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  3. Letters/Forms

Marketing Reports: Letters/Forms

Navigation:    Report Menu »» Marketing »» Templates - Letters/Forms

Applies To:    Enterprise    Plus   Basic

Overview

Letter/Form templates are used to merge with data in various report menu categories.  The reports that support data merging include the following, depending on XenDirect version.

Following is a list of reserved template names used for specific functions within XenDirect.  These template names should only be used for the identified function.

  • Email Partial Payment: Used for WebReg module email confirmation after a successful balance due payment.
  • Email Invoice:  Used within the Admin module when emailing an invoice.
  • Email Receipt:  Used within the Admin module when emailing a receipt.
  • Email Waitlist:  Used within the Admin module when emailing a status change from Waitlist to Active.
  • Ed2Go Confirmation:  Used for Admin and WebReg modules email confirmation after an Ed2Go course registration.
  • Ed2Go CTP Confirmation:  Used for Admin and WebReg modules email confirmation after an Ed2Go CTP course registration.
  • ProTrain Confirmation:  Used for Admin and WebReg modules email confirmation after a ProTrain course registration.
Create Merge Template

To create a Letter/Form template for merge reports:

  • Release 3: Go to Tools > Marketing Functions > Create Merge Templates.
  • Release 2: Go to Report Menu »» Marketing »» Templates - Letters/Forms.
  • Click the New button.
  • Template Name: Name of template. Required field.
  • Type:  Is template for a Form, Letter or Both.  Required field.
  • Header/Subject:  Text is placed in the header section of Merge Forms.  This field is not used in Merge Letters.
  • Body 1:  Text is placed in a Letter/Form merge document as the Body 1 section.
  • Body 2:  Text is placed in a Letter/Form merge document as the Body 2 section.
  • Closing:  Text is placed in the Closing section of a Letter/Form merge document.
  • Population:  Identifies the populations this template would be used for.  Note that templates may be filtered based on the population selected.
  • Topic:  Topic area of template.  Controls display of template in report options.
  • Alt Return Mailing Address:  Displays this address as return address in letter merges rather than default address from Branch Profile.

Embed Codes - Course Merge Form

These embed codes function with the report printable from Merge Forms using the reporting feature in Release 2. InSight reports do not support embed codes. Instead, InSight Pro users can design reports with the data fields desired directly into the report.

Font type and font size embed codes affect the entire field, not just specific text in the field.  All embed codes should only be used a maximum of one time per field.  Duplicate embed codes in the same field will not convert and will display in the final outcome in their embed code format, not the desired data.

Embed codes are separate from the Report Options related to displaying description, course details, staff personal data, and compensation.  Embed Codes and display related Report Options will work in tandem in the same report, if desired.

  •   The following embed codes can be used in the Header field.
    • [FontArial] = changes font type to Arial instead of the Times New Roman default
    • [Font12] = changes font type to size 12 instead of the font size 11 default
    • [Font14] = changes font type to size 14 instead of the font size 11 default
    • [Font16] = changes font type to size 16 instead of the font size 11 default
    • [Font18] = changes font type to size 18 instead of the font size 11 default
    • [Font20] = changes font type to size 20 instead of the font size 11 default
  • The following embed codes can be used in the Body1, Body2, and Closing fields.
    • [FontArial] = changes font type to Arial instead of the Times New Roman default
    • [Font11] = changes font type to size 11 instead of the font size 10 default
    • [Font12] = changes font type to size 12 instead of the font size 10 default
    • [Font14] = changes font type to size 14 instead of the font size 10 default
    • [CourseCode] = full course code
    • [CourseTitle] = course title
    • [CourseStartDate] = course section start date
    • [CourseEndDate] = course section end date
    • [CourseStartTime] = course section start time
    • [CourseEndTime] = course section end time
    • [CourseDays] = course section days of the week
    • [CourseClasses] = course section total number of classes
    • [CourseWeeks] = course section total number of weeks
    • [CourseTotalHours] = course section total number of hours
    • [CoursePerDayHours] = course section number of per day contact hours
    • [FacilityName] = facility name associated with the room assigned to the course section
    • [BuildingName] = building name associated with the room assigned to the course section
    • [Room] = room assigned to the course section
    • [Session] = session name linked to course section
    • [AltSchedule] = alternate schedule field from course section
    • [OrgName] = organization name from organization profile
    • [BranchName] = branch name from branch profile
    • [PrintDateWithDay] = prints date in following format "day, Month Day, Year" as in Wednesday, 3/4/15
    • [PrintDateWoDay] = prints date in following format "Month Day, Year" as in 3/4/15
    • [CountActive] = count of enrollment where Enrollment Status starts with the "E"
    • [CountEnroll] = count of enrollment where Enrollment Status starts with "E" or "C" or "Did Not C" but excludes "Did Not Complete-No Show"
    • [CountEnroll2] = count of enrollment where Enrollment Status starts with "E" or "C" or one of the following "Did Not Complete-Failed", "Did Not Complete-Incomplete" or "Did Not Complete-No Show"
    • [CountNonEnroll] = count of enrollment where Enrollment Status starts with "A" or "Did Not Enroll" or "Did Not Complete-No Show"
    • [CountDropped] = count of enrollment where Enrollment Status starts with "Did Not Enroll" or one of the following "Did Not Complete-Other", "Did Not Complete-Dropped", "Did Not Complete-Refunded" or "Did Not Complete-Transferred"
    • [CountCompleted] = count of enrollment where Enrollment Status start with "C"
    • [CountDidNotComplete] = count of enrollment where Enrollment Status starts with "Did Not C"
    • [CountWaitList] = count of enrollment where Enrollment Status is "Applicant/Waiting List"
    • [CountApplicant] = count of enrollment where Enrollment Status starts with "Appl" but excludes "Applicant/Waiting List"
    • [CountTotalNoVisitors] = count of total enrollment where Enrollment Status is not "Approved Visitor"
    • [CountTotal] = count of total enrollment regardless of Enrollment Status
    • [StaffLastName] = last name of staff linked as instructor 1 or 2 based on report parameters
    • [StaffFirstName] = first name of staff linked as instructor 1 or 2 based on report parameters
    • [StaffEmail] = email address of staff linked as instructor 1 or 2 based on report parameters
    • [StaffEmail2] = email address 2 of staff linked as instructor 1 or 2 based on report parameters
    • [StaffPayRate] = pay rate from course section of staff linked as instructor 1 or 2 based on report parameters
    • [StaffPayMethod] = pay method from course section of staff linked as instructor 1 or 2 based on report parameters
    • [StaffPayTotal1] = total pay for staff linked as instructor 1 or 2 based on report parameters;  By Student will always display zero
    • [StaffPayTotal2] = total pay for staff linked as instructor 1 or 2 based on report parameters;  By Student will calculate based on [CountActive] parameters noted above
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      1. Rick Stern

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