This report is a reporting engine report that makes it easy to create Avery 5160 mailing labels for student contacts. No need to use cumbersome DAT codes or export data and run mail merges with another program. Just launch the report, choose some options and click submit!
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:
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:
Student Contacts Mailing Labels
The SQL in Brent's original reporting engine report was replaced with SQL based on the Mailing Recipients - Cur Sel sqlReport that and a few new options were added. Here's a summary of the report:
- Active contacts that have "Receive Mail" checked and the address type chosen will be listed on the output. There's also an option to include those without an address type chosen.
- The label will have prefix, contact name, suffix, and address information. If a contact has "Unit" filled in, that will appear next to the street, and if "Address Line 2" is filled in, that information will appear under the street information.
- There's an option to include the student name on the label as well, plus an option to choose to have the output sorted by the last name of the contact or the last name of the student tied to the contact
- You can choose to have blank labels prior to the first label, which is 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.
- The report can be run for all the students or just the current selection. It will run district-wide if the admin is in the district office.
- The output will be saved to the report queue and will be a PDF that can be used with Avery 5160 mailing labels. 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 run the report, go to the Engine tab of System Reports and click on the name of the report and choose your options and click Submit. Below is a screenshot of what it looks like when run:
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:
The download is only available to active site subscribers and can be found in the Premium Downloads area of the site (current releases, miscellaneous folder).