Form Letter Editor Overview

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Quick Nav: District View > Tools > Global Tools > Form Letter Editor > Overview

The Form Letter Editor allows the district to create, edit, and store form letter templates to assist campuses in the return of lost instructional materials, payment for those materials, or notifying students/parents of instructional materials policies on the district's campuses. Letters are intended to provide important information to parents/guardians and students regarding losses, fines, end-of-term/-year policies, and/or returning items before established deadlines.

Parts of the Form Letter Template

formletter.png

  • Empty Blank Space at Top - Allows for accordion folding of the letter to fit in size 10 window envelopes and accommodates school/district letterhead (this eliminates the need to print address labels)

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  • Student Information block (left side) - Displays the phrase "Parent or Guardian of" above the respective student name and address; this information is based on the filters applied to the form letter when run through the respective campus's view
  • School Information block (right side) - Displays the respective campus's name, the date the form letter was generated through the campus's view, and the campus's assigned contact phone number
  • Distributions & Status block - Displays the respective ISBN, title, accession, status, and unit price based on the filters applied to the form letter when run through the respective campus's view
  • Body of the Letter - Displays the text as entered into the respective form letter template

Form Letter Editor Page

Function Description
Add add.png Creates and adds a new form letter template (accessible district wide)
Letter ID Displays the automatically assigned unique identifier
Letter Name Displays the name assigned to the form letter template
Edit edit.png Allows alterations and/or additions to the form letter
Preview scroll.png Opens a PDF sample of the respective letter with sample data included
Delete delete.png Allows the deletion of any district-created form letter (campus-created letters are only accessible in the respective campus view)
Description For Displays the assigned and optional information describing the form letter template

Form Letter Editor Details Page

Note: There are three default letters:

Function Description
Letter Name The name assigned to the form letter template
Description A summary of the form letter template details
Letter Body The text included on the actual form letter when run through the respective campus's view
Save save.png After entering the desired form letter template information, this creates or updates the form letter template

Note: There are three default letters:

Letter Type Description
Default Letter English Addresses materials not returned by an established deadline (a commonly used filter for this letter is Status = LOST)
Default Letter Spanish Addresses in Spanish materials not returned by an established deadline (a commonly used filter for this letter is Status = LOST)
Student Contract Letter Addresses policies about distributions (commonly sent to students after they receive their distributions and filtered to show all current distribution statuses)