How Can I Email Letters?
- Nora Kinal
- Robin Rodrigue
For complete setup of emailing letters, refer to the instructions below.
It is recommended the user logged into the system has an email established email account in the system.
Users should not login with "admin" in order to run email exports.
Additional Insight to Emailing Letters
When emailing letters, if a letter is manually queued (e.g. Student Lookup | Letters | Queue), the letter will be sent to the SIS email on file and not the App email.
When reprinting a batch (Home | Review Batches | Reprint Batch(es) ), any batches previously set to email will be printed - not emailed.
Review/Establish Email Address for Users
- Locate the Admin and Maintenance tab and select Users.
- In the Email Address column, click and add or edit the user's email address. Click Save Changes after you are done.
Establish Host Server Details
- Locate the Admin and Maintenance tab and select System Settings.
Select the Email tab and establish SMTP details and click Ok once you are done.
Contact your IT department for SMTP setup details.
Establish Custom Text in the Form of Custom Strings (Optional)
Custom Strings allow you to add additional text to letters. There are numerous steps to complete in order for this to work.
- Locate the Admin and Maintenance tab and select Miscellaneous Setup. Then, select the Letters and User-Defined Tokens.
- Complete Custom Letter Token details. Click Save Changes after you have established Custom Letter Token details.
- Token Name - A title to differentiate customized additions.
Token Names must start with two (2) letters or an underscore and can only contain letters, numbers, and underscores. Spaces are not allowed.
- Kind - Choose if the custom token is Plain Text, Rich Text, or a Formula.
- Formula - If the Kind is set as a formula, use the ellipsis button to complete formula options.
A good understanding of SQL language and queries are necessary in order to create successful formulas.
- Locate the Admin and Maintenance tab and select Miscellaneous Setup. Then, select the Letters and Custom Strings.
Locate and expand Section: custom by clicking the plus + sign. Then, Enter custom information for the resource in the Custom Text column. Click Save Changes when you are done.
If you have additional language letters, you must complete the Custom Strings for each language. Translations are completed by someone in-house of the District.
- Locate the Admin and Maintenance tab and select Miscellaneous Setup. Then, select the Letters and Letter Templates.
- Choose Add to create a new letter template. You may also select an existing Letter Template and choose Edit Printed Template or Edit mail Template to edit the template.
- Make changes to the template.
- Make any adjustments to existing bands, fields, labels, and text boxes to ensure you have room for the Custom Text.
- Select the Field List tab and scroll to locate UserDefinedTokens and click the plus + sign to expand options. (You can also type the field name.)
- Select the field by clicking on it and dragging it to the letter template.
- Make necessary adjustments to the size of the field box.
- Click the Preview button at the bottom of the screen to view the letter.
Click the Save 
button after you have made all the necessary changes.
- Make any adjustments to the Subject and Body of the template.
- Select Insert Token to add student application information fields to the template. The location of your text cursor in the template will determine the location of the token.
- Click the Test Preview button to view the email letter.
- Select the checkbox to Attach a PDF document including the printed letter.
Click the Save Changes button after you have made all the necessary changes.
Establish Letter Batch Kinds Rules
- Locate the Admin and Maintenance tab and select Miscellaneous Setup. Then, select the Letters and Letter Batch Kinds.
- Use the drop-down arrow to select the Letter Template for a letter if you have created a customized letter template.
Click the plus + next to Normal Letters. Drag and drop letter reasons to the Letter Reasons box for the appropriate template.
Click the Output Rules tab to establish output settings.
Establish output rules by entering sequences. The first sequence should be an email output. If an email does not exist, the second sequence will then place letters in the print queue.
Configure formulas for each sequence by clicking the ellipsis
button. Each District's output rules may vary according to regulations or preferences. Test the formula before clicking Ok to apply the formula.
- Click the Save Changes button at the top-left corner of your screen when you are done.
Establish Letters to Export
- Locate the Admin and Maintenance tab and select Advanced Setup. Then, select the Exports.
- Click the Add New button and select Email Letters from the Add New Export window. Then, click Ok.
- In the Configure Export window, enter a description of the export. Then, click the Setup button.
- In the Setup Email Letters window, use the drop-down arrow to select the Letter Batch Kinds. Then, click Ok.
- Click Ok in the Configure Export window to save changes.
Export Letter Data and Establish Scheduled Jobs
- Locate the Utilities tab and select Advanced. Then, select the Export Data.
. - Select the data you wish to export and click Run.
- (Optional) Locate the Admin and Maintenance tab and select Advanced Setup. Then, select the Scheduled Jobs.
- Select the nightly or daily tasks and click the Edit button.
- Click the Add Task button.
- Choose the Export Data task and click Ok.
- Choose the export you wish to include in nightly tasks and click Ok.
- Click Ok in the Edit Scheduled Job window to save changes. Select Run Now to run the Export now or Close to the close Scheduled Job Maintenance window.
