Letter Maintenance
Video How-to
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.
- At any time during the creation of a new letter, you may click the Preview button to view the current version of the letter.
- Click New at the bottom of the screen.
- The Letter Editor will appear.
- The district and school will default based on your security settings.
- Enter the Arena, Name, and Description.
- NOTE: be sure that the Name of the letter is unique.
- 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.
- 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.
- 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.
- 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
- After clicking Ok on the Setup Box, a list of existing letters will appear on the screen.
- Do a single left mouse click to highlight the desired letter.
- Click the Edit button and the letter will appear on the screen.
- Make the necessary changes.
- Click Preview after making the changes and continue correcting the letter as needed.
- Click Save to save the changes.
- Close the letter using the X at the top right of the letter window.
To Delete an existing letter
- After clicking Ok on the Setup Box, a list of existing letters will appear on the screen.
- Do a single left mouse click to highlight the desired letter.
- Click the Delete button and a confirmation popup will appear.
- Respond appropriately to the confirmation question.
Print Options
To find the print instructions, follow this link: Standard Print Options.
