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)
• HR - Human Resource

Click Ok to move to the next screen.

Column Headers

To find definitions of commonly used column headers, follow this link: Common Column Headers.

For other columns not listed in the common column list:

• District - District where student is enrolled
• Letter School - School where student is enrolled
• Arena - Letter category
• Letter Name - A unique name for the letter
• Description - The purpose of the letter
• Creator - Name of user that created the letter
• Create Time - Date and time stamp when the letter was created
• Modifier - Name of user that last edited the letter
• Modified 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. Use 700 Only - If checked:

   • Only a 700 security user will be able to see or select the letter in Letter Printing System.
   • A 700 security user should be able to see the hidden letter in any school, not just school 700.
   • Also, only 700 users should be able to see the Use 700 Only checkbox in Letter Maintenance.

7. 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.

8. 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, attendance information, discipline information, dates, GPA, etc. fields within the body of the letter, 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.

Footer Option

1. Show Signature 1, 2, or 3. - Click in the box to choose signature

   Salutation - choose 1, 2, or 3

   Signature 1, 2, or 3 - Title/Name 1, 2, or 3

   Signature 1, 2, or 3 - Image

   Click Save when the letter is completed.

   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. 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. 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.