Compensation Event - Letters

Hello, 
Is there a way to preview the letters before they go out?
Thanks

​@Tabitha Payne 100% 😎

 The ability to preview compensation letters was released Dec’2024. You now have option to setup the compensation templates separately from eSign under Compensation > Settings.

For more details please have quick look at the update : Compensation Letters

Is there are way to recall some letters? Or see at one glance how many are signed / not signed as eg. in DocuSign?

Hi ​@Anna Weber ! 👋
Great question — while there isn’t currently a "recall" option for compensation letters once they’ve been sent, you can track their status (signed/not signed) directly in the Docs > People’s Requests section.

From there, you’ll see a breakdown of all signature requests and can filter by status to follow up as needed — similar to what you'd see in platforms like DocuSign.

Hope this helps! 😊

Hi ​@Netta Brodsky 
Is there a condition that only sends out a letter to the people in the event who will have a change in their salary? 
I assume that it wont sent out letters to the people who are not eligible but still apart of the event by default? 

Thanks :) 

Hi ​@Thamara_VENZO 👋🏻

When requesting the signature in the compensation event, you have the option to send letters to all employees or use specific conditions to target only those who will experience a salary change.

You can set these conditions based on employee fields and groups, ensuring that only eligible employees receive the letters. 😊

Hi ​@Jessica Lane and ​@Netta Brodsky 🙂

Can you please specify the exact condition/s that need to be selected to exclude letters to employees who are NOT receiving any salary increase?

If we wish to send compensation letters only to employees who ARE getting an increase, we vaguely remember a condition similar to: salary in the new year is "Larger than 1(%)"?

Many thanks!

Hi ​@Krystle Wheeler 

Apologies for the delay here.

You could consider: Salary effective date is after X (X being the date you selected in the setup of the compensation event). I believe that should select the employees who are due the salary increase.

Double check that you don’t have any new employees that would not be eligible with a starting salary of that date.

We have multiple different scenarios with different letters eg Promotion, Market increase, Level Maturity. How do I send the right letters to the right people particularly when most all have a salary change? Is there a field I could add to the compensation cycle to categorise what letter type they get?

Better yet, if the letter could display a line only if it was applicable or not (eg if the employee had a Title and salary change you could code the letter to display both but if it was only a salary change, only that line would display).

Do you have to update profiles before you can send out Compensation Letters?

 ​@Vicky Reeves 

Option 1: Use Conditions When Sending Letters (Best for Clear Grouping)

You can send different letter templates to different people by using the “Set conditions” step when requesting letters in Bob.

1. After your compensation event is approved, go to the event and click the three-dot menu > Request signature.

2. Choose your letter or eSign template.

3. Click “Set conditions” to define which employees should receive that specific template.

   • Conditions can include fields like Department, Title, Job change, or even custom fields you’ve created.

4. Preview the letter (optional), then send.

➡️ If you frequently need this, consider creating a custom field in Bob like Comp letter type to tag employees during the comp cycle (see next option for more on that).

Option 2: Add a Custom Field (to Categorize Letter Type)

If your planners or admins know in advance what kind of letter someone should get, create a custom field (e.g., “Letter Type”) and assign values like:

• Promotion

• Market Adjustment

• Level Maturity

This lets you filter or apply conditions based on a specific field, giving you clear segmentation.

 ​@Anne Ryan 

You do not need to update employee profiles before sending compensation letters in Bob.

Once all worksheets in your compensation event have been approved, you can send out compensation letters or eSign requests directly from the event without needing to update the EE profiles first.

This is intentional—it allows you to:

• Communicate changes to employees first (e.g., promotions, salary increases)

• Let managers deliver the message personally before it's reflected in Bob

• Delay updating profiles if you have different effective dates or employees leaving mid-cycle

Here's the flow:

1. All worksheets must be in Approved status.

2. Admin goes to the event → clicks the three-dot menu → selects Request signature or Send letters.

3. Select the template, apply conditions if needed, and send.

4. After letters are sent (and optionally signed), you can later click:

   • “Update all in EE card” to reflect the changes in employee profiles.

   • “End event” to formally close the cycle.
     
     💡 Tip: Bob recommends updating profiles only after compensation decisions have been verbally and/or digitally communicated to employees.

Thanks ​@Maital Terdiman, when you mention custom field - are you saying this has to be added to each person’s profile or is it a custom field that we can add to the comp cycle and just update as we are working through it? 

Hi ​@Vicky Reeves  👋

You’ll need to create a custom field on each employee’s profile and fill in the relevant value - for example:
Promotion, Market Adjustment, or Level Maturity.

Then, once your compensation cycle is complete and you’re ready to send the letters, you can use this field as a filter or condition to send the correct document to each group of employees based on that value.

Hope that helps clarify!

Hi team - this is helpful, but I have a few more questions. 

We review compensation each month for employees in the following month, so we plan to run a comp process 12 times per year. The issue we are running into (specifically with letters) is that there are multiple combinations of increases/changes that a person could receive. For example:

• Employee A received a title change and a variable increase, as well as stock options 
• Employee B received a base increase and stock options 
• Employee C just received stock options 
• Employee D received nothing

What is best practice for creating templates and sending them out, given that there are so many variables for employees receiving increases? 

Thank you SO much for your help! 

is there a list of the tags you can use anywhere?

How do we track the progress of those who have signed the compensation letters? is there a way to bulk download these sent letters? 

​@Maital Terdiman on this point:
 

 Tip: Bob recommends updating profiles only after compensation decisions have been verbally and/or digitally communicated to employees.

For promotions, we want to include the new job title in those letters. However, it looks like this is only possible if we update the profiles first - is that correct? 

We have a profile update flow attached to the comp event to log these changes, but on the letter preview it shows the current (old) job title, even if I set the field mapping to ‘Job title (upcoming)’

​@Maital Terdiman are you able to advise on ​@Charlie Ensor ‘s question regarding order of the steps when an employee has had a promotion with a job title change. Looks like the new title is ONLY displayed on the letter (using field ‘job title (upcoming)’) when the employee profiles have been updated with compensation outcomes. 

I have the same question and want to confirm the functionality. 

Adding support ticket comment here in case anyone is looking for the same answer:

 The 'Job Title (upcoming)' field in compensation letters will only reflect the updated title if the employee profile has already been updated with the new information.

Even though you have an employee update flow attached to the compensation event to log the job title change, the letter preview pulls data from the employee's current profile. So if the profile hasn't been updated yet, the letter will continue to show the current (old) job title, regardless of the field mapping you've selected.

To include the new job title in the compensation letters for promotions, the recommended approach is to first use the 'Update people's profiles' option within the compensation event. Once that is done, the 'Job Title (upcoming)' field in your letter template will correctly reflect the updated title when you preview or send the letters.

One important thing to keep in mind is that this action is irreversible, so it should only be performed after the compensation event has been fully approved and all compensation data has been finalized. This way, you can ensure the profiles are updated at the right time while still communicating the new title through the letters.