Letter Maintenance

Video How-to

Letter Maintenance

This program will allow you to create, edit and delete letters.

NOTE: Letters must be created in this program first before you can use letters in any other program. The user will need security that is assigned to a specific school to see letters created for that school.

Select Student Master, Letters, then select Letter Maintenance.

Setup Box Options

To find definitions for standard setup values, follow this link: Standard Setup Options.

For other set up values not listed in the standard set up list:

Select the Arena for which the letter is being created:

• AT--Attendance
• DI--Discipline
• EV--Event
• GR--Grades
• HE--Health
• SB--SBLC/RTI
• SE--Special Education
• ST--Student (for general purpose use)

Click Ok to move to the next screen.

Definition of Column Headers

District--District where student is enrolled

School--School where student is enrolled

Category--Arena for the letter

Name--A unique name for the letter

Description--The purpose of the letter

Create Person--Name of user that created the letter

Create Time--Date and time stamp when the letter was created

Change Person--Name of user that last edited the letter

Change Time--Date and time stamp when the letter was edited

Buttons at the bottom of the screen

Setup--returns user to the setup box

New--creates a new letter

Edit--changes/edits an existing letter

Delete--deletes an existing letter

Print--prints the lists of available letters for this arena -- see instructions below

To Create a new letter use the following set of instructions.

1. At any time during the creation of a new letter, you may click the Preview button to view the current version of the letter.
2. Click New at the bottom of the screen.
3. The Letter Editor will appear.
4. The district and school will default based on your security settings.
5. Enter the Arena, Name, and Description.

   NOTE: be sure that the Name of the letter is unique.

6. Select the letter Header options.

   Show Header--Provides school name and address or district name and address depending on the Force District option.

   Force District--Replaces school name and address with the district name and address.

   Show to Parents of--Prints expression above the student name and address.

   Show Address Block--Uses the student name and address on the letter.

7. Type the body of the letter in the large white section area found below the gray drop down cells. To reference specific fields such as Student name, student's address, Mother`s PSN, Father`s, PSN,Guardian PSN, attendance information, discipline information and other fields within the body of the letter each time the letter is used make the selection from the 'gray' drop down lists.

   NOTE: The selected fields will have the same format--{$DATANAME$}--and will be replaced by that piece of data when the letter is printed.

8. Complete the letter by entering the Footer Option or closing of the letter. Type the Salutation and the person's name followed by their title. You may have up to 3 people to be included in the closing.
9. Click Save when the letter is completed.
10. Close the letter using the X at the top right of the letter window.

To Edit an existing letter

1. After clicking Ok on the Setup Box, a list of existing letters will appear on the screen.
2. Do a single left mouse click to highlight the desired letter.
3. Click the Edit button and the letter will appear on the screen.
4. Make the necessary changes.
5. Click Preview after making the changes and continue correcting the letter as needed.
6. Click Save to save the changes.
7. Close the letter using the X at the top right of the letter window.

To Delete an existing letter

1. After clicking Ok on the Setup Box, a list of existing letters will appear on the screen.
2. Do a single left mouse click to highlight the desired letter.
3. Click the Delete button and a confirmation popup will appear.
4. Respond appropriately to the confirmation question.

Print Options

To find the print instructions, follow this link: Standard Print Options.