Add a new letter template

To add a new letter template in Ed:gen, follow the steps below:

  1. In the Pupil Manager module, select a student record tab and select Templates.

    2. The letters template tabs are displayed:

  2. Click Create Letter Template. The Letter Preview window is displayed:
  3. Enter a clear and concise Letter Name. The nature of the letter must be clear as this is listed when you select a letter to send.
  4. Select a Letter Category:
    • 'Shared Letter Templates' can be selected by any user with access to student records.
    • Select 'My Letter Templates' for any letters which are solely for your own use. This is useful for communication which you want to control, such as offer letters.
  5. Select who to Send Letter To:
    • Parents/Contacts. Letters can be sent to any student contact who has the Mail Options of All Merges or Correspondence selected in Student Contacts.
    • School. Letters can be sent to a student's previous, current or future school.
  6. Select whether the letter is related to the Parent Portal or not. Parent Portal letters are sent to parents to help them activate their portal accounts.
  7. Write the body of your letter in the free text box:
    1. Add fields using the drop-down lists available, where required. Some fields are already entered for you.
    2. Use the standard toolbar to format your letter, as required. You do no need to add header and footer information here.
  8. Click a Save Letter. You are prompted Are you sure you want to save this letter?
  9. Click OK. A preview of your letter is displayed:
  10. Choose to either:
    • Print Letter to keep a hard copy on file.
      or
    • Edit Letter to return to the Letter Preview window and amend the letter.
      or
    • Close Window. Your template is listed and is ready to use.