Editing class correspondence

Sage HRMS Train provides pre-formatted class correspondence letters that you can customize to meet your needs,

  • The Class Enrollment Letter notifies students that they are enrolled in a particular class.
  • The Class Completion Letter notifies students that they have completed a particular class.

Use the Edit Class Correspondence task to customize and print these letters for individual classes.

Note: You can also preview and print class correspondence by selecting Reports > Training > Class Administration Reports.

To view and edit class correspondence

  1. Select Training > Tasks > Edit Class Correspondence.

  2. In the table on the Select a Class page, highlight the class whose letter you want to edit, and then click OK.

    Tip: To help locate the class, for Search Criteria (below the table), select Date, Description, or Code, and then type the date, description, or code. The table only shows classes that match your search criteria.

  3. On the Steps for Edit Class Correspondence Task page, select the Complete check boxes for the steps you want to complete now. Select the Schedule check boxes for the steps to schedule for yourself or another user to do later.
  4. Click OK to start moving through the steps you selected to complete now.

Steps in the Edit Class Correspondence task

Use the tabs on the Edit Class Enrollment Letter page to select and edit the information contained in the enrollment letter to be sent to all employees enrolled in the class.

When you finish editing the letter:

  • If you want to preview the letter, click Apply (to save and apply the changes) and then click Preview to open the letter in the Class Correspondence window.
  • If you want to save these settings as the standard Class Enrollment letter for all future classes, click Default and select Yes.
  • If you want to save your changes and close the window, click OK or click Continue to move to the next step.

Use the tabs on the Edit Class Completion Letter page to select and edit the information contained in the enrollment letter to be sent to all students who completed the class.

When you finish editing the letter:

  • If you want to preview the letter, click Apply (to save and apply the changes) and then click Preview to open the letter in the Class Correspondence window.
  • If you want to save these settings as the standard Class Completion letter for all future classes, click Default and select Yes.
  • If you want to save your changes and close the window, click OK.

Tabs on the Edit Class Enrollment Letter and Edit Class Completion Letter pages

Use this tab to edit the text in the letter’s greeting and introduction.

Items on the tab

 
Item Description

Greeting

Type the greeting to appear before the student's name.
Name Format Select the way the student’s name will appear in the greeting.
Introductory Paragraph(s)

Displays the text to appear at the beginning of the letter.

You can change the initial text and add additional words and paragraphs.

Select the check boxes for the student information items you want to include in the letter.

Select the check boxes for the class information items you want to include in the letter.

Use this tab to customize the closing paragraph of the letter.

Item on the tab

 
Item Description
Closing
Paragraph(s)

Displays the text to appear at the end of the letter.

You can change the initial text and add additional words and paragraphs.

Select the check boxes for the sections you want to include in the letter:

  • Enterprise Logo (from the Enterprise Setup page)
  • Enterprise Name (from the Enterprise Setup page)
  • Current Date (system date)
  • Employee Information (from the Employee Information tab)
  • Greeting (from the Introduction tab)
  • Introduction (the Introductory Paragraph(s) from the Introduction tab)
  • Class Information (from the Class Information tab)
  • Closing (the Closing Paragraph(s) from the Closing tab)

Previewing class correspondence

You can preview and print the letters. On the Edit Class Enrollment Letter page or the Edit Class Completion Letter page, click Preview (below the tabs). This opens a preview of the first letter in the Class Correspondence window. Use the buttons on the page preview toolbar to navigate through the letters, magnify a letter, and print the letters.

Buttons on the toolbar

 
Button Action
First Page icon Click the First Page button to display the first letter. This button is disabled if you are previewing the first letter.
Previous Page icon Click the Previous Page button to display the previous letter. This button is disabled if you are previewing the first letter.
Go To Page icon Click the Go To Page button to select a specific letter. Enter the number of the letter in the Go To Page window and click OK.
Next Page icon Click the Next Page button to display the next letter. This button is disabled if you are previewing the last letter.
Last Page icon Click the Last Page button to display the last letter. This button is disabled if you are previewing the last letter.
Zoom drop-down list

Use the Zoom control to choose from different magnifications.

Tip: You can also click your cursor anywhere in the preview window to zoom in or out on a particular area of the letter. When you zoom, your cursor changes to a magnifying glass or a pointer.

Close Preview icon

Click the Close Preview button to close the preview window.

Tip: You can instead click (the Close button) in the top-right corner of the Class Correspondence window.

Print Report icon Click the Print Report button to print the letters. Each letter will print on a separate page.

When you finish previewing the letters, click (the Close button) in the top-right corner of the Class Correspondence window to return to the Edit Class Enrollment Letter page or the Edit Class Completion Letter page.