Processing Letters

This procedure provides an overview of the steps to generate letters.

Create and merge data file

1. Use the appropriate calculation option to determine which students should receive letters.
   • Attendance: Attendance > All > Attendance Communications > Attendance Criteria Calculation
   • Behavior: Interventions > All > Behavior Communications > Behavior Criteria Calculation
   • Medical: Medical > All > Utilities > Validate Immunizations
   • Home Access Center: There is no separate option to calculate records.
   • Student Success Plan: Interventions > All > Success Plan Communications > Tests Calculation
2. If desired, use the appropriate option to generate the list of students who will receive letters.
3. Use the appropriate option to create a data file that can be merged with your letters. A separate record is created for each letter a student will receive. For example, if a student is eligible for two attendance letters, he or she will have two records in the data file. If multiple contacts have the letter flags checked, separate letters will be created for each contact.
   • Attendance: Attendance > All > Attendance Communications > Send Communications
   • Behavior: Interventions > All > Behavior Communications > Send Communications
   • Medical: Medical > All > Communications > Send Communications
   • Home Access Center: Registration > Utilities > Tools > Generate HAC Credentials
   • Student Success Plan: Interventions > All > Success Plan Communications > Send Communications
4. Transfer the data file to your local machine. Make sure to save the file to the letter directory where you merge letters.
   To locate the download file, click Tasks/Reports on the Navigation bar. The file will be listed on the Tasks and Reports page's Reports panel.
5. If the default file name includes the date and time the file was created, rename the file as needed. This file name is used as the data source for your merge file so it must match what you used when defining your form letter. For example, you may remove the date and time and add building number to the name if each building has a different form letter.
6. Open your form letter in Microsoft Word and merge the data file to create your letters.