Background

Back in 2009, Brent Johnson released a customization on PowerDataSolutions called Multiple Student Contacts.  It allowed users to create multiple contacts per student by using custom student fields.  Here's a screenshot from the Wayback Machine web site of the customization and the initial release date:

StuContDesc

Brent eventually moved things to his Cherryland Software site and his github site.  His customization can still be found on his github site, however, don't use it because it'll create a lot of custom fields.  But it's interesting to look at the html to see his programming skills and how the customization works. 

In addition to the custom pages, Brent created a reporting engine report that one could use to create mailing labels to go with the multiple contacts.  I asked him if I could revise the reporting engine report for use with PS 12 and the new student contacts part of it and he gave me his approval:

BrentsEmail


Student Contacts Mailing Labels

I took Brent's original reporting engine report and modified the SQL and added some things.  Fortunately I already had the SQL - it's based on a free sqlReport I made to pull information for active contacts.  I just needed to work my SQL into his reporting engine report and make a few adjustments.  Here's a summary of the report:

  • It will create a PDF for use with Avery 5160 mailing labels.
  • It can be run for all the students at the current school or just the current selection.  Do not run it from the district office.
  • You can choose to have blank labels prior to the first label.  That's handy if your first sheet is just a partial sheet of labels and you still want to use it.  For example, if the first two rows of labels have been used on the sheet, you can tell the report to skip those and start on the third row.
  • Active contacts that have "Receive Mail" checked will be listed on the output.  The label will have prefix, contact name, suffix, and address information.  There's an option to include the student name on the label as well.
  • I added an option to where the user can choose to have the output sorted by the last name of the contact or the last name of the student tied to the contact.

Below is how it looks when you run the report.  The report will appear under the Engine tab as Contact Mailing Labels (5160):

ContactReport

To run the report, click on the name of the report and choose your options and click Submit:

ContactReportOptions

The output will appear in the Report Queue, and when the report is finished, click on the View link.  That will either open the report in a PDF viewer or you can save it and open it in a PDF program.   Once you have the Avery 5160 labels loaded in the printer, print the PDF.    Here are a couple examples of how the output looks - the contacts are sorted by contact name and the data is fictional:

Examples

Here are a few things to keep in mind:

  • This report has Version 2 at the top of the report when run.
  • Only active contacts that have the "Receive Mail" box checked will appear on the report.  The SQL will check for date ranges.
  • If a contact has an "Address Line 2" filled in, that information will appear under the street information.
  • The font size is 9, which should be adequate for all of the information, including a student name when that option is checked.
  • Contacts appear based on students, so a contact could have more than one label if they are tied to more than one student.
  • To see a list of students and contacts used for the labels, or to download a file of the data to use with another program, use this free sqlReport.

Download Instructions (the download only appears if you're logged in)

Download the file and unzip it.  The download does not contain any plugins, but instead the reporting engine report and a readme with information from this page.  To install the reporting engine report, go to System Reports, Engine, and click on the Load One Local Report link at the bottom of the page.  A page will come up where you browse and find the report file and then click on Import.  After being imported, the report will appear under the Engine tab like shown above.

If you decide at some point you wish to delete the reporting engine report, go to System Reports, Engine, and click on the Setup link at the bottom of the page.   That will bring up a list of reports and click on the "Contact_Mailing_Labels_5160" link in the first column, Report ID.  A page will come up with details about the report and scroll to the bottom of the page and click the Delete button to delete the report.

 

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