This article will explain how to edit the templates for the Family Key Letters, Family Welcome Letters and all of the Free and Reduced Letters.
All of the letters can be edited in the Wordware District Site>Letters tab>View/Edit Templates.
All of the available letters will be listed on the left side of the page. To select a letter to edit, click on the blue title for that letter. For our first example, we will use the Family Key Letter.
Editing the letter templates work very much like editing a Word document. At the top of the letter, enter your school name and address.
Click the "Save" button to save your changes. We recommend saving your changes as you work through the letter edits.
The gray boxes in the body of the letter are placeholders. They will automatically be replaced with the relevant information when the letters are printed.
You have an option to add your school's logo to the letter. To add a logo, click on the Image Management button.
Click on Upload pictures.
Click on Upload Image(s)
Search for and select your logo. Then click the Open button.
Now, go back to the template and place your cursor in the letter template where you want the logo to appear.
Click on the Image Management button.
The image you uploaded will appear here. Select it by clicking on it.
The image will now appear in your letter and can be resized, if necessary.
Be sure to click the "Save" button before exiting the template.
There is also an option to preview the letter. Click on Preview PDF.
There are many placeholders that can be used within the letters. For this example, we will use the Family Welcome Letter. The Family Welcome Letter is a multi-purpose letter that can be used in various ways. One common way the Family Welcome Letters are used is to provide parents/guardians with food service information at the beginning of the school year. To view the Family Welcome Letter, click on the blue link for the letter in the Wordware District Site>Letters tab>View/Edit Templates.
Start by entering your school name and address in the designated area. Keep in mind, the gray boxes are placeholders that will automatically fill in with the relevant information when the letters are generated.
Adding text and editing the letter templates works very much like editing a Word document. Type your text in the body of the letter. Be sure to save your changes periodically as you work by clicking the "Save" button at the top of the template.
Placeholders can be easily added to the letters. To add a placeholder, place your cursor in the body of the letter where you want the placeholder to appear, then click on the "Placeholders" tab at the top of the template.
Other placeholders that are commonly used in this letter are shown here:
To edit letters in another language, click the "Language Template" button.
Any of the Free and Reduced letters can be edited the same way the Family Key and Family Welcome letters are edited. Occasionally, your state or the USDA may change the information they want in the letters. For example, the Notification of Approval or Denial of Benefits (NADB) letter recently incorporated some changes to mention the Seamless Summer Option due to covid.
When you receive notice of required changes to your Free and Reduced letters, we would really appreciate it if you let Wordware know. We can then edit the letter templates for you to include the required verbiage and also edit the letters for other schools in your state. To notify Wordware of required Free and Reduced letter changes, please create a support ticket. Attach a copy of the letter your state provided to you.