HR Letter Wizard

PATH: Human Resources > Administration > HR Letter Wizard

The HR Letter Wizard allows districts to design and create letters to be sent to staff.

The HR Letter Wizard uses the same text editor that is found in many Campus tools. Reference the WYSIWYG Editors article for more information on Campus Field properties and Campus sub-reports.

HR Letter Wizard Example

Field Descriptions

Letter Format

Letter Formats allow you to create letters that can be sent at a later date. They also allow you to create reusable letters that save time and standardize content.

HR Blank Form Letter

This option does not include any predefined content. Only the content you enter in the WYSIWYG editor is included in the letter.

HR Addressed Letter

This option automatically includes the district's address, the staff person's name and address, and the current date at the top of the letter. When you generate the letter, Campus retrieves address information from the staff person's active Primary Household.

Saved Letter Formats

This area provides a list of existing Letter Formats.

When the HR Blank Form Letter Letter Format is selected, only Letter Formats added with HR Blank Letter selected display.

When HR Addressed Letter Letter Format is selected, only Letter Formats added with the HR Addressed Letter selected display.

Letter Generation

Ad Hoc Filter
When this checkbox is marked, HR Person (Data Type) filters display in the dropdown list. You can select a filter to limit letters to only those employees that match the filter criteria.

All Active Staff
When this checkbox is marked, letters generate only for employees with an Active Work Assignment.

Sort Options

Sort Options allow you to select how the letters sort when generated. This option can assist with tasks like envelope stuffing.

  • Last Name
  • Primary Work Location
  • Staff Number
  • Zip Code (HR Addressed Letter format ONLY)

Creating a New Letter Format

PATH: Human Resources > Administration > HR Letter Wizard

  1. Select the Letter Format you want to create.
    • HR Blank Form Letter

    • HR Addressed Letter

  2. Click the New Format button.
    The HR Letter Designer displays.

  3. Enter a name in the Name field to identify the letter within the Letter Designer tool.

  4. Enter a Short and/or Long Description.

    Information in these fields displays for users when modifying or editing the letter. Text entered in the Long Description field displays on screen when the template is selected.

  5. Select the Font, Size, Font Color and any other formatting options within the text format bar.
  6. Begin writing the letter within the text field in English. To include dynamic Campus Field options and sub-reports, select the two buttons on the far-right side of the text format bar.

    Do NOT copy attribute fields from another Messenger tool in Campus. The attribute fields are not the same.

    Once the Campus field button is selected, the Insert Campus Field window displays. Much like other Ad hoc field editors, you can select Campus fields related to the HR Personnel Master.
    To insert Campus fields within the letter, select the field from the Insert Campus Field window. The selected field appears with a dotted blue-lined box in the text editor.

    Once the Campus sub-report button is selected, the Insert Sub-Report editor displays. Sub-reports are pre-established database views. To insert a sub-report within the letter format, select the sub-report on the editor. The sub-report appears within a dotted red-lined box in the text editor.

    Emergency ContactInformation
    This sub-report provides all emergency contacts for an employee that are listed in the employee's HR Personnel Master Contact Information section. Information for the contacts includes their name, relationship type, phone number and an alternate phone number.

    Expiring Licenses or Certifications
    This sub-report inserts into the letter any qualification with the "LC" Qualification Category that has an expiration date within 12 months of the current date.

    All Licenses or Certifications
    This sub-report provides a list of the employee's qualifications with the "LC" Qualification Category and sorts by most recent start date.

    All Qualifications
    This sub-report lists all of the qualifications for an employee. All qualifications are included with the exception of WH - Work History.
    The Qualifications display in alphabetical order by Type (CI, ED, HQ, LC) and sort by Start Date within each type.

    Active Work Assignment
    This sub-report provides information specific to the active Work Assignments associated with the employee's record.

  7. If necessary, enter translated text to send the same letter in non-English formats for those individuals who are assigned a Preferred Language that is not English.

     Click here to see Preferred Language Setup Instructions.

    Preferred Language Setup

    This format screen allows the input of the actual body of a letter. Letters can be created in several languages (see the Preferred Language Letter Setup section below). A school can create an Attendance letter in however many languages are needed, but it must first be entered in the selected Default Value.

    Infinite Campus does not provide translation services.

    Districts must use their own resources when creating communication to parents/guardians, students, staff, etc. in another language.

    Letters must exist in the assigned default language (see Step 1). Text can be entered for additional languages, as needed for the district's population. Two things must be done:

    Existing language codes should not be modified. Access to letters is lost until the original code is recreated. If that language code is assigned to any person, that assignment is lost as well.

    Step 1. Enter the Preferred Language Default Value

    PATH: System Administration > Custom > Attribute/Dictionary

    Enter the desired Default Value for the Preferred Language. This value is used to show the Default Language Preview when creating letters in other languages, and if no Preferred Language has been assigned to an individual (Step 3), letters generate in this default language.

    1. Expand the Contact object.
    2. Click on Preferred Language element. A Campus Attribute Detail editor displays.
    3. Enter the appropriate Default Value. This could be en_US, es_MX, or another abbreviation that matches the Code assigned to the Languages entered in the Dictionary list. The entered value must match the Dictionary Code for that language.

    Preferred Language Default Value

    Step 2. Add Language To Attribute/Dictionary

    PATH: System Administration > Custom > Attribute/Dictionary

    Languages available here are used in the Preferred Language Selector and control the list of languages.

    1. Expand the Preferred Language attribute and select Dictionary. A Preferred Language Dictionary Detail editor displays.
    2. Click the Add Row button in the far right corner of the Detail editor.
    3. Enter a Code, Name and Sequence for the language.
    4. Mark the language as Active.
    5. To add more languages, click the Add Row in the right hand corner, and repeat steps 3 and 4. 
    6. Click the Save icon when finished.

    The Language Code can be up to 15 characters in length.

    Attribute Dictionary - Preferred Language

    Any language can be added or removed. But the language entered as the Default Value MUST remain. As the default preferred language, it is the assumed language when an individual does not have a Preferred Language assigned. Letters do not generate at all if this language is removed. The Code entered in the Dictionary must match the Default Value.

    Default Value Matches Dictionary Code

    Step 3. Assign Preferred Language to Parent/Guardian

    PATH: Census > People > Demographics > Personal Contact Information

    Assign the Preferred Language to the parent/guardian who receives an attendance letter. This field can be assigned to all persons in Campus, as well. It's used to send other sorts of messages to parents/guardians, staff and students.

    Parents/guardians can also select the Preferred Contact Language on the Contact Preferences editor in the Campus Portal.

    Preferred Language Assignment

    Step 4. Create the Letter in the Default Language

    Create the letter in the Default Language.

    Preferred Language Display

    Default Language: English

    In the following example, en_US: US English is the Default Language.The Attribute/Dictionary has been entered as follows:

    • Preferred Language Default Value: en_US
    • Preferred Language Dictionary Value Code: en_US

    When the same letter is created in another language, the English version displays as the Preview.

    Default Language: es_MX

    In the following example, es_MX: Spanish (Mexico) is the Default Language.The Attribute/Dictionary has been entered as follows:

    • Preferred Language Default Value: es_MX
    • Preferred Language Dictionary Value Code: es:_MX

    Spanish Default Language Setup

    When the same letter is created in another language, the Spanish version displays as the Preview.

    Preferred Language in Spanish Letter Preview

    When finished, choose the applicable Organized To: option and click the Save Format button. Follow your district's standard procedure to print and generate attendance letters. Letters in English and letters in non-English generate in the same collection of letters. When a parent/guardian is assigned a Preferred Contact Language that is not English, the letter prints in that language.

    Step 5. Create the Letter in Additional Languages

    After creating the letter in the Default Language, enter text for this same letter in a different language by selecting the language in the Preferred Language list and type/paste translated text into the WYSIWYG editor. That language becomes bold, and an Active checkbox becomes available. A language version of the letter is only a draft until the Active checkbox is marked.

    When it is determined that the draft letter can be sent, mark the Active checkbox, indicating the letter is now ready to print for those individuals assigned that Preferred Language.

    Letter in Spanish

    Repeat these steps for the other languages in which letters need to be available.

    Please adhere to any district policy that may exist for what needs to be included in the letters.

    Step 6. Send the Letters

    A letter is sent for each distinct Preferred Language associated with the parents/guardians in the household marked to receive mailings. In the example below, one of the student's guardians receives a letter in Spanish, because that is the Preferred Contact Language for that guardian, and another of the student's guardians at a different mailing address receives the same letter in English. If there are two parent/guardians in the household assigned the same Preferred Language, one letter generates for the household.

    Letters in Multiple Languages

    There may be certain foreign language characters that don't line up properly with other text when using the Campus Fields or when fonts are mixed (like using phone numbers alongside non-English characters). Try adding additional returns between lines.

  8. Select a user group in the Organized To field. (Optional)

    Selecting a user group allows you to share the template with others that have the same user group rights.

  9. Select the Save Format button.
    The letter format is now saved and available for use.

Inserting an Image into a Letter

Images in any of the approved formats can be added to letters. If you have trouble with a .JPEG image in FOP, try opening it with an image processing program (such as Photoshop or Gimp) and then save it. Specifying 24-bit color output may also help.

For the PDF and PostScript renderers, most .JPEG images can be passed through without decompression. Grayscale, RGB, and CMYK color spaces render properly; however, for other output formats, the .JPEG images have to be decompressed.

Refer to the WYSIWYG Editors article for more information.

Generating an HR Letter

PATH: Human Resources > Administration > HR Letter Wizard

  1. Select the Letter Format you want to create.
    • HR Blank Form Letter
    • HR Addressed Letter
  2. Select the letter you want to generate from the Saved Letter Formats box.
  3. Select an Ad Hoc filter OR select the option to generate letters for All Active Staff.

  4. Select how the letters should be sorted. Options include Last Name, Primary Work Location, Staff Number, and Zip Code.
  5. Select Generate Letters.
    The letters generate in PDF format according to the parameters you selected.


Editing and Deleting Letter Formats

Letter formats may be edited or deleted at any time. To change a letter format, select the format and click Edit. To delete a letter format, select the format and click Delete.