Letter Queue

The Letter Queue is tied directly to the Workflow Triggers. Letters that are created by a workflow trigger are stored in the queue until a designated person prints or sends the letters. Example: A workflow trigger is set up to create a letter if a student is absent more than 3 days. When a student is absent 3 times, the workflow trigger sends a letter to the queue. The designated person must then pull up the queue and print those letters.

Several other features can send a letter to the queue, such as when a grade is posted or changed; for more information on set up, see System Preferences > School Preferences/Default School Preferences > Grading tab or Students > Print Letters & Send Email.

Setting Search Criteria

1. From the Students menu, click Letter Queue.

Letter Queue

This navigates to the Letter Queue screen, where a Student Search module displays in addition to More Search Options.

Letter Queue

For details on how to search for students and utilize the Student Search module, see Searching for Students.

2. If searching for specific students by name or student number, type the information directly into the Student text box.

To pull data for all students, leave the Student Search text box empty.

3. For a more advanced search and the ability to define a specific subset of students, click More Search Options. In the example shown, Grade 09 has been selected; therefore, data will be pulled for students in 9th grade.

4. If using a specific Letterhead Template for your letters, select the template from the corresponding pull-down. Note: Letterhead Templates are set up by the district (Setup > Letterhead Templates).

5. If student groups have been set up (Students > Student Groups), you can pull a specific group of students using the Student Group pull-down.

6. The last options are to Search All Schools and to Include Inactive Students.

a. If Include Inactive Students is selected, two additional options will display: Include Previous Years Inactive Students and Use Most Recent Enrollment.

When you search all schools, and select a student, the student's primary school is selected from the Schools pull-down located in the header automatically.

7. When the Student Search and/or More Search Options has been defined, click Search to go on to the next page. If needed, you can Reset to clear everything on the page and start over.

The Letter Queue

Conducting the student search yields specific results, as shown in the image below via a new Letter Queue screen where additional settings are available.

Letter Queue

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 students who meet the criteria set up in the Workflow Triggers.

Letter Queue

2. Select the check box to Include Printed/Emailed Letters in your Letter Queue; i.e. student letters that have been removed from the queue because they have been printed or emails removed after being sent.

Letter Queue

3. Click Update.

Letter Queue

Students who meet Workflow Triggers set up within the selected Report Timeframe and student search criteria are listed in the Simple List and Customized List.

Letter Queue

To return to the Search Screen to start again and conduct a different student search, click the corresponding tab.

Letter Queue

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.

Letter Queue

a. If you elect to Send Emails, you must also select the Recipient; options include Email to Student, Email to Primary Contact, or Email to All Custodial Contacts.

Letter Queue

5. Select the check boxes next to the Recipient name to delete, preview, print, or email the letter.

Letter Queue

Select the check box in the header to select all students listed at once.

Letter Queue

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.

Letter Queue

a. Delete: Click the Delete button to delete selected students' 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 Students > Student Info > Letter Logging tab.

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 Students > Student 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 Students > Student Info > Letter Logging tab.

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.

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 Students > Student Info > Letter Logging tab.

ii. If the letter has been printed or emailed with log entries, the letter will be logged in Student Info, as shown in the image below.

User Info

From the Letter Log, you can view and edit the Recipient, the Date, the Subject, the Body, the Sender, the Time, and the Recipient Email. 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.

Additional Features

Use the Filter text box located at the top of each pull-down for a quick search. Begin typing the name or number of the desired field.

Click the Check all visible and Clear selected links for quick selections. In the example shown, data will be pulled for students in all the selected courses.

Click the floppy disk icon to export the listed data to an Excel spreadsheet.

Click any of the headers to sort data. Click once for ascending results; click twice for descending results. In the image shown, results have been sorted by clicking on Recipient twice; therefore, the listed students start with H.

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 students, 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.