Choice: Document templates

Modified on Thu, 14 Aug at 12:45 AM

TABLE OF CONTENTS

Preamble
Create document
Merge fields
Edit Document templates
Clone Document templates
Delete Document templates
Rollover document templates
Sample template

Preamble

Schools may wish to set up documents that can be either printed or emailed to students.

Create document

Navigate to Choice > Document templates (Ensure the user has the 'Choice Administrator' role so that they can access this functionality.)

Select Create template

Enter a document name. This will be selected later when choosing to print letters or email to students.
Select Email or Letter
Enter document text, using Merge fields where possible (see below regarding merge fields)
Save

Merge fields

Merge fields can be used to insert information if it is already contained elsewhere in the system or to personalise letters / emails.
To use a merge field, navigate to the relevant section of the document that the merge field will be inserted into, enter any formatting requirements, such as Bold, italics etc., select Merge field from the menu bar, then select the merge field required. Note that the Parent merge fields will only populate if the relevant data has been imported into Admin > Family data.

(Student House has now been added to the list available in Merge fields)

Example:

A document template has been set up as follows:

Students will receive the document with the merge fields filled in:

If you want to create both an Email and Letter version of the template to later select either of these options for some or all students, use the 'Copy to Letter' option from the menu.

Edit Document templates

Navigate to Choice > Document templates
Click on the edit icon
Edit document
Save

Clone Document templates

Documents can be 'cloned' as a starting point for a new document, then edited as required.

Navigate to Choice > Document templates
Click on the Clone link
Edit document
Save

Delete Document templates

Navigate to Choice > Document templates
Select the check box of the document that needs deleting
Select Delete templates

Refer also to Choice: Communicate to students via Email or Printed letter

Rollover document templates

Document templates can also be rolled over from one year to the next.

Navigate to Admin> Settings
Click on the Roll over 20YY settings button
De-select all options apart from Document Templates. Or, keep any other options selected if they need to be retained for the following year, eg. Daily settings, Roles, etc.
Finish by clicking on Roll over 20YY settings

Sample template

Below is an example of a template set up to email subject selection instructions to students:

Subject Selection information

Dear ${studentFirst}

It is now time for you to enter your subject preferences for next year. You will do this online, the details are outlined below.
If you have any questions, please contact your home group teacher.

Step 1: Log into www.my.edval.education.

Step 2: Enter your personal WebCode is: ${studentWebCode}

Step 3: Enter the subjects that you want in the order of preference. The subjects that you most want to do should be at the top of your list.
* We will try very hard to grant you your preferred subjects, however, where this is not possible, we will meet with you to discuss your program.

Step 4: Click Submit.

Step 5: Print your form and have your parent/carer sign it.

Step 6: Place your signed form into the 'Subject Selection' box in the Secondary administration office.

You have 2 weeks to submit and then the form will be closed.