How to create Letterheads?

Letterheads is a tool for generating official documents. Generating a document directly in the system is a great way to minimise manual work related to (official) document generation. By generating a document directly in the system, the document will be automatically personalised, as the applicant and course data can be taken from the application.

The following Tutorial will give a step-by-stem overview of what you need to do in order to create Letterheads and generate (official) documents directly in the system, including:

  1. Setting up a Letterhead
  2. Editing the Letterhead
  3. Generating the Letterhead
  4. Customising the Letterhead
  5. Editing and downloading the Letterhead

1. Setting up a Letterhead

Go to Automation and look up “Letterheads”.

You will be able to see the already existing Letterheads. You can Edit or Delete them by clicking on the Letterhead.

Scroll to the bottom and click on + New Letterhead to create a new one.

2. Edit the Letterhead

Now that you have create a new Letterhead, it is possible to edit it.

2a. Creating a Letterhead

(1) Give your Letterhead a name, it can be for example acceptance letter, confirmation letter etc.

(2) Choose the language of your Letterhead.

(3) You can assign your letterhead the suitable text size, whether you want to be small, normal or big, and you can choose your own text spacing.

(4) You can also choose a heading/footing for your Letterhead. Instance logo and colour come from System > Settings > Look and feel.

(5) To be able to edit the Letterhead, click on Template. Once you have finished editing, you can click on Preview or Preview in PDF (7) to see how it will look like.

(6) Insert Content Markers into Letterheads.

(8) Save changes and preview

2b. Editing the content of the letterhead.

(1) It is easy to start by copy-pasting the content of the document to the template.

(2) Instead of specific names, dates, programme names, amounts and other data specific to one person and situation, it is necessary to locate the data which has to be generated per case.

 

Replace any changing part with a content marker.

If the data is found within your DreamApply system, then most likely it will be possible to automagically bring up data in the document  with the help of Content markers. Find out HERE, how to format your Letterhead (e.g. how to use bold or italics etc)

The article HERE explains the nature of content markers.

(1) The result should look similar:

(2) Don’t forget to Save changes!

 

The document is ready to be generated per applicant.

3. Generating the Letterhead

(1) In order to start testing the newly created document, first navigate to Applications > Browse or use Search/Quick search above.

(2) Find the applicant you want to generate the document for.

(3) Click on the Offer button.

(1) To generate a letterhead, go to Attachments.

(2) Now you will see the list of potential letterheads.

(3) Once you have chosen the letterhead you wish to generate, click on Generate. For customisation of the Generation, see section “4. Customising the Letterhead” below. You can also download (4) the generated letterhead to see if all the data is correct.

(5) If you wish to send the letterhead with the message, make sure there is a tick in front of the letterhead.

(6) If you have any other files you want to send to the student, you can do this by uploading a file.

Now you can proceed with the message.

4. Customising the Letterhead

Letterheads are now customisable per document. This means that it is possible to modify each export document, such as:

  • Add document numbers;
  • Modify specific information/data of the applicant;
  • Add/edit fee related information;
  • Modify complex data that has not been possible to add with the help of content markers.

To customise the Letterhead, follow the steps explained above and click “Generate” (1). This will immediately open up Letterhead editor (2).

You may continue by editing text:

  • Font to Bold/Italic/Underlined/Strikethrough (1)
  • Insert/Remove links (2)
  • Paragraph styles (3)
  • Align text (4)
  • Order text, i.e. make bulleted or numbered lists (5)

But also:

  • Freely add text to the automated template (6)
  • Change/remove any part of the text per Letterhead
  • Revert to original (7) – this will revert the content back to template-based Letterhead.

Once you are done, click, “Save and generate” (8).

Continue as explained in “3. Generating the Letterhead”.

5. Edit and Download the Letterhead

Notice that after the first generation, a few additional options appeared!

  • Once you have Saved and generated the Letterhead, you will be able to simply Edit (1) it.
  • Should you want to keep a copy of the Letterhead, you will be able to Download (2) it. Keep in mind that this is only possible after the first generation.

All set!

You can always find the created letters under Attachments.

You may find some parts that you need to edit in order for the data to be placed nicely, or if you need to update the document content from time to time. You can do that any time in the future, simply by returning to Letterheads.

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