EHR - Labels/Letter Merges

Overview

This program enables you to produce Labels and Word Merge Files or create email lists for bulk mail-outs.

This report/export has extensive options that can be activated via run-time settings. These settings can be saved as your own report 'Configuration' profiles. Another user can't access a report 'Configuration' that you create and vice versa. This is because each 'Configuration' is dependent on the individual user's security permissions, which determine the fields that can be included.

Click here for more information on Saving Configurations

To use a previously saved report configuration, select it from the 'Use a Previously Saved Configuration' picklist and click 'Next'.

The 'Use a previously saved configuration' picklist will only be available if a saved configuration exists.

To create a new configuration, click the 'Next' button without selecting an option from the 'Use a Previously Saved Configuration' picklist.

Enter your runtime options for the program.

To save the runtime options that you have entered as a re-usable report configuration, enter a meaningful description into the 'Save this Configuration as' field on the 'Process' or 'Print' tab.

You can delete a report configuration by selecting it from the picklist, clicking the 'Next' button, and then clicking the 'Delete' option.

You can modify an existing configuration by selecting it, making the necessary changes to the run-time options, then clicking 'GO' on the 'Process' or 'Print' tab. You need to ensure the 'Save this Configuration as' field is populated with the report configuration name. This field is populated automatically when an existing configuration is selected.

General, Address and HR User Defined Tabs

Fields from the employee record 'General', 'Address' and 'HR User Defined' tabs can be used as selection criteria to filter the returned data. The fields on these tabs are described in the help for Employee/HR > Employee Information > Employees.

You will need to select the 'HR User Defined Area' that you want to use in your selection criteria and click the 'Go' button. The 'Area' that you choose will appear on the next selection screen as the second last tab. You will be able to use any of the fields on this tab as part of your selection criteria. Fields from this 'Area' will also be available on the 'Print' tab in the 'Additional Fields' column for inclusion in your Word Merge File.

The user will only be able to view HR User Defined Areas they have permission to see.

If you don't want to include one of the 'HR User Defined Area' on your selection screen just click the 'Go' button.

The date picker 'Calendar' icons displayed in the 'General' tab are date range pickers and allows the entry of a date range, e.g. All employees with a 'Date of Birth' date between 01/01/1960 and 31/12/1979.

Selected fields in the 'General' and 'User Defined' tabs allow multiple selections. Holding down the 'Shift' key while clicking on your options permits a range selection; holding down the 'Ctrl' key enables selection of discrete (individual) criterion.

Payroll Details and Tax and Bank Tabs

If your school is running the TASS.web payroll module, fields from the 'Payroll Details' and 'Tax & Bank' can also be used as selection criteria to filter the returned data. This is dependent on the user's payroll access.

Print Tab

The 'Print' tab allows you to choose the 'destination' of the output. This can be 'Labels', 'Word Merge File' or 'Email'.

Sorting options are available on the left side of the screen.

Labels	Use the 'Labels Report' button to print labels in a format suitable for adhesive labels. This printout suits Avery DL14 or Unistat 38937 label formats.
Word Merge	Generate a .txt file suitable for merging with a Word letter or label template. Click the 'Word Merge File' Button. To include additional fields in your Word Merge highlight the appropriate fields from the 'Additional Fields (Word Merge only)'. Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key enables selection of discrete (individual) criterion. Click here for more information on 'Word Merge'. Word Merge* Word Merge export files are produced from various TASS.web or Staff Kiosk programs to extract a set of merge field codes and students/parents/employees details in a format required to insert into a Word Merge document. Word Merge documents can be used for two purposes: To produce a personalised document for each recipient containing the recipient's own details in place of the merge fields. Example: School enrolment letters are printed for all incoming families. Each letter includes data extracted from TASS.web and is personalised for each recipient, such as the student and parent names and addresses, entry year group etc. To attach to an Email Template A PDF is attached as each email is sent containing the recipient's own details in place of the merge fields. Example: Attendance emails to parents regarding their child's attendance. A PDF attachment is generated and attached at the time of sending the emails, personalised for each recipient. The PDF Conversion API is required to attach Word Merge Files to Email Templates. Word Merge documents can be attached to the following Email Template categories: Attendance, Enrolment, Immunisation Register, Parent Accounts, Parent Lounge Licences, Pastoral Care, Student Immunisations, Student Records, and Transfer Notes (WA). Create a Word Merge document: Generate the Word Merge export file. Use the selection criteria from the appropriate program to produce a file that includes the desired merge fields headings and recipient details. Select the 'Word Merge file' export button, usually found on the Print tab. If no word merge button exists, use the Excel export option and save as a csv file. A PDF report entitled 'Students with no Communication Rules' will display if there are issues with your selection. These must be fixed before the export can be processed. Create your Word Merge document. Follow the steps in Word using the Mailings > Step-by-Step Mail Merge Wizard. Select the word merge export file generated above, and insert merge fields into the document wherever the personalised data will be populated. Preview the document but do not select 'Complete the merge'. Save the document. Print if desired. To attach the Word Merge file to an Email Template: Create an email template and attach the Word Merge document created above. TASS.web System Admin > Utilities > Email Settings.
Email	This will create an email list on the Windows clipboard for those employees who have an email address. Click the 'Email' button and the 'Copy Email List to Clipboard' button.
Word Merge and email	This is for the scenario where you want to create an email for the employees who have valid email addresses and a Word Merge for the rest. To achieve this tick the 'Exclude Employees with email (Labels & Word Merge only)' flag and click the 'Word Merge File' Button. This will create a *.txt file for those employees who don't have an email address. Then click the 'Email' button and the 'Copy Email List to Clipboard' button for the parents who do have email addresses.

The 'Exclude Employees with email (Labels & Word Merge only)' option stops those employees with an email address from appearing in either the Labels Report or Word Merge file. Use the 'Email' button to create a list of those employees and email them separately.