Recommended procedure in Skriba

1. A reference letter is requested via the company's respective channel, or the employee or manager submits a request directly through the homepage.

2. A user with the role HR User or HR Superuser creates the new reference for the desired employee. The HR employee is automatically assigned as the HR responsible for the reference. Prerequisite: The employee for whom a reference is being created already exists in the system and their master data/employment details are correct and up to date.

3. While creating the reference letter a workflow can be defined to which person in what order it has to be sent. The HR employee and the supervisor are automatically included, provided that the latter is registered in the system.

   The following settings can be made on the reference:
   Select reference type
   Adjust company, location, reference date, reference language
   Create workflow
   Set persons for signatures
   Check introductory text and optionally adjust using free text

4. Assign reference to the supervisor of the relevant employee. As soon as a reference is assigned to another user, they are set as the Processor.

5. The supervisor is notified by email that a reference has been assigned to them. The supervisor then performs the following tasks:

   • Optional: Check the employee's master data in the introduction

   • Select the employee's tasks from the list on manual creation

   • Enter the assessment

   • Select words of thanks and best wishes for the future

   • Return the reference to the responsible HR person or to the next person in the workflow

6. The HR person responsible for the relevant reference is then notified by email that the reference has been returned and takes the following steps:

   • Check the data entered by the supervisor

   • If necessary, activate manual editing to put the finishing touches to the reference

   • Finalize the reference and download it as a PDF or send it for a digital signature

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