Letters
Introduction
Education providers issue letters that typically include the student’s name, course, enrolment dates, completion date, and other relevant details. These letters can be used to address attendance, academic progress, or financial matters by notifying students and requesting action.
In Meshed, predefined reports generate letters using letter templates. You can add predefined reports that include Student ID, Course ID, and Course Attempt by contacting Meshed Support at support@meshedgroup.com.au.
Generate Letters
This menu allows you to generate letters based on the report category. Report categories include Accounts, Marketing, Student Services and Management. The system provides a predefined list of reports for each category to generate letters.
To Generate Letters:
Go to Reports > Add New or Edit Letter or click the Letter Icon in Generate Reports or Reports Overvew
Select Category from the drop-down menu
Select the Report you want to generate from the drop-down menu. The system includes predefined reports for Letters.
Click View to generate report
Click here: Reports to learn smart ways to work with reports.
Letter Management
Select students to receive the letter by ticking the checkbox(es)
Select the letter to send. Available letters depend on the letter templates set up for the report used.
Click the preview icon to view the letter before sending.
Select options to create and send the letter
Select Sender or From Email and optionally send a copy by ticking the checkbox
Click Confirm to create and send the letter to the selected students
Note: Please ensure each selected student has a college email before sending the email.
Student Portal (Optional Module)
Letters generated by this function also appear in the Student Portal Warning Log.
Letter Tracking
Click on View Letter Track Info
It opens Letter Tracking Management in a new window
Select Letter and Sent From and To dates
Click View Data
To remove tracking information, tick the student checkbox and click the Remove icon
Export the data by clicking the Excel icon
Letter Set-Up
This menu allows you to create and manage letters. This is only available to Users with the ‘SAdmin’ Role.
To manage letters:
Go to Reports > Add New or Edit Letter
Select Report Name
The list of letters linked to the selected report will appear
Manage the list using the Action Icons:
- Delete Letter
- Manage File Attachment
- Edit Letter Content
- Preview Letter with Value
You can modify the option to provide Tracking when sending a letter.
Tick the checkbox and click the green check icon to enable tracking
Choose Tracking Color and click OK
You can modify the Priority of a letter
Select number based on its priority level
Click the green check icon to update priority
Add New Letter
To create a new Letter:
Go to Reports > Add New or Edit Letter
Select Report Name to link to the Letter being added
Click New Letter Action Icon
Fill in the Letter Editor fields. Refer to the Field Descriptions table below for details.
Click the Save icon in the Letter Editor
Field Descriptions
Field | Description |
|---|---|
Letter Name | Name of the Letter being added. |
Recipient | Options:
Select only one option. |
Category | Options:
Select only one option. |
Track Letter | Option to track Letters when sending. Default is No |
Tracking Color | Color used for tracking this Letter. Displayed only if the Track Letter field is Yes |
Input Parameters | Parameters allowing user input before generating the letter. Input Parameters appear in the Content field as the Parameter name between curly braces and number signs, e.g., {#InputText#}. |
Content | Text of the Letter. The Letter Editor toolbar offers various formatting tools. |
Parameters | System-identifiable Parameters can be used in the Letter body, e.g., Student first name, last name, date of birth (DOB), Student ID. These Parameters automatically replace with values when sending the letter. System-identifiable Parameters appear in the Content field as the Parameter name between curly braces, e.g., {Name}. Avoid using '{' and '}' in the Letter. Letters containing these symbols will not send. |
To learn how to create letters using TinyMCE, click this link:
https://meshedgroup.atlassian.net/wiki/x/oIDbyg
Extra Parameter
This creates a parameter based on a calculation, such as current date plus 7 days. Extra parameters are available for selection in the Parameters field in the Letter Editor.
To add an Extra Parameter:
Go to Reports > Add New or Edit Letter
Select Report Name to link to the Parameter
Click Extra Param Icon
Fill in the Extra Parameter form. See the Field Descriptions table below for details.
Click Add
The new parameter appears in the table below
You can delete parameters using the Delete Icon
Field Descriptions
Field | Description |
|---|---|
Parameter | The base system identifiable parameter |
Extra parameter name | Name of the new parameter |
Extra parameter value | Numerical value for the calculation |
Operator | Mathematical operator for the calculation. Options:
Select only one option. |
Important Note: FreeTextBox has been replaced with TinyMCE to enhance platform security, and as a result, existing letters may be affected. Providers MUST review their current templates and make any necessary adjustments to ensure they continue to display in their intended format.
Need help?
Do you have questions or doubts about this topic?
Send an email to support@meshedgroup.com.au
Do you have any suggestions? Interested in additional modules? Connect with our Sales Team by clicking the link below.
On This Page