • Shipping by package:

    If this option is activated, the documents are sent in packages to the address of the organization associated with the employee. If this address is not filled in, the destination address is the first “parent” organization with a filled-in address in the organization tree structure (see Overview and Organization synchronization). For example:

    • If an address is specified for each organization, there are as many packages as organizations.

    • If the only organization with a postal address is the first level organization (above all of the others), a single package containing all of the documents is generated and sent to this address.