InformationNOW Letters

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1 InfrmatinNOW Letters Abut this Guide This Quick Reference Guide prvides an verview f letters in InfrmatinNOW. There are three types f letters: Student: May be used t create varius letters, frms, custmized labels r certificates. Attendance: May be printed based n daily r perid attendance recrds, number f absences, specific attendance cdes and a date range. Discipline: May be printed based n a date range, infractins, dispsitins and demerits. Access t letters is cntrlled thrugh permissin maintenance. Additinally, letters are unique t the schl. If a letter is created fr ne schl, it will nt be visible t users in anther schl. Once a letter has been created, it cannt be mdified. Nte: After a letter has been sent t a student, Chalkable recmmends that users d nt delete the letter frm the list. See the nte at the end f the sectin Viewing Sent Student Letters n page 12 fr mre details. Data Surce fr Letters Letters within InfrmatinNOW utilize a data surce which cntains the varius merge fields that may be inserted int the letter. The merge fields available depend n the letter type selected. T allw multiple users t access the same data surce, it is recmmended that an administrative user create a flder (with a name such as \\InfNwLetters\) n a shared netwrk drive that is accessible by all users. Within this flder, create three additinal flders representing the three types f letters: Attendance, Discipline and Student. Dwnlad Data Surce This is a ne-time nly step that must be perfrmed fr each f the three letter types. Once the data surce is created fr each letter type, it is nt necessary t create the data surce again unless advised t d s by Supprt. Quick Reference Guide Chalkable_ InfrmatinNOW Letters 1

2 Attendance Letters Data Surce G t Schl/District Setup and select the lkup f Letters. Chse the letter type f Attendance and then click Refresh. Previusly created letters will display. Click Add. Cnfirm that the crrect letter type f Attendance is selected. Enter a name (ex.: 5 Unexcused Daily Absences). Descriptin is ptinal. Click Create r, if desired, click Cancel t exit the Add Letter screen. On the Setup: Letters screen, click the name f the letter just created. Click Dwnlad Datasurce. Quick Reference Guide Chalkable_ InfrmatinNOW Letters 2

3 Save the DataSurce.txt file t the desired flder (ex.: \\InfNOWLetters\Attendance flder). Nte: If Internet Explrer is being used and the Save/Open screen des nt pen, try hlding the Ctrl key while clicking Dwnlad Surce. If this des nt slve the prblem, in the main brwser windw, g t Tls Internet Optins and select the Security tab. Click Custm Level. Under the Dwnlads sectin, enable Autmatic prmpting fr file dwnlads. Click OK t save the changes and then click OK t clse the Internet Optins screen. When save is cmplete, click Clse. Discipline Letters Data Surce G t Schl/District Setup. Select the lkup f Letters. Select the letter type f Discipline and click Refresh. Previusly created letters will display. Click Add. Cnfirm that the crrect letter type f Discipline is selected. Enter a name (ex. Parental Ntice). Descriptin is ptinal. Click Create r if desired, click Cancel t exit the Add Letter screen. On the Setup: Letters screen, click the name f the letter just created. Click Dwnlad Datasurce. Save the DataSurce.txt file t the desired flder (ex.: \\InfNOWLetters\Discipline flder). When save is cmplete, click Clse. Student Letters Data Surce G t Schl/District Setup and select the lkup f Letters. Chse the letter type f Student and click Refresh. Previusly created letters will display. Click Add. Cnfirm that the crrect letter type f Student is selected. Enter a name (such as Field Trip). Descriptin is ptinal. Click Create r click Cancel t exit the Add Letter screen. On the Setup: Letters screen, click the name f the letter just created. Click Dwnlad Datasurce. Save the DataSurce.txt file t the desired flder (ex.: \\InfNOWLetters\Student flder). When save is cmplete, click Clse. Letter Setup Attendance Letters Setup Nte: Each versin f Micrsft Wrd may wrk a little differently when accessing the DataSurce.txt file. Quick Reference Guide Chalkable_ InfrmatinNOW Letters 3

4 Open a new Micrsft Wrd dcument. Click n the Mailings tab. Click the Select Recipients icn and select Use an Existing List Navigate t the flder in which the DataSurce.txt was saved (ex.: \\InfNOWLetters\Attendance flder). Highlight the DataSurce.txt file and click Open. Field Delimiter shuld be set t (Tab). Recrd Delimiter shuld be (enter). Click OK. Nte: If the Insert Merge Field buttn des nt display n the tl bar at tp, click View Tlbars Custmize Cmmands tab (if using a versin f Wrd prir t Wrd 2007, select Tls Custmize Cmmands tab). Select Mail Merge frm list at left and scrll t the Insert Merge Field ptin. Drag/drp the Insert Merge Field buttn t the tlbar. Use Micrsft Wrd t create the letter. Use the Insert Merge Field buttn t add data elements frm InfrmatinNOW, including Guardian, Schl and Student data. When finished, click File Save as. Navigate t the flder where the data surce was created (ex.: \\InfNOWLetters\Attendance flder). Give the file a meaningful name (ex.: 5dayunexcused). Click Save. Exit Micrsft Wrd. Quick Reference Guide Chalkable_ InfrmatinNOW Letters 4

5 In InfrmatinNOW, g t Schl/District Setup r System Preferences Setup. Select the lkup f Letters. Select the letter type f Attendance. Click Refresh. T edit an existing letter, click the name f the letter. T create a new letter, click Add. Type the name f the letter. If desired, enter a descriptin. Click OK. Click Cancel t exit the Add Letter screen. T edit, click the name f the letter. Click Chse File. Brwse t the flder in which where the Micrsft Wrd.dc file was created. Click the name f the letter that was created and click Open. The uplad is very quick. The name f the letter will display when cmpleted. Quick Reference Guide Chalkable_ InfrmatinNOW Letters 5

6 Click OK t save the changes t the letter. Nte: Delete a letter by clicking n the trash can icn. Discipline Letters Setup The steps in the Attendance sectin abve may be duplicated t create discipline letters. Letters shuld be saved t the discipline letter flder (ex.: \\InfrmatinNwLetters\Discipline\). The list f available merge fields includes disciplinespecific data. Student Letters Setup The steps in the Attendance sectin abve may be duplicated t create student letters. Student letters shuld be saved t the student letter flder (ex.: \\InfrmatinNwLetters\Student\). The list f available merge fields includes student and guardian data. Cpying Letters Existing letters may be cpied frm ne schl t anther, perfrm the fllwing steps: Lg int the schl t which the letter is t be cpied. G t Schl/District Setup. Select Letters frm the Select a lkup drp-list. Select the Letter Type (i.e., Student, Attendance, Discipline) frm the drp-list and click Refresh. Click Add t create a new letter. D nt select a Letter Type r enter a Name. This will be ppulated when the letter is cpied. Click Cpy A Letter under the Tasks menu. Quick Reference Guide Chalkable_ InfrmatinNOW Letters 6

7 On the Cpy A Letter frm, select a schl frm the list. Click OK t cpy the letter t the selected schl. Nte: When a letter is cpied frm Schl A t Schl B, the OLD COPY f the letter will be renamed t include the name alng with the date and time the letter was cpied. The newly cpied letter will remain the same. Fr example, when a letter is cpied frm Schl A t Schl B n April 20, 2016 at 3:00 pm, with the name f 5 day attendance letter, and a letter already exists at Schl B with the same 5 day attendance letter name, the fllwing will ccur: The existing (i.e., ld) letter at Schl B will be renamed t 5 day attendance letter_ _ The new letter frm Schl A will be added t Schl B with the name 5 day attendance letter. Uplad A Letter Once the letter is created, the actual Micrsft Wrd dcument, including all f the data merge fields, must be upladed. Frm the Setup: Letters screen, click the name f the letter that was just cpied frm anther schl. Click Chse File. Click Brwse t lcate the Micrsft Wrd file cntaining the letter cntent including data merge fields. Click OK t uplad the letter. The screen will flash and return t the same state as befre. Click OK t exit the Edit Letter screen. Quick Reference Guide Chalkable_ InfrmatinNOW Letters 7

8 Printing Letters Letters may be generated frm the crrespnding mdule (ex.: Attendance Reprts Attendance Letters) r frm the Reprts menu. Printing Attendance Letters G t Attendance Reprts Attendance Letters r t Reprts Attendance Letters. Student Filter: Attendance letters will be generated fr students wh have reached a specific threshld f absences. T check a subset f students, select the apprpriate filter. T check all students, leave the Student Filter blank. *Start Date: Enter the Start Date frm which t begin cunting absences. Fr example, t start cunting frm the beginning f schl, enter the 1 st day f attendance fr the schl year. *End Date Range: Enter the End Date Range. Fr example, t print letters fr students wh have accrued 3 unexcused absences since the start f the schl year (ex. 08/08/2016) and wh hit this 3-absence mark during the first tw weeks f schl, users wuld set dates as belw: Quick Reference Guide Chalkable_ InfrmatinNOW Letters 8

9 The prgram will cunt absences beginning frm the start date (08/08/2016) and will include any students wh hit the 7-absence mark within the dates f 08/08/2016 and 08/19/2016. *Letter: Select the type f letter frm the drp-list. *Order By: Select the Order By f Distributin Perid, Grade Level, Last Name, Student Number r Zip Cde. Include Withdrawn: Check t include students wh are currently withdrawn. Include Absences: Check t include the absences n the reprt. If selected, the Absence Reasns, Number f Absences and Absence Type fields will becme active. *Absence Reasns: Optinal. Select the Absence Reasn type (Excused, Unexcused). When selected, all absence reasns matching the selected type will be checked belw. Alternately, users may check each individual absence reasn cde t be included in the cunt. Use Ctrl+click r Shift+click t select multiple reasns. If n Absence Reasns are selected, all absence reasns will be included in the cunt. *Number f Absences: Enter the threshld f absences fr which t generate letters. Fr example, t generate letters fr students wh have missed 5 absences within the specified date range, enter a 5. Absence Type: Select the absence type f Daily, Acrss All Perids (absences in any perid) r In A Single Perid (absences ccur in the same perid). Include Tardies: Check t include the tardies n the reprt. If selected, the Tardy Reasns, Tardy Cunt and Tardy Type fields will becme active. *Tardy Reasns: Optinal. Select the Tardy Reasns type (Excused, Unexcused). When selected, all tardy reasns matching the selected type will be checked belw. Alternately, users may check each individual tardy reasn cde t be included in the cunt. Use Ctrl+click r Shift+click t select multiple reasns. If n Tardy Reasns are selected, all Tardy Reasns will be included in the cunt. *Number f Tardies: Enter the threshld f tardies fr which t generate letters. Fr example, t generate letters fr students wh have missed 5 tardies within the specified date range, enter a 5. Tardy Type: Select the tardy type f Daily, Acrss All Perids (tardies in any perid) r In A Single Perid (tardies ccur in the same perid). Wrking Filter: A wrking filter is a user-specific tl which allws students r staff frm a reprt t be saved fr use in additinal functins. Fr example, when generating the Hnr Rll reprt, users may select t save the students frm the reprt t the wrking filter. This wrking filter may then be used t generate mailing labels t use fr sending bumper stickers. Wrking filters are available when reprts are generated and when the student and staff search screens are used. Nte: Each InfrmatinNOW unique user lgin has a unique wrking filter fr bth students and staff. Under the Wrking Filter sectin, check t Save T Wrking Filter. Append T Existing: Bullet t add the students frm the Hnr Rll reprt t the existing list f students in the wrking filter. Overwrite Existing: Bullet t clear the wrking filter f all students befre adding students frm the Hnr Rll reprt t the wrking filter. Click Execute. Letters will be generated fr students wh have met the specified criteria. Printing Discipline Letters G t Discipline Reprts Discipline Letters r t Reprts Discipline Letters. Quick Reference Guide Chalkable_ InfrmatinNOW Letters 9

10 Student Filter: Discipline letters will be generated fr students wh have met certain criteria fr discipline recrds. T check a subset f students, select the apprpriate filter. T check all students, leave the Student Filter blank. *Start/End Date: Enter the Start Date and End Date range. Infractins: Select the desired Infractins t include. Fr example, t generate letters nly fr students wh cmmitted burglary infractins during the specified date range, select Burglary. Use Ctrl+click r Shift+click t select multiple infractins. If n infractins are selected, letters will be generated fr all students with any infractins within the specified date range. Dispsitins: Select the desired Dispsitins t include. Fr example, t generate letters nly fr students wh received detentin during the specified date range, select Detentin. Use Ctrl+click r Shift+click t select multiple dispsitins. If n dispsitins are selected, letters will be generated fr all students with any dispsitins within the specified date range. *Letter: Select the Letter frm the drp-list. *Default ID fr Student Number Merge Field: Select the Default ID t print. This ID will print nly if the StudentNumber merge tag was added when the letter was created. If the StudentNumber tag was nt added t the letter, n ID will print n the letter. *Order By: Select t rder by Grade Level, Last Name, Student Number r Zip Cde. Demerits Range: T print letters fr nly thse recrds with demerits within a specified date range, check Include Demerit Range and enter the High and Lw Value. Only letters with demerits within that range will be printed. Infractins/Dispsitins Descriptin: T include the Infractin/Dispsitin descriptin within the letter and nt just the cde such as DET fr detentin, check t include Infractin/Dispsitin Descriptin. Wrking Filter: A wrking filter is a user-specific tl which allws students r staff frm a reprt t be saved fr use in additinal functins. Fr example, when generating the Hnr Rll reprt, users may select t save the students frm the reprt t the wrking filter. This wrking filter may then be used t generate mailing labels t use fr sending bumper stickers. Wrking filters are available when reprts are generated and when the student and staff search screens are used. Quick Reference Guide Chalkable_ InfrmatinNOW Letters 10

11 Nte: Each InfrmatinNOW unique user lgin has a unique wrking filter fr bth students and staff. Under the Wrking Filter sectin, check t Save T Wrking Filter. Append T Existing: Bullet t add the students frm the Hnr Rll reprt t the existing list f students in the wrking filter. Overwrite Existing: Bullet t clear the wrking filter f all students befre adding students frm the Hnr Rll reprt t the wrking filter. Click Execute. Printing Student Letters G t Students Reprts Student Letters r t Reprts Student Letters. Student Filter: Select the desired filter f students. T generate letters fr all students, leave the Student Filter blank. Terms: If the StudentSchedule merge tag was used when creating the letter, select which term t be included. T include the cmplete schedule, use Ctrl+click r Shift+click t select all terms. *Letter: Select the Letter t be generated. *Default ID fr Student Number Merge Field: Select the Default ID t print. This ID will print nly if the StudentNumber merge tag was added when the letter was created. If the StudentNumber tag was nt added t the letter, n ID will print n the letter. *Order By: Select t rder by Grade Level, Last Name, Student Number r Zip Cde. Include: Check t include student s current fee balance n the letter. Wrking Filter: A wrking filter is a user-specific tl which allws students r staff frm a reprt t be saved fr use in additinal functins. Fr example, when generating the Hnr Rll reprt, users may select t save the students frm the reprt t the wrking filter. This wrking filter may then be used t generate mailing labels t use fr sending bumper stickers. Wrking filters are available when reprts are generated and when the student and staff search screens are used. Nte: Each InfrmatinNOW unique user lgin has a unique wrking filter fr bth students and staff. Under the Wrking Filter sectin, check t Save T Wrking Filter. Quick Reference Guide Chalkable_ InfrmatinNOW Letters 11

12 Append T Existing: Bullet t add the students frm the Hnr Rll reprt t the existing list f students in the wrking filter. Overwrite Existing: Bullet t clear the wrking filter f all students befre adding students frm the Hnr Rll reprt t the wrking filter. Click Execute. District-Wide Letters The ability t generate District-Wide Letters is available fr bth Student and Attendance letters. The creatin f the district letters wrks just as the creatin f schl level letters. T create district-wide letters g t Schl/District Setup. Select District Letters frm the list. Select either Student r Attendance and click Refresh. Click Add t insert a new letter. T generate district-wide letters g t Reprts District. Select t generate Attendance Letters r Student Letters. Generating Letter fr Single Student T manually generate a single letter fr a student, access ne f the fllwing: Students Student Maintenance: Search fr and select t View a student. Select the Student Letter link under the Reprts menu. Students Student Maintenance: Search fr and select t View a student. Click Discipline under the Manage menu n the left. Click the Discipline Letter link. Students Student Maintenance: Search fr and select t View a student. Click Attendance under the Manage menu n the left. Click the Attendance Letter link. Viewing Sent Student Letters When a letter is sent t a student, a recrd is saved t their file. T view a student s histry, perfrm the fllwing steps: G t Students Student Maintenance. Search fr and select t View the student. Click the Letters link under the Manage menu n the left. A list f previusly sent letters will display, alng with the letter name, type and date sent. T view a letter, click the name f the letter that appears as a blue link. Nte: When a letter is sent t the student, the data elements f the letter are saved. Hwever, an actual capture f the letter is nt saved. When the letter name is clicked t view a previusly sent letter, the student data elements are re-merged with the letter that was created under System Preferences Setup Letters. Therefre, it is strngly recmmended that users d NOT delete a letter nce it has been sent t a student. Fr example: If a 3-day attendance letter is sent and then a new frmat is upladed, the next letter may nt re-merge exactly the same way. If a letter is deleted, it may nt be remerged and pened r saved. Quick Reference Guide Chalkable_ InfrmatinNOW Letters 12

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