Form Letter Editor Overview

Form Letter Editor allows you to create, edit, and store form letter templates to assist in the return of lost instructional materials, payment for those materials, or notifying students/parents of instructional materials policies.   Letters are intended to provide important information to parents/guardians and students regarding losses, fines, end of the term/year policies, and/or returning items before established deadlines.

Parts of the Form Letter Template: Empty Blank Space at Top - allows for accordion folding of letter to fit in size 10 window envelopes and accommodates school/district letter head (this eliminates the need to print address labels)                                Student Information block (left side) - displays the phrase "Parent or Guardian of" above the respective student name and address information based on the filters applied to the form letter when run through the Reports page School Information block (right side) - displays your school's name, the date the form letter was generated through the Reports page, and your school's assigned contact phone number Distributions & Status block - displays the respective ISBN, title, accession, status, and unit price based on the filters applied to the form letter when run through the Reports page Body of the Letter - displays the text as entered into the respective form letter template

Form Letter Editor Page

• Add - creates and adds a new campus created form letter template (only accessible to your campus)

• Letter ID - displays the automatically assigned unique identifier

• Letter Name - displays the name assigned to the form letter template

• Edit - allows alterations and/or additions to the form letter

• Preview - opens a PDF sample of the respective letter with sample data included

• Delete - allows the deletion of any campus created form letter

• Description For - displays the assigned and optional information describing the form letter template

Form Letter Editor Details Page

• Letter Name - the name assigned to the form letter template

• Description - a brief summary of the form letter template details

• Letter Body - the text to be included on the actual form letters when they are run through the Reports page

• Save - after entering the desired form letter template information, this creates or updates the form letter template
  

NOTE:

If the existing form letter template does not have a Delete icon on the same row, by clicking  Edit  a copy of the original will be made.  TIPWeb-IM will require a new Letter Name for this version of the form letter template.  This will not overwrite the original.  This will happen for the 3 TIPWeb-IM default letters and any district created form letter template.

The 3 TIPWeb-IM default letters are:

• Default Letter English - addresses materials not returned by an established deadline (commonly used filter for this letter is Status = LOST)

• Default Letter Spanish - addresses materials not returned by an established deadline in Spanish  (commonly used filter for this letter is Status = LOST)

• Student Contract Letter - addresses policies regarding distributions (commonly sent to students after they receive their distributions and filtered to show all current distribution statuses)