Standard letter

A standard letter is a template for mail containing variables that are replaced by the appropriate values when sending (printing for mail or attached PDF for e-mail). A standard letter applies to certain types of recipients (students, teachers, internship counselors, and staff) and can be sent from certain displays, these displays are determined by the category (assiduity, internship, miscellaneous, etc.).

Creation, customization

Personalize a by default standard letter

Standard letters are proposed by default. You can modify them directly or duplicate and then modify them.

1. Go to the tab Communication > Mail >  Standard letters.
2. Select a standard letter on the left: its contents is displayed on the right.
3. Use the formatting options and insert the variables if necessary (Variable (standard letter or SMS).

Create a new standard letter

You can also create new type letters from a blank page.

1. Go to the tab Communication > Mail >  Standard letters.
2. Click on the creation line.
3. Enter the designation for the letter and validate using the key [Enter].
4. In the popup window, choose the type of recipient and indicate the category, meaning what is the context for sending the standard letter (Category of a standard letter or SMS).
5. Select the letter in the list and enter the contents in the panel on the right.

Note: a standard letter can only have a single category. If you want to create similar standard letters for several types of recipients, create the first one, format it and then duplicate it.

Duplicate a standard letter

1. Go to the tab Communication > Mail >  Standard letters.
2. Select a standard letter.
3. Right-click and choose Duplicate.

 

Insert the variables in a standard letter

Variable (standard letter or SMS)

Change the category of a standard letter

Category of a standard letter or SMS

Modify the header

Header and footer

Institution's logo

Recover the standard letters

Recover the standard letters from the previous year

Go to the tab Communication > Mail >  Standard letters.

• Manual recovery: click on the button Recover the standard letters under the list of the standard letters and indicate the file where they are to be found. By default, the standard letters (*.COU files) are stored in the folder C:\ProgramFiles\Index Education\Hyperplanning 2019\Réseau\Nom de la base\LetterType. 
• Automatic recovery: the standard letters are automatically recovered when you initialize your HYPERPLANNING base from the previous year.

Restore the by default standard letters

1. Go to the tab Communication > Mail >  Standard letters.
2. Select a standard letter in the list.
3. Right-click and choose Restore the original.

Sending

See from what displays a standard letter can be sent

Category of a standard letter or SMS

Send a standard letter (paper, PDF, e-mail)

Mail