Form Letters

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Form letter reports create custom letters that merge information from the PowerSchool database into a letter. They are similar to report card reports in that you can use HTML tags and PowerSchool data codes. The difference is that a form letter report cannot include schedule listings. When creating a form letter, there is no need to open a preview page. You can easily create the report and preview it in the same Web browser window.

Add a Custom Form Letter

1. Navigate to the Form Letters page.
2. Click New.

3. Use the following table to enter information in the fields:

   Field	Description
   Title of this form letter	Enter a name for this form letter.
   Table	Choose the table used for the form letter data.
   Default font	Choose the form letter font.
   Default font size	Choose the font size.
   Default text line height	Enter the height for the space between lines on the mailing label in points. One point is 1/72 of an inch.
   Page Size	Choose the size of the paper on which you want to print this report. To enter a custom size, enter the horizontal and vertical page measurements in the Custom Size fields.
   Margins	Enter the size of the page margins in inches.
   Orientation	Choose the page orientation. The orientation is the page layout. Portrait is a vertical page. Landscape is a horizontal page.
   Scale	Enter the percentage to scale the form letter. The lower the percentage, the smaller the form letter scales relative to the size of the page.
   This report available to	Select who can use this report: users at all schools [on this PowerSchool system] only users at [this school]
   Teachers can print?	If you want teachers to be able to print this report in PowerSchool Teacher, select the checkbox. Otherwise, deselect the checkbox.

4. Click Submit.
5. Click the form letter you just created.
6. Click Report Body.
7. Enter the content of the letter. In addition to standard text, you can include HTML tags, PowerSchool fields, and PowerSchool data codes.
8. To insert a PowerSchool field into this field:
   1. Click Fields to view a list of PowerSchool fields.
   2. To narrow the list of fields, enter one of more search terms in the Filter field. Otherwise, leave blank.
   3. Click the field you want to add.
9. Click Submit.

10. Click Print.

11. Use the following table to enter information in the fields:

    Field	Description
    Which report would you like to print?	Choose the form letter.
    For which students?	Select an option to indicate the students for whom the report will be run, if necessary.
    In what order?	Select the sort order.
    If printing student schedules, use...	Select an option to indicate enrollment specifications. If you select the enrollment as of option, enter the enrollment date in the field.
    If printing fee list, only include transactions conducted during... (may be overridden in report setup)	If you selected an Object Report in the Which report to print field and that Object Report includes a fee list object, choose the date range. If you select the Date Range, enter the beginning and ending dates in the fields using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.
    Watermark Text	To print text as a watermark on each page of the report, either choose one of the standard phrases or choose Custom and enter the text you want to print as a watermark in the field.
    Watermark Mode	Determine how you want the text to print. Watermark prints the text behind objects on the report, while Overlay prints the text over objects on the report.
    When to print	Select a time to run the report: ASAP: Execute immediately. At Night: Execute during the next evening. On Weekend: Execute during the next weekend. On Specific Date/Time: Execute on the date and time specified in the following fields.

12. Click Submit. The report queue appears.
13. Click View once the report is completed.
    Click Refresh to update the status of the report.
    The page displays a PDF file of the report. Thoroughly review it to verify that the formatting and content are correct. If the report provides the data you need and is formatted properly, print it from this page or save it to another application.

Edit a Custom Form Letter

1. Navigate to the Form Letters page.
2. Click the form letter you want to edit.

3. Use the following table to edit information in the fields:

   Field	Description
   Title of this form letter	Edit this form letter's name.
   Table	The table used for the form letter data appears.
   Default font	Choose the form letter font.
   Default font size	Choose the font size.
   Default text line height	Edit the height for the space between lines on the mailing label in points. One point is 1/72 of an inch.
   Page Size	Choose the size of the paper on which you want to print this report. To enter a custom size, enter the horizontal and vertical page measurements in the Custom Size fields.
   Margins	Edit the size of the page margins in inches.
   Orientation	Choose the page orientation. The orientation is the page layout. Portrait is a vertical page. Landscape is a horizontal page.
   Scale	Edit the percentage to scale the form letter. The lower the percentage, the smaller the form letter scales relative to the size of the page.
   This report available to	Select who can use this report: users at all schools [on this PowerSchool system] Only users at [this school]
   Teachers can print?	If you want teachers to be able to print this report in PowerSchool Teacher, select the checkbox. Otherwise, deselect the checkbox.

4. Click Report Body. The Edit Body page appears.
5. Enter the content of the letter. In addition to standard text, you can include HTML tags, PowerSchool fields, and PowerSchool data codes.
6. To insert a PowerSchool field into this field:
   1. Click Fields to view a list of PowerSchool fields.
   2. To narrow the list of fields, enter one of more search terms in the Filter field. Otherwise, leave blank.
   3. Click the field you want to add.
7. Click Submit. The Form Letters page appears. If you are ready to print the letter, see Run, Print, and Save Reports.

Delete a Custom Form Letter

1. Navigate to the Form Letters page.
2. Click the name of the form letter you want to delete.
3. Click Delete.
4. Click Confirm Delete.