Automatically Running and Releasing Attendance Letters

Letters can be set to run automatically and optionally also, upon creation, be automatically released to the Parent WebAccess module.

Parameters on every Attendance letter template give the option of automatically running the letters and then potentially auto-releasing the letters to the Parent WebAccess module.

There are two parameters:

• Auto Generate- When this is checked the letter template will be "run" by the Letters Task.   This has a sub-parameter:
  • Exclude Students with IEP Graduation Attendance of - The options are: When an option is selected, students meeting the criteria will be exempted from having letters generated for them from this template.
• Auto Release - If a letter has been generated and not yet released, if the Auto Release parameter is checked the unreleased letters are released to the parent module.    Auto Release parameter is not dependent on the Auto Generate parameter:  It applies to all letters, not only letters that have been generated during a "Auto-Generate" run.  That is:  if a letter template is manually run and letters are generated but NOT manually released, those 'new' letters will be released the next time the Letter Task runs, if the letter template has "Auto Release" checked.

The Letter Task

There is a single letter task that runs all letters - from all modules using the updated 2025 Letter architecture - that have been set to auto-generate.    When letters are generated during the automatic runs, if the template also has auto-release checked, the generated letters will released to the parent module.

The letter task can be found on the Core->Scheduler screen:

This task is typically set to run once a day.  When it runs it will "run" all letter templates that have the "auto-generate" parameter checked.    When a letter template is 'run' it generates letters for any student who qualifies for the letter.  

Letter Task Operations

The Letter Task has two functions:

1. Automatically run any Letter Template that has the Auto Generate parameter checked.
2. Automatically release any 'newly' generated letters from Letter Templates that have the Auto Release parameter checked.

When letters are generated if their letter template is flagged for "auto-release", the resulting letters are released to the parent module.