This menu tab has option to set up the letter for the report and also view various reports available.

14.1 Report Letter Set up

To set up letter, Hover your mouse over the Reports menu and click Manage Letter

Select the report on the list. The reports here are the ones that are defined as letter.

14.1.1 Setup Extra Parameter

User can set extra parameter for a particular report. Click on 'Extra Param' located on top right hand corner.

This extra parameter is mainly used for numbers and date. For example, user wants to pick a date in the letter dynamically that will be 20 days (e.g. meeting date, last appeal date) after a warning letter is generated.

Steps:

• Choose the correct parameter
• Give a new parameter name
• Give a value that will be added or deducted to parameter value.
• Select the operator.
• Click on 'Add Extra Parameter' to have a new extra parameter.

For this example, parameter value will be Current Date (01/01/2014) + 20 more days = 20/01/2014 (Replaced value). Extra parameter will be available in the parameter list.

To delete the parameter, click on . Please note that If you delete any extra parameter, please make sure that parameter is not used in anywhere in the report letter as that parameter will not be replaced with a dynamic value.

14.1.2 Create a New Letter template

Click on 'New Letter' icon. The icon is located in top right hand corner.

A new panel will appear where user needs to set new letter template information.

After providing all information, user can start creating letter template in letter editor.

This letter editor is designed to have similarity with MS Word which makes it user friendly as well. User can choose parameter from the list. The value will be replaced dynamically according to each recipient's information. Extra parameter is also available in the list.

Click on 'Save' icon to save the letter. Letter name cannot be duplicated for any report.
'{'or '}' is used as key word to differentiate as parameter. This key word should not be used for other purpose. If a parameter value is not replaced appropriately, system will not send any email to recipient or not generate pdf letter.
Select a report to see all templates related to the report. Template list will appear like the below one.

14.1.3 Edit/Changes of Template Configuration, Delete, Preview

How to Set Template Priority:
User can set template order simply by changing the priority number. While generating letter, template will be listed according to its priority.
Tracking
Template can be modified whether to track or not to track and if tracking, tracking colour as well.
If a letter template is set to track, it means system will keep record of who sent, when sent, when recipient was last notified and tracking colour will specify the last letter that was sent to the recipient.
Deleting Template
Click on to delete letter template.
Edit Template:
Click on icon to modify template content. Template recipient and category cannot be modified. If user needs to change recipient or category, a new template needs to be created with a different name.

Click on save icon to save the modification.
Preview Letter Template
After a new template is created, template can be viewed with example values.
Click on to provide the value(s).

After providing all values, click on 'Preview' button. A new pdf formatted letter will be generated with all values.

14.2 View Report/ Letter

By clicking the Report menu tab you will be able to access the section where you can view the available report and export result in excel or generate letter if the report is defined as letter as shown below in figure 14.2a

Figure 14.2a

14.2.1 View Report

To view the report, click on the Report icon on the right and then select the report category and report available. On below selection, we are viewing the report of all the application that has not been completed as seen below in figure 14.2.1a
Please Note: by default when you click the 'Report' menu tab will automatically be at 'Generate Reports' section.

Figure 14.2.1a
Any report can be exported to excel using these 2 icons as shown above in figure 14.2.1a
Please Note: You can click this icon which allows you to 'Advanced Filter' the 'report' e.g. filter a particular student or email etc.

14.2.2 View Report letter / Generate letter

To view the letter report, click on the Letter icon on the right and then select the report category and report available. In below report we are getting the list of student whose payment are due by 9/07/2014 + 30 days as shown below in figure 14.2.2a


Figure 14.2.2a
Steps to send letter via email or generate pdf letter

• Select the student(s) by ticking the checkbox next to the students
• Choose 'Email to Student' to send email.
• Choose 'AddCommLog' which will be recorded for each recipient. Letter tracking works only if an email is sent and added to communication log.
• Choose 'Generate PDF Letter' to generate a letter in pdf format (this section is to generate before confirm hence the tracking will not be done).
• Choose 'Save PDF Letter to each Student Directory' if you like to save inside student files directory.
• Click 'Confirm Selected Action'.

Please Note: You can click this icon which allows you to 'Advanced Filter' the 'letter' e.g. filter a particular student or email etc.