Letters

You can use the the Letters page to create a batch that generates the letters for letter tasks so that you can print the letters. You can print letters for students, organizations, and employers from this one location.

• All of the letters for a task template are included in one file.

• If the letter contains any fields from the Anthology Student database, the values for those fields are merged into the letter when it is generated.

When printing information for enrollments, only the information from the enrollment with the highest enroll date will be printed.

For batches that you created to print letters, you can use the History tab to: 

• Review the status of all the batches, review the results of specific batches, and manage the batches

• Display, edit, and print the letters

Prerequisites

You must have: 

• Common - Processes - View authorization

• To print letters for students and organizations, Contact Manager - Processes - Letters authorization

• To print letters for employers, Contact Manager- Processes - Employer Letters authorization

Your institution must have configured the path for letter templates and you must have permission to the location.

Access Method

Select the Processes tile > locate Contact Manager > select Letters..

Procedure to Create and Queue the Batch

1. Select the Process tab.

2. Specify the values under Selection Criteria to filter the list.

   Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Letter Templates Select the task templates for the letters you want to print. The list contains all of the task templates configured with an Event Type of Letter that is also configured for the value you selected in the Type list. For example, if you selected Student/Organization, it contains task templates configured with Required selected for Student or Organization.

   Type The type of letters in the batch. The values are Student/Organization or Employer.

3. Under Proposed Changes to the Record, select a value for Clear Letter Request after Generating If you select Yes, Anthology Student clears the request from the system. If you select No, the request remains in the system and will be printed the next time a batch is created if it meets the selection criteria. In both cases, Anthology Student maintains the record of the request in Tasks list (Students tile > select the student name > Contact Manager > Tasks tile)..

4. Select the Next button.

   Anthology Student: displays a list of the task templates that have tasks for letter requests.

5. In the Results list, review the values.

   Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Number of Requests The number of letters that will be in the file. Task Template The task that must be performed. It is the name given to the task template when it was configured by your institution.

   Task Template Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Type The type of letters in the batch. The values are Student/Organization or Employer.

6. Select the Queue Letters button.

7. In the Queue Batch dialog, review or change the name of the batch and select the Queue button.

Anthology Student processes the batch and creates a Microsoft Word file that contains all of the letters that have a corresponding task for the task template. If you also selected Yes for Clear Letter Request after Generating, it also: 

• Closes the task

• Clears the request for the letter

When the batch completes, Anthology Student displays the results on the History tab so that you can display the Word files and print the letters.

Procedure to Review Results

1. Select the History tab.

   Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export () button on the toolbar.

2. Review the status and values for the batches in the list.

   Duration The amount of time it took to process the job or batch. Name The name or description of the batch. Started The date and time when the first job within the batch started executing.

   Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed, some jobs may be in the Succeeded status, but at least one of the jobs is in Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled. Submitted By The name of the staff member who submitted the batch for processing. Type The type of letters in the batch. The values are Student/Organization or Employer.

3. Select the name of the batch in the list. Anthology Student displays the details for the job in the Job Results list.

4. Review the values in the list.

   Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Job Created The date and time when the job was added to the background job queue. Job Result Indicates the processing result for job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed. Job Started The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch. Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors.

   Letter Link that you can select to display and print the letters in Microsoft Word. If the column contains a message, review the Job Result column to find out why the letter was not created. Number of Requests The number of letters that will be in the file. Task Template The task that must be performed. It is the name given to the task template when it was configured by your institution. Type The type of letters in the batch. The values are Student/Organization or Employer.

5. When you are ready to print the letters for a record in the list, select the link on the Letter column. Anthology Student displays a file that contains all the letters.

6. Use the features available in Word to review, edit, and print the letters in the file.