Edit a letter template

Edit a template for the letters used in Ed:gen. Choose to:

Edit the layout or content of a letter

To edit a letter template, follow the steps below:

  1. In the Pupil Manager module, select a student record tab and select Templates. The letter templates tabs are displayed:
  2. Select the Letter Category tab that you want to work with.
  3. Click on a Letter Template Name to preview the letter:
  4. Click Edit Letter.
  5. Edit the Letter Name, if required. The nature of the letter must be clear as this is listed when you select a letter to send.
  6. Edit the 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.
  7. 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.
  8. Select whether the letter is relating to the Parent Portal or not. Parent Portal letters are sent to parents to help them activate their portal accounts.
  9. Edit 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.
  10. Either:
    • Click Save Letter to overwrite the existing letter. You are prompted Are you sure you want to save this letter?
      or
    • Click Save As New to save both the original and the amended letters. You are prompted Are you sure you want to save this letter as a New Letter?
  11. Click OK. A preview of your letter is displayed.
  12. 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 further.
      or
    • Close Window. Your template is listed and is ready to use.

Change the letter category

To change who can send a standard letter, follow the steps below:

  1. In the Pupil Manager module, select a student record tab and select Templates. The letter templates tabs are displayed:
  2. Select the letter template tab you want to work with.
  3. Click either:
    • The green traffic light icon to share a letter with other users.
      or
    • The red traffic light icon to list a letter as solely for the use of the author. If you are not the author you will no longer be able to use this letter.

    The letter is now listed under the category tab it has been assigned to.