This tab allows you to create a form letter or template for each letter type in the Attendance letter directory.
A letter body should be created for each Letter ID in the directory. You can personalize letters using variables.
❏ Select a letter type in one of the following ways:
From the Directory tab, click Retrieve for the letter type.
Click the Letter tab. In the drop down at the top of the tab, select the letter type.
The selected letter type is displayed in the text editor.
If the letter body has not yet been created, the editor is blank. Otherwise, the existing letter content is displayed.
❏ Type or edit the letter using as many variables as necessary.
Copying a letter
The body of a letter can be copied from one letter type to another, including from one campus to another.
If you are copying a letter created in Microsoft Word, first copy the text into a .txt file to remove all formatting, then copy the text from the .txt file to the letter editor.
In the body of the letter, press CTRL+A to select all of the letter body.
Press CTRL+C to copy the letter body.
Open the second letter, and then press CTRL+V to paste the letter body.
Delete the variables in the second letter, and add new variables.
IMPORTANT: The original variables in the second letter must be deleted to generate letters successfully. The same variables may be added back.
Modify the letter as necessary.
It is recommended that you do not enter line breaks by pressing ENTER in the paragraph body, as this will cause the text to wrap incorrectly in the actual letter. Instead, let the text wrap naturally in the editor. When you click Preview and print the letters, the line breaks will occur in the appropriate places.
Variables:
IMPORTANT:
The List of Absences variable is used to report absence types and tardy periods if tardy equivalent days are specified; it is not available for Annual Notification and Mail Out letter types.
The font attributes (bold, italic, underline, strikeout) for the List of Absences variable should not be changed. Otherwise, the letters will not generate.
❏ Click Save.
Preview |
Click to preview the letter. The letter opens in PDF format in an embedded Adobe Reader window where you can print, save, and perform other functions.
Margins |
Adjust the left, right, top, and bottom margins as needed. The margins are specified in inches. Use three digits for the margin with two decimal places (e.g., 1.00).
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Refresh Margins |
Click if you changed the margins. The letter is redisplayed with the new margins.
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❏ Click Save to save changes to the margins.
Edit | Click to return to the letter editor. |
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