An Easier Way to Manage Multilingual Employee Correspondence

By Posted October 8th, 2013

An Easier Way to Manage Multilingual Employee Correspondence

Many of our customers have requirements to create employee correspondence and documents in multiple languages. I’ve received a number of questions recently about this topic, so I wanted to write this blog post to show a quick and easy example of how to create multi-lingual documents with Easy Documents. For my example, I’m going to show how to create a New Hire Letter in both Spanish and English that uses filter criteria to determine language and content.

Easy Documents comes with a pre-written New Hire Letter document in English, so I used that as the basis for my example. To start, I simply copied the delivered version and changed it to include the Spanish language content I required.

The letter, as delivered, has “Free Text” that contains the body of the letter and specific SAP HR master data fields inserted into the letter by an Easy Reporter report (for example date, employee name and address, company code, manager’s name, position and hire date).

Before the changes, the document setup of the letter looked like this:

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In order to be able to print the letter in either English or Spanish (using the language value stored in IT0002 as my criterion), I added some additional Free Text content to the document.  This new content contains the Spanish version of the letter as well as the gender specific salutation and the close. Why gender specific? In Spanish, some words like “dear” and “welcome” are translated differently depending upon the gender of the individual.  I used filter criteria to output the correct words and phrases based on the employee’s language and gender that are stored in IT0002.

For example, in order to create the Spanish salutation and Close for a female employee, the Filter Criteria would be updated as follows (the “Gender Key” of 2 equals Female, Language of S equals Spanish):

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The Filter Criteria for the Spanish Salutation or Close for a male employee would be updated as follows:

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Click to view larger image

 

Finally, I filtered the main body of the letter using language only since the rest of the content is not gender specific. The result is a document that can be automatically run directly from SAP that will provide a New Hire Letter in the employee’s chosen language without any manual intervention or data manipulation.