Illuminate Form Letters June 2016 Assessment & Evaluation, Illuminate Bootcamp Contact: Kate Arch,

Outline I.What are Form Letters?  Slide 3 II.Where are they?  Slide 4 III.How do I make a Form Letter?  Slides 5-16  Create a Report, slides 5-13  Create a PDF, slide 14  Combine Report and PDF, slides 15 & 16 IV.How do I share a Form Letter?  Slide 17 V.How do I print them?  Slide 18 Create a Report Create a Word Document Share Combine

What are Form Letters?  Form Letters are documents used to display information found in Illuminate.  Information displayed can be assessment scores as well as student demographics.  Form Letters are designed in MS Word and then imported into Illuminate.  You get to pick what is put into the Form Letter!

Where are Form Letters?  Open Chrome and go to then click on Employees, Illuminate.  Open a report which contains a Form Letter.  Here is one we can all see:  Click on Form Letter found on the top menu bar.  Click on Download.  Once it is downloaded, it will appear at the bottom left of your screen. Click on the box to open the PDF.

How do I make a Form Letter?  First – create a report to house all of the data you want on the Form Letter.  Second – create a MS Word document that will be layout of your Form Letter.  Third – combine the report with your layout.  Fourth – share the report and this will share the Form Letter. 1. Create a Report 2. Create a Word Document 4. Share 3. Combine

 Click on Reports, Create a Report  Title the report. Adding tags will help you search for it later.  A screen will display options for your report. Remember, this report will feed the information into your Form Letter. 1. Create a Report

Let’s look at the options for your report. Categories  Categories – these are the assessments and data points you can pull scores/data from. When you select a category, you’ll have options in the next menu over.  Type in “demographics”  Click on “Students: Demographics”

Continued Matching Columns  Matching Columns will display the columns of information from the category. Remember, this report feeds information for your Form Letter.  Type in “id”.  Click on “ID: Local Student ID”

Continued Selected Columns  Notice “ID: Local Student ID” is now in the Selected Columns.  Click on Save and look at the next screen – that will be the beginning of your report which feeds information into your Form Letter.

Manage Data Columns  This shows you the column you selected.  Note you can change the order of columns, delete, and hide.  You can also rename columns.  Delete “Local” so your column is “Student ID”.  When done, click on Save Changes and View Report.

View Your Report  You should have one column in your report. Student ID.  From this screen you can Manage Columns – change column names, order, etc. Create Form Letter (we’ll do this in a later step), Edit Title, and more!  Let’s go back and add more columns to feed information for your Form Letter.  Click on Add Columns.

Add Columns  You are back to the screen where you can select other columns for your report.  This example shows the addition of Last Name and First Name of students.  Take time to play with the categories and columns.  Samples: Type in different Categories such as “Teacher” and “SAGE”  When done, click on Save.  Wait on the next screen to review columns.

Manage Data Columns  Change column names and order as you see fit.  Click on Save Changes and View Report when done.

 Open another window and create a word document. This will be the layout of your Form Letter.  Keep in mind the length of the data found in your report’s columns when formatting your word document.  Once completed, save the word document as a word document, then save it again as a pdf. Do both saves.  File – Save As - PDF 2. Create a Word Document

 Open your report that feeds information to your Form Letter.  Click on Form Letter, add.  Name the Form Letter.  Find the PDF and import it. 3. Combine

Format the Layout  On the left is a list of all of the columns found in your report.  To edit a column’s display, select the columns you want to change from the Form Letter on the right. Use your mouse. Hold down a left click and release when you have selected the columns. You’ll know your selected them because their color will be different.  Click on  You will be able to change justification, font size, etc.  Click and drag the columns to the location you want them on your Form Letter.  On the right is your Form Letter, as created in MS Word. Click on Save when done.

 Go back to the report that feeds your Form Letter.  Click on Share.  Select whom you want to share with.  Give them Can View & Download.  You must share the report to share your Form Letter.  Who to share with? Departments, administrators, coaches…etc. 4. Share

Print your Form Letters  Open the report. Click on Form Letter. Download.  Edit – allows you to change the PDF feeding the Form Letter.  Layout – allows you to change columns and their formatting into the PDF. Edit!Layout!