Download and Print Letters
Once a letter has been generated, PMSuite provides two output options: Download (saves a PDF to your device) and Print (sends the letter directly to your printer). Both options produce the letter exactly as it appears in the rich-text editor preview, with all template variables replaced by the selected employee's data.
Who can use it: Admin, HR Manager (letter permission in Roles and Permissions). Employees can access letters issued to them based on module visibility in Module Settings.
Prerequisites
- The letter must already be generated and saved. Letters that are only previewed but not saved cannot be downloaded or printed.
- If you adjusted margin settings (configured in pixels) during generation, the Download and Print output reflects those margins.
How to Access
Navigation: Sidebar → Letter → Generate → open a generated letter
Direct URL: /account/letter/generate
From the generated letters list, locate the letter you want to output and use the action buttons on the letter record.
Download as PDF
- Open the generated letters list at Letter → Generate.
- Find the letter by employee name or letter type.
- Click the Download action on the letter record.
- PMSuite generates a PDF and your browser downloads the file.
- Open the downloaded PDF in any PDF viewer to review the content.
The PDF preserves the rich-text formatting (headings, bold text, lists) defined in the letter template and any one-time edits made during generation.
Print Directly
- Open the generated letters list at Letter → Generate.
- Find the letter by employee name or letter type.
- Click the Print action on the letter record.
- Your browser's print dialog opens with the letter content ready to print.
- Select your printer, paper size, and number of copies, then confirm.
Use Print when you need a physical copy immediately without saving a PDF file first.
Effect on Other Features
- Letter Templates — Download and Print output the letter content as generated. Changes to the template after generation do not affect previously generated letters.
- Employee Profile — the PDF or printed output contains employee data as it was at the moment of generation. If the employee's profile is updated later, generate a new letter to reflect the changes.
- Module Settings — the Letter module must be enabled for the relevant user type (Admin, Employee) in Module Settings for the letters list to be visible.
Limitations
| Limitation | Workaround |
|---|---|
| No bulk download for multiple letters at once | Download each letter individually |
| Generated letters cannot be updated in place after saving | Generate a new letter with the same template and employee; the original is preserved for record-keeping |
| Blank fields in the output where employee data is missing | Complete the employee's profile fields before generating, or edit blanks directly in the preview during generation |
Troubleshooting
Download button does not appear
Cause: The letter may not have been saved after generation (only previewed), or the user lacks the required permission.
Fix: Confirm the letter is saved and appears in the generated letters list. Check that the user's role has letter permission in Roles and Permissions. Log out and back in after any permission change — permission updates do not always take effect on an active session.
PDF shows blank fields
Cause: The corresponding fields in the employee's profile were empty at the time of generation.
Fix: Update the employee's profile with the missing data, then generate a new letter. The new output reflects the current data.
Print output has clipped content or unexpected margins
Cause: The margin settings (in pixels) set during generation may not match your printer's printable area.
Fix: Generate a new letter and adjust the margin values during generation to suit your paper size and printer. Test with a single page before printing multi-page letters.