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How to Create a Parent Portal Instruction Letter

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Date4/3/2015
TitleHow to Create a Parent Portal Instruction Letter
SummaryThe following article is designed to walk the user through the basic steps of producing an instruction letter to help parents create their account to access the Parent Portal.
Summary2

The following article is designed to walk the user through the basic steps of producing an instruction letter to help parents create their account to access the Parent Portal.

Prior To Implementation

Nothing.

Resolution
  1. More than one contact can create an account based on the same student ID. Each Contact/Parent must have a valid, working email entered into the Contact area in the Student Biographical Editor. If a contact does not want their email used for communication, set the Use Email flag to No. This would also disable that user from setting up a Parent account.

  2. Go to Biographical Jobs > Operations > Biographical Mail Merge. By copying the letter supplied in this article, the school will be able to send a student’s contact(s) a form letter with the instructions needed for them to successfully create an account to the Parent Portal.

User-added image

  1. Select option 1: Create mail merge table.Do not check the box to Build mail merge table for Parent Internet Access Authorization letter as this letter is outdated and should not be used.

  2. Click the Auto-Select Default Fields button.

  3. While holding the CTRL key down, select the CEMAIL field so it can be included in the letter.

  4. Select contact type to be used.  The Mail Merge document can be sent to just one contact type or can be set to Mailing Flag, which will include all contacts that have indicated that they would like to receive mailings from the school.

  5. Set the Student Range

  6. Click the Build Table button

  7. Click on the Master Document tab

  8. If the document, Parent Portal Instruction Letter is available in the Select Master Document, select it.  The contents of the letter will appear in the Edit Master Document window.  Make changes as necessary.

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  1. If the document is not available, it will have to be created.Click on the yellow plus sign in the tool bar to create a new master document.Enter in a description.In the Edit Master Document area, copy and paste the following letter.Make changes as necessary.

  2. Sample letter with areas to change highlighted

<<CMONTH(DATE())+" "+STR(DAY(DATE()),2)+", "+ALLTRIM(STR(YEAR(DATE())))>>
 
<<IIF(!EMPTY(CTITLE),ALLTRIM(CTITLE)+" ","")>><<ALLTRIM(CFIRST)>> <<CLAST>>
<<ALLTRIM(CSTRNO)>> <<ALLTRIM(CADDR1)>>
<<ALLTRIM(CCITY)>><<IIF(!EMPTY(CSTATE),", "+CSTATE+"  "," ")>><<CZIP>>
 
Dear <<IIF(!EMPTY(CTITLE),ALLTRIM(CTITLE),ALLTRIM(CFIRST))>> <<ALLTRIM(CLAST)>>,
 
This letter is to inform you that our school has added a Parental Portal that allows parents/guardians access to information regarding their child.  If you decide to use this service, you may access various types of information regarding your child; information such as Attendance, Discipline, Grades, Scheduling information, etc.
 
In order for you to access your child's information, you will need to establish a parent portal account.  If you wish to create an account, please use your computer's internet browser to go to the following website:   ****LIST YOUR SCHOOL'S URL FOR THE PARENT PORTAL HERE****
 
When you access the website listed above, you'll see that you are on the Parent Portal page.  There is a 'click here' link you will use to setup your account.  Enter the following information EXACTLY as shown below:
 
Parent First Name:  <<ALLTRIM(CFIRST)>>
Parent Last Name:  <<ALLTRIM(CLAST)>>
Parent Login Name:  (Enter whatever login name you like)
<<ALLTRIM(F_NAME)>> <<ALLTRIM(L_NAME)>>'s ID Number: <<ALLTRIM(ID_NUMBER)>>
 
If we do not list your name here as you would like us to have it, please let us know before you proceed.  You will create only ONE account using the student ID number listed above.  Once you have created your account, you will be able to add your other children to that account.
 
You may enter any Parent Login Name you like.  A temporary password will be sent to the email address we have on file for you, <<IIF(EMPTY(CEMAIL), "NO EMAIL ON FILE, PLEASE PROVIDE",ALLTRIM(CEMAIL))>>.  If this is not the correct email address, please contact us before you proceed.  Once you receive the temporary password, log onto the Parent Portal website again and enter your Login Name and temporary password.  You will immediately be required to change the password to one of your own choice.  Once you are logged on, you will see the name of your child whose ID number you entered when you created the account.  If you go to the My Accounts tab, you will be able to add your other children to your account.  You will need to know their ID numbers.  If you do not know them, please contact our office and they will be emailed to you at the email address listed above.
 
If you have questions or concerns you would like to discuss, please call or email me and I'll be happy to assist you.
 
Sincerely,
 
Jane Doe
Technology Secretary

  1. If mailing labels are needed, click on Merge/Print Labels tab.Select the label type and print.

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  1. Click on Merge/Print Letters tab.  Set the output option.  The option to email the letters is an option.

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  1. Click on Merge/Print button.

  2. Here is a sample of the letter provided:

March 26, 2015
 
Mrs. Karen Gauthier
7 West 21st Street
Pittsburgh, PA 15222
 
Dear Mrs. Gauthier,
 
This letter is to inform you that our school has added a Parental Portal that allows parents/guardians access to information regarding their child. If you decide to use this service, you may access various types of information regarding your child; information such as Attendance, Discipline, Grades, Scheduling information, etc.
 
In order for you to access your child's information, you will need to establish a parent portal account. If you wish to create an account, please use your computer's internet browser to go to the following website: ****LIST YOUR SCHOOL'S URL FOR THE PARENT PORTAL HERE****
 
When you access the website listed above, you'll see that you are on the Parent Portal page. There is a 'click here' link you will use to setup your account. Enter the following information EXACTLY as shown below:
 
Parent First Name: Karen
Parent Last Name: Gauthier
Parent Login Name: (Enter whatever login name you like)
Amy Abbiatici's ID Number: 0515583
 
If we do not list your name here as you would like us to have it, please let us know before you proceed. You will create only ONE account using the student ID number listed above. Once you have created your account, you will be able to add your other children to that account.
 
You may enter any Parent Login Name you like. A temporary password will be sent to the email address we have on file for you, NO EMAIL ON FILE, PLEASE PROVIDE. If this is not the correct email address, please contact us before you proceed. Once you receive the temporary password, log onto the Parent Portal website and enter your Login Name and temporary password. You will immediately be required to change the password to one of your own choice. Once you are logged on, you will see the name of your child whose ID number you entered when you created the account. If you go to the My Accounts tab, you will be able to add your other children to your account. You will need to know their ID numbers. If you do not know them, please contact our office and they will be emailed to you at the email address listed above.
 
If you have questions or concerns you would like to discuss, please call or email me and I'll be happy to assist you.
 
Sincerely,
 
Jane Doe
Technology Secretary

Additional Information
How to Create a Parent Portal Account, How to Add Another Student to the Parent Portal Account, Reset Parent Portal Account
Applies to VersionsMMS Generations: All Versions
Key WordsParent Portal, Biographical Mail Merge, Parent Portal Instruction Letter, Letter

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