(Training) How to Create and Send Letter Templates

Open the Letter Templates Folder (), under Training > Communicate.

Click the + button to open a new Letter Template window.

Give your new Letter Template a Title. Make sure the default Letter Template Type* and

Organization* are correct.

Type your desired Template message in the textbox located at the bottom. Letter templates are just regular Microsoft Word documents - with special text-based placeholders (markups) for any dynamic content. These Placeholders will correlate to specific data belonging to each student you will send your Letter Template to.

Placeholders look like this: <<First Name>>

They can be added to a template in two ways:

1. Copying fields available by type by clicking on the () icon beside each option
2. Typing them into the template. It's as simple as typing "less-than less-than", then "the name of the data item", then "greater-than greater-than"

You can select a Template file to attach to the Letter as well, such as your Organization Logo or a copy image of your signature.

You can Upload a Letter Template document by clicking the Choose () button.

You also have the option of creating a Default Email Subject for any emails sent using the Letter Template.

Once you have finished creating your Letter Template, click the Save button in the bottom- right corner of the screen.

Now that your Letter Template is saved, you can create your Letter and apply your Letter Template.

How to Create a Letter Using your New Letter Template

Open the Letters Folder (), under Training > Communicate.

Create a new Letter by clicking the + button in the top-right corner of the window. Select the Letter Template you just created from the Template* drop-down list.

Select the members you wish to send your Template to or select a Distribution List. You can also exclude members from your Distribution List, if desired.

All your added Placeholders will now be populated with specific info. pertaining to each student on the mailing list.

Give the Letter a Title/ Description and choose whether to Attach Letter to Recipients Records for future reference.

CC Officers if desired by selecting the Select Officer CC’s button.

CC Employers if desired by selecting the Select Employers CC’s button.

If you want to add an attachment to your letter, in the Attachment dropdown, select what attachment you'd like to add to your letter. 

Click the Save button when finished.

Note: If you decided to attach a document to your letter. After your Mail Merge has been completed, when you navigate back to your Letter Card and refresh, you should see this language "An Attachment was included in this process when letters were created". This is an indication that Transcripts are attached to your letter.

Once saved, you can open your new Letter by clicking on the card. You can distribute the Letter via email (which will include your Letter Template as an attachment) or create a print job which will merge all batch Letters into one PDF that can be printed.

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