Overview
This KB reviews ISSS Student's Letter Templates and the process of creating and editing these templates.
- Navigating to the Letter Templates
- Creating a Letter Template
- Step 1: Navigate to Letter Templates and Click the Plus button
- Step 2: Create the Letter
- Editing a Letter Template
- Using Letter Templates for Students
Navigating to the Letter Templates
To move to the Letter Templates, the ISSS Admin will go to Configuration > Letter Templates.
The ISSS Admin will land on a dashboard with a list of any existing letter templates. This list can be sorted by Name or Description. Above the list of emails is a search field to make finding an email template easier.
Creating a Letter Template
Step 1: Navigate to Letter Templates and Click the Plus button
To create a new letter template, click on the plus button located in the lower right corner of the screen. A letter template modal will open, in which Admins can enter the letter name description, upload letterhead, and letter content.
Step 2: Create the Letter
Begin by giving the letter template a title and a description. Letterhead can also be uploaded and added to the letter. Note: letterhead must be uploaded using an image file format (.jpg, .png, etc.). It is not currently possible to upload letterhead as Word or PDF files.
Next, compose the letter’s content. A WYSIWYG editor has been included and the letter can be formatted with content merge.
Scrolling down further in the modal window, the ISSS Admin will also have the option to preview the letter before saving. Click the 'refresh preview' button to view the preview after any edits have been made.
Once the letter template has been set up, click the save button in the lower right-hand corner. The modal window will close and the letter template will appear in the list of letter templates.
Editing a Letter Template
To edit a letter template, click on the name of the template that needs editing. The modal window that was seen when creating the letter template will appear and from here the ISSS Admin can edit and preview any changes.
Using Letter Templates for Students
To generate a letter template for a student, click into the student’s record. A Generate Letter button will appear in the upper right corner. It looks like a box with lines written, select this button.
Admins will land on a Letter Template modal window. In this window, Admins can either create an original letter for the student or apply one of the existing templates. Admins can also make the letter Visible to Student, meaning students will be able to view a copy of the letter in their Student Profile.
If creating an original letter, simply enter the Name, Description, upload letterhead if applicable, and create the content. Admins can first Preview the letter if desired, and once ready to reply, click Generate.
To apply a template, select the Use Letter Template box in the upper left corner. A “Search Letter Template” search box will appear to the right of this box. Clicking in the search box will produce a dropdown list of any existing letter templates, or Admins can type the name of the letter template they need.
After selecting the desired template, the rest of the fields should auto populate with the information from the letter template. Content merge fields should autofill with correct student information in the Preview screen. Once ready to deploy, Generate in the bottom right corner.
After generating letter, a pop-up asking if you wish to email the letter to the student will also appear. If opting to email, the letter can be attached as a PDF by clicking Attach Generated Document.
Once the letter has been generate for the student, a PDF of the letter will be visible in their record under the Documents tab. If the Admin selected "Visible to Student" while generating the letter, the student will also be able to view a PDF of the letter in their Student Profile under Control Center - Documents.