Correspondence template creation and management

TABLE OF CONTENTS

• Can the same template be used for the different correspondence types?
• Creating and managing templates through the Correspondence page
• Templates no longer required or 'once off correspondence’

Templates can save time when sending the same correspondence on a regular basis through the Correspondence page. Templates can be used with all modes of correspondence: letters, emails, direqt messages and SMSes. Templates can use Merge Fields to draw student, guardian, attendance and pastoral care data into correspondence.

Can the same template be used for the different correspondence types?

Yes, templates are interchangeable between the correspondence types Letter, Email, and Direqt messages. The exception is templates created through the Send SMSes page which can only be created and accessed through the SMS sub-page. 

Creating and managing templates through the Correspondence page

1. Click on Administration workspace > Correspondence
2. Select the correspondence type: Send SMSes, Send Letters, Send Emails or Send Direqt messages.
3. To create a new template, ensure New template is selected and enter a name for the template. Alternatively, to edit a template, select the template name from the drop-down list.
4. Type the body of the letter in the main work area or make any edits required. To add a merge field click on the Insert field button. Different merge fields are available for insertion depending on the Mode selected.
5. Click Save to keep changes or Save a copy if you have edited an existing template.

Templates no longer required or 'once off correspondence’

Some correspondence templates may no longer be required or other ‘once off correspondence’ tasks may have been accidentally saved and need to be removed from the template list at the start of the year. (If the template name is a day and date, then it is most likely an accidental save).

1. Navigate to the Administration workspace > Correspondence page.
2. Select the relevant correspondence type (ie: Send SMSes, Send Letters, Send Emails, Send Direqt Messages).
3. Click in the New template area to reveal all current templates.
4. From the list, select the unwanted template and click on Delete.

The Delete template? dialogue will appear. Click on Delete to remove it from the list