Scholarship Letters

Scholarship letters are generated when grant checks are posted. They reside in the Scholarships Document Bucket and have identifying information associated to their records. Scholarship letters can be printed or emailed from this bucket.

Scholarship Letter Templates

Prior to creating scholarship letters, load a scholarship letter template in System Data. Example templates are available or new ones can be created using the Scholarship Letter - All Fields example. Templates Overview provides guidance for building and uploading templates. 

Process Letters in Batch

After checks for scholarships have posted, scholarship letters can be processed in batch in docx and pdf format. They can also be emailed.

1. Navigate to the Scholarships page.
2. Click the Document bucket.
   
   
3. Click Process Documents in the left-side menu.
4. Click the BatchID.
   • If only one entry exists in the Document bucket, then you will proceed directly to step 4.
     
     
     
5. Click the applicable document creation/notification option in the left-side menu.
   • Print Documents - Letters print in pdf format.
     • A background job is created.
   • Download Documents - Letters download to your computer in docx format.
     • A background job is created.
   • Email Documents - Letters are emailed.

Regenerate Scholarship Letters

If any edits have been made to a scholarship letter template and the changes need to be reflected in the batch of scholarship letters, then regenerate the documents for the check batch.

1. Navigate to the Document bucket.
   
   
2. Click the BatchID.
   
   
3. Click Regenerate Docs in the left-side menu.
   • It is recommended to wait 5-8 seconds for each document to be regenerated.
   • All the PDF files listed in the scholarship Document bucket for the batch will disappear as they are recreated with the most up-to-date format. The previous versions will still be visible on the individual check records.

Regenerate Docs has no impact on the already processed batch scholarship letters; therefore, these batch letters will show the template that was being used when the batch was created until the documents are processed again.

The letters are ready to be processed in batch.

Process Letters Individually

1. Navigate to the Scholarships page.
2. Click the Document bucket.
   
   
3. Click the File name of the individual grant to download the scholarship letter in docx format.

Scholarship Letters Attached to Scholarship Records

Scholarship letters are also attached to scholarship records in pdf and docx format and can be accessed from the Document bucket.

1. Navigate to the Scholarships page.
2. Click the Document bucket.
   
   
3. Click a Scholarship Documents SshipItemID to access the scholarship record.

Scholarship letters are available in the Scholarship Documents section.

Email or Delete Scholarship Letters

Scholarship letters may be deleted or emailed from the check record. 

1. Navigate to the Scholarships page
2. Click the Document bucket.
   
   
3. Click a Scholarship Documents CheckID to access the check.
   
   
4. Click [delete] or [email] to either delete or email the scholarship letter.
   • Deleting a scholarship letter from a check record removes it from the Scholarships Document bucket.