The Letter Queue is tied directly to Workflow Triggers. Letters that are created by a workflow trigger are stored in the queue until a designated user prints or sends the letters. Example: A workflow trigger is set up to create a letter if a user's name is changed. When a user's name is changed, the workflow trigger sends a letter to the queue in order to validate the change with the user in question. The designated user must then pull up the queue and print those letters.
1. From the Users menu, click Letter Queue.
From the Search module, the Search Screen tab is selected by default. This displays the Find a User module, which includes a search bar, the More Search Options feature, and options to Search All Schools, Include Parents, Include Inactive Users, and Only Show Most Recent Enrollment.
2. Enter the user's name or ID in the User text box.
The search bar is not case sensitive, and full or partial entries can be in either a “first last” or “last, first” format. The comma is necessary in the “last, first” format. A full user name or ID number can also be entered into the search bar. Searching for “ab” will pull every user whose first or last name begins with “Ab“ into the search results. To pull last names that start with Ab add a comma: enter Ab, in the search box.
3. Click More Search Options to search for groups of users with similar information in any number of user fields and/or user data.
a. A list of modules displays that can be opened and closed with the gray triangle. Set as many selections as needed to yield more specific search results. In the example shown, the user search will be defined by the Teacher Profile and the Female Gender.
4. To set a specific Letterhead Template for letters to be printed from the letter queue, select the template from the corresponding pull-down. Letterhead Templates are set up by the district.
5. Select the Search All Schools check box to include users from all schools in your search. Select the Include Parents check box to include parents in your search. Select the check box to Include Inactive Users in your search.
When you search all schools, and select a user, the user's primary school is selected from the Schools pull-down located in the header automatically.
5a. Select the Only Show Most Recent Enrollment check box for the most recent enrollment determined by start date, then end date, and finally by user_enrollment id. When this option is selected:
- A new user with no profiles assigned (enrolled) at all displays as “Invalid Profile” or not at all because there is no enrollment to show.
- If a user has multiple profiles at one school, it will return the most recent enrollment at that school (there will be one record row for that user).
- If a user has profiles at multiple schools, it will return the most recent enrollment at each school (there will be one record row for that user at each school).
6. When all parameters have been set, click the Search button.
7. To bypass the search, you can click the User List tab, which will display all letters for all users from the selected school. You also have the option to click Search while leaving the User search text box empty.
Conducting the user search yields specific results, as shown in the image below via a new Letter Queue screen where additional settings are available.
1. Set a Report Timeframe using the day, month, and year pull-downs or by clicking the calendar icons to select a date. The date selected here will pull users who meet the criteria set up in Workflow Triggers.
2. Select the check box to Include Printed Letters in your Letter Queue; i.e. user letters that have been removed from the queue because they have been printed.
3. Once all parameters have been set, click the Update button.
Users who meet Workflow Triggers set up within the selected Report Timeframe and user search criteria are listed in the User List.
To return to the Search Screen to start again and conduct a different user search, click the corresponding tab.
4. Select the Method of how the letters should be distributed, by print or email. Select Print Letters to print physical letter for select students. Select Send Emails to email the letter to select students.
If you elect to Send Emails, the Recipient defaults to Email to User.
5. Select the check boxes next to the Recipient name to print the letter.
Select the check box in the header to quickly select all recipients.
6. Once you have selected the appropriate recipients, select the desired action button; options include: Delete, Preview, Print Without Adding Log Entries or Email Without Adding Log Entries, and Print Letters & Add Log Entries or Email Letters & Add Log Entries.
a. Delete: Click the Delete button to delete selected users' letters from the queue.
b. Preview: Click the Preview button to review the letter before printing. When finished, click Return to Focus.
c1. Print Without Adding Log Entries: Click Print Without Adding Log Entries to open the letter in a PDF print preview where you can print the letter without the letter being logged via Users > User Info > Letter Logging tab. See an example of a Letter Log below.
i. From this screen you have several options including, Rotate clockwise (circular arrow), Download as a PDF (down arrow), Print (printer icon), Fit to page (small inner arrows), Zoom in (plus sign), and Zoom out (minus sign). When finished, click Return to Focus to return to the Letter Queue.
c2. Email Without Adding Log Entries: Click Email Without Adding Log Entries to open a preview of the email sent and view a confirmation message ensuring you that the emails have been sent without the letter being logged via Users > User Info > Letter Logging tab.
d1. Print Letters & Add Log Entries: Click Print Letters & Add Log Entries to open the letter in a PDF print preview where you can print the letter and record the letter history via Users > User Info > Letter Logging tab.
d2. Email Letters & Add Log Entries: Click Email Letters & Add Log Entries to open a preview of the email sent and view a confirmation message ensuring you that the emails have been sent. Once emailed, a record of the email(s) is stored via Users > User Info > Letter Logging tab.
You can only log entries via Letter Log if the field has been enabled by the district via User Fields. When enabled, the letter will display in the selected category (tab) as shown in the image below. Note: Permissions must be set in User Fields as well as Profiles > User Fields.
If the letter has been printed, the letter will be logged in User Info, as shown in the image below.
i. From the Letter Log, you can view and edit the Recipient, the Date, the Subject, the Sender, the Time, and the Recipient Email. To View/Edit the letter, click the corresponding button. To Print the letter, click the corresponding button. You can also download the letter as a PDF (Download File icon) or delete the file generated (Delete File icon). Hover over the (Save to Upload) fields for additional options: Scan, Upload, Take Photo, and expand.
Click the floppy disk icon to export the listed data to an Excel spreadsheet.
You can sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.
Click the Filter button to add Filter Rules to the Letter Queue. Start by adding one rule, such as Letter Template Contains phone, as shown in the image. The first pull-down is the listed columns. The second pull-down is the rule, such as contains, equal, starts with, etc. Then enter the information you'd like to filter by in the text box. Once entered, click Run Filter.
a. Click Add Rule to add an additional filter.
b. Clear the filter(s) by clicking Clear Rules.
c. To remove just one rule/filter, click Remove next to each listed filter.
d. Select AND or OR from the AND/OR pull-down to determine how filter rules are applied when using more than one filter rule.
Click Filters to further breakdown data.
a. To add more than one filter to a column, click on the green plus sign.
b. To delete an added filter, click on the red minus sign.
c. Select the gray arrow for more filtering options.
For more information see Filters.
If looking for specific information housed within the resulting users, type the information in the Search text box provided and press Enter.
To make the list full screen, click on the expansion icon (four arrows) next to the Search text box. Once in full screen mode, click the icon again to exit full screen.