The Print Letters & Send Email screen provides a convenient way for administrators to send letters and forms to either a single user or multiple users at once. Formal, formatted letters can be created, printed and/or emailed.
Print Letters & Send Email is in the process of migrating to Communication > Templates. In order to migrate letters yourself, click Migrate Letters.
You must have permission to Migrate via Users > Profiles > Users tab in order to have access to the migration process.
Upon migrating letters, you can review which letters have been migrated and which have not in the Migrated column.
Profile permission set via Users > Profiles > Students tab determine your ability to perform various tasks throughout Print Letters & Send Email.
Print Letters & Send Email: If View and Edit are enabled, you can create, view, print, and edit letters. If your profile has View only permission, you can view and print letters but cannot create or edit letters.
Publish Letters: If enabled, you can publish letters using the Print Letters & Send Email module. If disabled, you will not be able to publish letters but can view and print letters.
Email Letters: If enabled, you can email letters using the Print Letters & Send Email module. If disabled, you will not be able to email letters but can view and print letters.
Edit Letters Created By Others: If enabled, you can edit letters even if they were created by other users.
View All Letters: If enabled, you can view all letters created by all users; this permission is especially helpful if it is the only one enabled for your profile, which would allow you to view, print, and/or email any of the letters created by other users without editing capabilities.
1. In the Users menu, click Print Letters & Send Email.
In order to View and/or Edit Print Letters & Send Email, you must have the profile permission via Users > Profiles > Users tab. In order to Publish Letters, Email Letters, or Edit Letters Created By Others, you must have permission to Edit.
If the only permission enabled is View All Letters, you can view all letters created by all users, but letters cannot be edited. You can still print and/or email letters via the Print/Email button as well as create your own letters to be edited, printed, and/or emailed.
To create a one-time letter or email, click Print/Email a One-Time Letter and see Setting the Search Criteria and Data for a Letter and/or Email for information about the rest of the process.
2. To create a reoccurring letter or email, start by entering the Title of the letter/email.
3. Select the Profiles from the pull-down that you would like to have access to your letter/email.
If a profile is not selected from the Profiles pull-down, all profiles will have access to the letter/email.
Once saved, you can hover over the Title and Profiles field to see the full description if it cannot be read.
4. Select the Schools that should have access to the letter/email from the corresponding pull-down.
5. Select a Default Letterhead from the pull-down.
Letterhead Templates are set up by the district via Setup > Letterhead Templates.
6. If your district is utilizing the Document Management add-on module and you have the applicable permission enabled, you will see the Academic Record Category pull-down displayed. Select the applicable Academic Record Category from the pull-down to determine how the letter/email is stored in the user's cumulative folder.
The Academic Record Category field displays if your district is utilizing Document Management, which is an add-on module enabled by Focus via Setup > Site Administration. Contact your district's Account Executive for more information about purchasing and enabling this feature.
If your district has already enabled Document Management, you must also have permission to Edit Academic Record Category enabled via Users > Profiles > Users tab.
7. Press the Enter key to save the letter/email information and/or click Save.
8. Create the letter/email body by clicking the Edit button. For more information on entering text here and using the tools available, see Setting the Search Criteria and Data for a Letter and/or Email.
When adding/updating letters via the Edit button, changes are automatically saved upon clicking out of the Edit pop-up screen.
You can move and relocate the Edit pop-up window anywhere on the screen.
1. In the Users menu, click Print Letters & Send Email.
In order to View and/or Edit Print Letters & Send Email, you must have the profile permission set via Users > Profiles > Users tab. In order to Email Letters, you must have permission to Edit.
2. To Print/Email a One-Time Letter, click the corresponding button. To print an established letter/email, click the Print/Email button next to the listed letter.
If wanting to designate a user, you can utilize the User search module, in addition to the More Search Options button.
3. If searching for specific users by name or user ID, type the information directly into the User Search text box.
To generate letters for all users, leave the User Search text box empty.
4. Click More Search Options to search for groups of users with similar information in any number of user fields and/or user data.
5. To run parameters against a User Group, select the applicable group from the corresponding pull-down.
6. Select the Search All Schools check box to include users from all schools in your search.
7. Select the Include Parents check box to include users designated as parents.
8. Select the Include Inactive check box to include users who do not have an active user record at the selected school or all schools (if Search All Schools is selected).
9. Select the Only Show Most Recent Enrollment check box to use the most recent enrollment records when conducting a search with Include Inactive enabled.
See Conducting a User Search for more details on how to search for users.
10. Select the desired Letterhead Template from the pull-down. This is very important to choose correctly before printing/sending, as it will impact the display of the letter.
Letterhead Templates must first be set up by the district via Setup > Letterhead Templates.
11. Utilize the Letter Text section to begin entering and formatting your letter or to edit an existing letter. The open word processing box is equipped with a full formatting palette; note that hovering your mouse over any tool in the formatting palette will display a short description of what that tool will do.
12. Select a Schedule Effective Date, if applicable.
13. When the users have been defined and the letter has been created, click Continue...
Clicking Continue on the last screen navigates to a new Print Letters & Send Email screen where you can choose to Print Letters or Send Emails for select users.
1. To preview and print letters select the Print Letters radio button.
2. Select the Add log entries for each user check box to log the printed letter via User Info > Letter Log.
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.
The Add log entries for each user check box will be selected by default when the Add user log entries by default when using Print Letters and Send Emails setting is enabled via Setup > System Preferences.
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.
3. Select the users for whom you need letters by selecting the check box next to each user.
If you want to generate letters for all users displayed, select the check box in the header.
4. Once the users have been selected, you can click Preview to view the letter or click Print Letters to print.
Previewing the letter may not reflect the exact layout of the created letter.
5. Preview the letter then click Return to Focus to go back to the Print Letters & Send Email screen.
6. Clicking Print Letters will generate all of the selected users’ letters in a print preview screen. Click the printer icon to print the letter. Click the download arrow to download the letter to your computer as a PDF file.
a. When finished, click Return to Focus to return to the Print Letters & Send Email screen.
Clicking Continue on the last screen navigates to a new Print Letters & Send Email screen where you can choose to generate emails for selected users.
1. To preview and send emails select the Send Emails radio button.
2. Enter an Email Subject and a CC (Carbon Copy email address) if needed. You have the option to Only CC first message and to Send a copy to myself (your email address displays here).
3. Select the Send from NoReply check box to ensure that emails are not sent from your logged email address recorded via Users > User Info and from the following email address instead: “[email protected].”
4. In addition to emailing the letter to the users, you can also attach other files to send with the letter, such as an additional image. You can attach up to 5 files. To select a file, click Choose File. To delete an attachment, click remove. To add another attachment/file, click Attach another file. You will be altered to how many more files can be attached.
5. Select the Add log entries for each user check box to log the emailed letter via User Info > Letter Log.
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.
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.
6. Select the users for whom you need emails by selecting the check box next to each user.
If you want to generate emails for all users displayed, select the check box in the header.
Previewing the letter may not reflect the exact layout of the created letter.
7. Once the users have been selected, click Preview to review the email or click Send Emails. It is recommended to Preview before emailing to be sure all required information has been included and that the correct letterhead template has been selected.
8. Preview the email then click Return to Focus to go back to the Print Letters & Send Email screen.
9. Select Send Emails to send the letters to selected users. Once the email has been sent, you will receive a message saying Your letter as been emailed to the selected Users. You will also be taken back to the main Print Letters & Send Email screen where you can conduct a new search, etc.
If the user(s) do not have an email set up, you will receive an Error that no email was entered and the message was not delivered.
Click the floppy disk icon to export the listed data to an Excel spreadsheet.
Click the Printer icon to print the table of data.
You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.
To make the list full screen, click on the expansion icon (four arrows) under the Preview and Print Letters button. Once in full screen mode, click the icon again to exit full screen.
