STR - Labels/Letter Merges
Labels/Letter Merges Overview
This program is used to produce labels, a Word merge file, an email list or a combination of Word merge file and email list.
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. A report 'Configuration' that you create can't be accessed by another user and vice versa. This is because each 'Configuration' is dependent on the individual user's security permissions that determine the fields that can be included.
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.
Select/Search
Three possible search modes are available to determine the 'filters' that will become available to determine the students to be included in the merge/label run.
- Parent/Student mode search.
- Subject mode search.
- Extra-curricular mode search.
If you select 'Parent/Student mode search' you can also nominate to include a Student 'UD (User Defined) Area' in your selection criteria. The 'UD 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 'UD Area' will also be available on the 'Print' tab in the 'Additional Fields' column for inclusion in your Word Merge File.
1. Parent/Student Mode Search
Using this mode of searching you can use any combination of fields on the 'Parent', 'Parent User Defined fields', “Student' or 'Student User Defined' to select the students to include on your labels/merge.
The 'Date of Entry Cut-off' field on the 'Student' tab can be used to exclude students who have been transferred in from enrolments with a future date of entry, e.g. Students who are starting next year.
2. Subject Mode Search
You would use this mode of searching to create labels/merges for students studying a particular subject, e.g All year 11 English students.
Current student subject choices need to be correctly entered into the system for this to work.
The 'Date of Entry Cut-off' field on the 'Student' tab can be used to exclude students who have been transferred in from enrolments with a future date of entry, e.g. Students who are starting next year.
Refer to the documentation directly above for information on options available on the 'Print' tab when generating labels/merges.
3. Extra-Curricular Mode Search
You would use this mode of searching to create labels/merges for students who are involved in a particular extra-curricular activity, e.g. All year 11 students involved in the Choir.
Current student extra-curricular choices need to be correctly entered into the system for this to work.
Refer to the documentation directly above for information on options available on the 'Print' tab when generating labels/merges.
Print Tab
Sort By
This will determine the order in which the labels will be printed and the data order for the merge files.
Address Options
Use this section to define the addresses to use for your labels/merge.
Option 1 - Use Communication Rules
'Communication Rules' provide a 'student-centric' way of defining precisely how different areas of your school communicate with parents. They are especially useful for communication with split families and for families with students who have multiple parenting arrangements.
Refer to 'How to handle split family arrangements' guide for further details.
Communication Types | Choose the appropriate 'Communication Rule' to use for this labels/letter merge. The program will default to the 'TASS.web Correspondence' rule. For further information on the rules available click here. |
Option 2 - Select Addresses
This methodology for communicating with parents can be used as an alternative to 'Communication Rules'. However, it is strongly recommended that your school investigate implementing 'Communication Rules' as a more precise method of communicating with parents.
Primary Copy Address | This will use the default address (or the email address that is contained in this address block if you are emailing). You can change this to any of the other address blocks on the parent record. If you use an address other than the school default address, the system will look at the address that you enter here first and if it doesn't find any detail, it will then revert to using the default address. The school default address will be highlighted with an '*'. This Address Only Another scenario is that you ONLY want to produce labels/merge files for parents who have an entry in a particular address block. To achieve this check the 'This Address Only' box and choose the relevant address to use. Use Lives With (OLD) Address This option is based on the redundant 'Lives With (OLD)' field in program Student Admin > Student Records > Student Information > Students on the 'General' tab. This functionality becomes redundant from TASS.web v43.1 onwards. This is because the 'Lives with' indicator for students has been moved to the 'Address and Communication Rules' tab. 'Communication Rules' provide a 'student centric' way of defining precisely how different areas of your school communicate with parents. They are especially useful for communication with split families and for families with students who have multiple parenting arrangements. For further details, refer to 'How to handle split family arrangements' guide. If your school is using a version of TASS.web that is v43.1 or later, and you are still using this field, you should implement 'Communication Rules' as soon as possible. This option will be removed from the program in a future TASS.web release. |
Additional Copies | This allows you to nominate one or more additional address(s) to include as additional copies for your labels/merge files. The 'Second Copy Address' field allows the selection of multiple addresses by holding down the 'Ctrl' key whilst clicking on the required addresses. |
Additional copy to Student 'Lives With (OLD)' Address | This can be used to create an additional copy of the labels or data in the merge file for the parent based on the redundant 'Lives With (OLD)' field in program Student Admin> Student Records > Student Information > Students on the 'General' tab. Refer to 'Use Lives With (OLD) Address' (above). |
Labels Options
This area of the screen determines how the labels will print for families with more than one student. You can elect to produce a single label or line in a merge file or multiple labels or lines in a merge file.
The choice that you make here, does not affect the options that you selected in the 'Address Options' above. Therefore, if you chose to produce multiple copies above that will still occur.
Other Filters
New Families ONLY | Use this when you are organising an event for all new parents to the school. A 'New' Family is defined as one where ALL students linked to the parent record have a date of entry less than or equal to today and greater than 1/1/XX (where XX is the current year.) |
Exclude parents with email address (Labels & Word Merge only) | You would use this field if you have already used the 'Email' option to communicate with parents (who have email addresses) and now want to produce labels or a Word Merge File for the rest (who don't have email addresses). Important! Make sure that you have the same address options selected when you run the email process and the PDF (printed) process. |
Additional Fields (Word Merge only)
If you are producing a Word Merge File you can select additional fields to include by highlighting them with a mouse click. The 'Student', 'Given Names', 'Surname' and 'Year Group' fields are automatically included and are not available for selection.
Save this Configuration as
If this field is populated with a value and you click 'GO', the current report/export settings will be saved using the configuration name entered in this field.
Output Options
AMAS File
This creates a file in a format that is suitable for uploading into certain AMAS (The Address Matching Approval System) software products. We currently support Postman®.
Word Merge File
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 program System Admin > Utilities > Email Settings
Word Merge – TXT File
Generate a *.txt file suitable for merging with a Word letter or label template.
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.
Word Merge – Excel File
You would use this if you prefer to use Excel as your source for merging with a Word letter or label template.
This can be a better option if you have commas in your data.
Important!
This option will be displayed when the 'Enable SMTP Emails' is not ticked in TASS.web program Student Admin > Student Records > Setup Information > Student Records Setup on the 'Student Records' tab.
This will only create an email list for parents who have an email address based on the 'Address Options' that you selected above.
Once the list has rendered on your screen, use copy and paste to include it into your email.
Generate Emails
Use this option to generate an SMTP email to students and/or parents who have an email address based on the 'Address Options' that you selected above.
For more information, refer to 'How to enable SMTP emailing and setup Communication Log Permissions'.
A list of the students that this email will be sent to will be displayed.
Deselect any of the students that you do not want to create emails for using the tick boxes available.
Use the 'Email to Students' and 'Email to Parents' options at the top of the screen to nominate whether this email will be sent to students, parents or both.
An alert symbol will be displayed where an email cannot be generated for the following reasons:
- The student or parent does not have an email address.
- The student does not have the required Communication Rules defined on their Enrolment record.
Click the 'Next' button to proceed.
| Fields that require further explanation | |
|---|---|
| Email Template | Choose an email template from the available options in the drop-down list. The email templates are maintained in TASS.web program System Admin > Utilities > Email Settings on the 'Email Templates' tab. If an email template is selected, the following fields below will be pre-populated based on the template:
|
From | This will show your school email address by default. If a generic email is to be used, select from the available options in the drop-down list. The generic emails in this list are maintained in TASS.web program System Admin > Utilities > Email Settings on the 'Generic Emails' tab. |
To | This is a display-only field and will show a description of the group of students, parents and/or teachers/non-teachers that this email will be sent to. The program will create individual emails. Recipients of this email will not see the email addresses of other recipients or email addresses added into the 'Additional Recipients' field below. Click the 'Print' button to view a listing of the individual recipients. TIP: In the scenario where a parent will receive more than one email (i.e. One email per student for multiple students) an email will be sent:
Click the 'Emails' button to display a screen containing the email addresses of each recipient. You would use this option to copy and paste email addresses into your school's alternative email product. Very Important! TASS does not recommend the use of this option because:
Some Browsers and Email Clients impose limits on data that can be transferred, we recommend that you check that all emails displayed have been transferred before sending. |
| Send an email for each student to each email recipient | Tick this option to ensure that the process for removing duplicate emails allows an email for each student to be sent to each email recipient. This tick box will only be displayed when an email template is selected that includes a Word Merge File. |
Additional Recipients | Use this field where additional recipients (beyond those already included in the 'To' field above) need to be included in this email. To add other teachers/non-teachers, type three or more characters of the teacher/non-teacher code, given name, surname or department to display a list of possible teachers/non-teachers to choose from. From the list provided, click on the teacher/non-teacher that you want to include in this email. Recipients of this email will not see the other email addresses in this field or the 'To' field above. |
Email Subject | This is the text that will be included in the 'Subject' line of the email. (200 characters). |
Attachment | Two options are available to attach files to this email:
|
Word Merge File | Important! This field is only displayed when a Word Merge File has been attached to the email template and the PDF Conversion API has been enabled. The Word Merge File will be merged with the student information then converted to a PDF document that will be attached to each SMTP email. 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.
Create a Word Merge document:
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.
|
Email Message | This is the text that will be included in the message section of the email (4000 characters). To personalise this email, use the 'Keywords' option in the toolbar to add student and parent-specific details into the message text. Click the 'Keywords' option in the toolbar and use the picklist to choose between:
|
Communication Log Comment | Use this field to enter an optional description of the email that is being sent. This comment is displayed in the Communication Log only and is not seen by email recipients, e.g. Reminder to students of an upcoming assignment due. |
Communication Log Category | Select the category that this email will be filed under in students and/or teachers/non-teachers Communication Log. The following student based communications are recorded in a Communication Log:
Internal teacher/non-teacher communications generated in Staff Kiosk are also recorded in a Communication Log. The Communication Log allows you to track and monitor the details of communications including who it has been sent to and whether the communication has been viewed by the recipients. The Communication Log for a student can be viewed using Staff Kiosk program Student Profile > Communication Log. The Communication Log for an enrolled student can be viewed using TASS.web program Student Admin > Enrolments > Enrolment Information > Enrolments on the ‘Communication Log’ tab. |
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.