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Overview

Generate Reports and Letters, define and manage Templates for Letters.

Reports provide information from the System, and the information reported can be exported to Excel for further analysis etc.

The Reports are predefined in the system and are grouped in categories.


Generate Reports

This menu allows you to generate reports depending on Category. Reporting category can be Accounts, Student Applications, Enrolment etc. The system has a predefined list of reports that can be used to generate information.


To Generate Reports navigate to Reports



       

  • Select Category from the down menu.


       

  • Select Report that you need to generate from the drop down menu. These reports are predefined in the system (as shown below).


       

  • Click View to generate report.



Note
You can mark some of the regularly used reports as your favourite which can then be displayed when you select Favourite Report. You can also click on the icon to view the description and further information about the particular report.

Reports Sorting Feature

You can now sort your report results with the below parameters

  • Student ID
  • Name
  • First Name
  • Last Name
  • Course ID
  • Course Name

This option will only be visible when you have Student record information available in the Report Result.




Generate Letters

To Generate Letters navigate to Reports > Letter




Letter Set-up

Create and manage Letters


To Manage Letters navigate to Reports > Add New or Edit Letter


  • Select Report Name 

  • A list of Letters linked to the selected Report will be displayed



  • The Action Icons are used to manage a Letter

  • The option to provide Tracking of a Letter when sending can be modified.
  • The Priority of a letter can be modified



Add New Letter

To create a new Letter

  • Select Report Name to link to the Letter being added

  • Click New Letter Action Icon



  • Fill in the Letter Editor form. See the Field Descriptions table below for more information.

  • Click the Save Icon in the Letter Editor.



Field Descriptions


Field

Description

Letter Name

The name for the Letter being added.

Recipient

Options are:

  • Student (Default)

  • Agent

Only one option can be selected.

Category

Options are:

  • Academic (Default)

  • Attendance

  • DocX

  • LetterForm

  • OSHC

  • Payment

  • Test

Only one option can be selected.

Track Letter

Option to provide tracking of Letters when sending.

Default is No

Tracking Color

The color that will be used for tracking this Letter.

This field is only displayed if the Track Letter field is Yes

Input Parameters

Additional parameters to allow user to input data before generating the letter.

Input Parameters are included in the Content field and represented by the Parameter name between curly braces and number signs e.g.  {#InputText#}

Content

The text for the Letter.  

The Letter Editor tool bar provides various tools for formatting the content.

Parameters

System identifiable Parameters can be used in the body of the Letter e.g. Student first name, last name, date of birth (DOB), Student ID etc. These Parameters will be replaced by the value automatically when sending the letter.

System identifiable Parameters are included in the Content field and represented by the Parameter name between curly braces e.g. {Name}

Characters which are reserved and should not be used in the Letter are '{' and '}'. If the Letter contains these symbols the Letter will not send.


Extra Parameter

This is used to create a Parameter which is based on a calculation e.g. Current Date + 7 days.   Extra Parameters are available for selection in the in the Parameters field in the Letter Editor.


To add an Extra Parameter 

  • Select Report Name to link to the Parameter

  • Click Extra Param Action Icon




  • Fill in the Extra Parameter form. See the Field Descriptions table below for more information.

  • Click Add

  • The new Parameter will be shown in the table at the bottom of the Extra Parameter form



Parameters can be deleted using the Delete Action Icon in the table at the bottom of the Extra Parameter form


Field Descriptions


Field
Description
ParameterThe base System identifiable Parameter 
Extra Parameter NameThe name for the new Parameter
Extra Parameter ValueThe numerical value for the calculation
Operator

The mathematical operator for the calculation.

Options are:

  • + (Default)
  • -

Only one option can be selected.






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