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Replacing letter in copied process

Besvarat
Begär demo

Is there a way to copy a process with certification tasks without it including the letter? We have an updated letter that is used each quarter, but when copying a process from the prior year it includes the prior letter. This is inefficient because process owners will need to manually select each action to update the letter and if they miss one, the signers will receive the incorrect letter. It would be great if when copying it was done without the letter or there was a bulk edit option to replace the letter for the process.

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3 kommentarer

Datum Röster
  • Officiell kommentar
    Isabel Messore
    Great news — there is a bulk edit option to replace letters! 
     
    The Bulk Edit Certification Letter feature can be used after copying a process (before starting it). Here's how:
     
    Steps to bulk replace the letter:
    1. Open the copied process (must not be started yet)
    2. In the actions list, select all the certification actions you want to update
    3. Click the Edit actions dropdown → select Certification letter
    4. Choose the originally-assigned letter (the old/prior year letter) — this scopes it to only the actions using that letter
    5. Then select the new certification letter you want to assign instead
    6. Review the affected actions and click Save
     
    Important: Bulk edit (including letter replacement) is only available before the process has been started. Once a process is running, this option is no longer available.
     
    I've included some Best Practice Tips below:
    • Consider not including dates in the letter content itself — instead, use the Letter/Action Title to display the period date, since titles can be bulk updated easily each quarter.
    • Use tags to differentiate certifications (e.g., by business unit) rather than creating separate letters per unit — this reduces the number of letters that need updating.
    • Create letter templates so you don't need to recreate letters from scratch each cycle.
  • Brandon Ehrecke

    Hi Candice!

    Great question! Currently, there is not a way to copy w/o the letter. That said, it may be better to consider building a new process instead of copying. The use of Bulk Certifications would allow for the use of a group to assign the same letter to many in one step. Alternatively, if copy is still used, the letter assigned could be updated to reflect changes vs creating a new letter. Please let us know if you have any additional questions. Thanks!

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  • Candice Adams

    Thank you for the response. Some of the certification processes have a complicated structure which is why users want to use the copy so they don't have to rebuild all of the actions every quarter. Bulk certifications isn't the preferred option for our users since it requires maintenance of the group and still require manually updating each action as they each have different titles. I will continue to test to find the best option for our users.

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