The text editor contains a number of different formatting tools to customize the look and feel of your communication template. These tools are similar to those found in typical email clients and word processing software, with the exception of PowerFAIDS-specific options detailed in the following sections.

Some useful standard text editing options include:

• Viewing the text editor in full screen: You can expand the template editor to the full size of your browser window by selecting the Full screen button. Select the button again to return to normal view.

• Inserting an image: Before inserting an image, you need to upload it in the File Manager, in the Imports > Communications > Media folder. Once you've uploaded your image, simply select the Images button to insert it. For more information on uploading files into the File Manager, see File Manager.

  Caution: Images inserted in this way are displayed through a link rather than directly embedded. If you archive an image used in a communication template, previously sent emails will no longer be able to display the archived image. Similarly, if the communication template is not updated after an image has been archived, future emails will not display the image.

• Viewing and editing the source code: If you’re familiar with HTML and prefer writing the communication in that format, or if you want to directly copy HTML code from another source and paste it into your communication, you can see the source code for the message by selecting the Source Code button.

  Note: If you do not have a specific font installed on your computer, or, alternatively, if the email recipient does not have a specific font installed on their computer, text will be displayed using the default font.

Inserting a student data value (represented by the corresponding field alias of a specific field in the student record) allows you to pull information dynamically that is unique to each student.

To insert a student data value, complete the following steps:

1. Place your cursor where you want the student data value to be displayed in the template editor.
2. Select Field Alias from the toolbar.
3. Choose the field from which you want to pull the student data value from the Field Alias list.
4. Select Insert to add the student data value.

   Example: Streamlining common sentences using student data values

   

   We’re pleased to provide you this financial aid offer for the <AcademicYear.Name> school year.

   • Output Message: We're pleased to provide you this financial aid offer for the 2020-2021 school year.

   Please contact <AcademicRecord.Counselor> with any questions you may have regarding the financial aid offer.

   • Output Message: Please contact John Smith with any questions you may have regarding the financial aid offer.

   Tip: You can edit or delete Student Data Values by selecting the respective item and choosing either edit or delete. You can also move them to another location in the template by dragging and dropping them.

Inserting conditional text allows you to use a selection set to control which populations of students see unique information within the same type of communication.

To insert conditional text, complete the following steps:

1. Place your cursor where you want the conditional text to be displayed in the template editor.
2. Select Conditional Text from the toolbar.
3. Describe the purpose of the conditional text in the Short Description field. This description is displayed in the text editor for internal staff; it is not displayed anywhere in the communication to students.
4. Choose the population that should see the conditional text from the Selection Set list.
5. Enter the conditional text.

   Tip: All standard formatting options and the ability to insert student data values are available to use within the conditional text.

6. Select Insert to add the conditional text.

   Example: Using conditional text to customize templates for specific populations

   

   • If you have something specific to communicate about a Graduate PLUS loan, you only want that part of the message to be received by eligible graduate students. By using conditional text, you can add a sentence to an award letter that will only be included for the selected population by associating it to the selection set representing eligible graduate students. A sample message might read: “Additional funding may be available in the form of a Graduate PLUS loan. Contact your financial aid counselor, <AcademicRecord.Counselor>, for more information."

   • Another example could be if you are sending an email to students who were selected for verification. By using conditional text and associating it to the corresponding select set, you can add a note that is only included for students who didn't originally use the IRS Data Retrieval Tool, which might read: "As an alternative to submitting the tax documents listed, you can choose to use the IRS Data Retrieval Tool to transfer your tax information from the IRS to your FAFSA. After we receive your updated FAFSA, your list of outstanding requirements will be revised."

   Tip: You can edit or delete Conditional Text by selecting the respective item and choosing either edit or delete. You can also move them to another location in the template by dragging and dropping them.

Inserting student data blocks allows you to easily include a pre-configured set of data within your communication, such as list of requirements or awards, that is unique to each student.

To insert a student data block, complete the following steps:

1. Place your cursor where you want the student data block to be displayed in the template editor.
2. Select Student Data from the toolbar.
3. Choose the appropriate data block from the list. The following student data blocks are available:

   • Awards-Grants: Displays a list of awards where the from fund type = Grant. Awards are broken down by payment period and separated by source (e.g. federal, state, etc.). Optionally, you can display a column to indicate if the award is estimated.

     Example: Grant awards

     

     While looking at the template, the student data block placeholder will look like this:

     

     However, the output will be populated with the specific student data that applies to the recipient. Here is an example of what the output might look like:

     

   • Awards-Loans: Displays a list of awards where the fund type = Loan. Awards are broken down by payment period and separated by source (e.g. federal, state, etc.). Optionally, you can display a column to indicate if the award is estimated.

     Example: Loan awards

     

     While looking at the template, the student data block placeholder will look like this:

     

     However, the output will be populated with the specific student data that applies to the recipient. Here is an example of what the output might look like:

     

   • Awards-Work-Study: Displays a list of awards where the fund type = Job. Awards are broken down by payment period and separated by source (e.g. federal, state, etc.). Optionally, you can display a column to indicate if the award is estimated.

     Example: Work-study awards

     

     While looking at the template, the student data block placeholder will look like this:

     

     However, the output will be populated with the specific student data that applies to the recipient. Here is an example of what the output might look like:

     

   • Cost of Attendance: Displays separate lists of direct costs, indirect costs, and the total cost of attendance.

     Example: Cost of attendance

     

     While looking at the template, the student data block placeholder will look like this:

     

     However, the output will be populated with the specific student data that applies to the recipient. Here is an example of what the output might look like:

     

   • Outstanding Requirements: Displays a list of requirements that have not been satisfied. Optionally, you can display the status of the requirement (e.g. Not Received, Not Signed, etc.).

     Example: Outstanding requirements

     

     While looking at the template, the student data block placeholder will look like this:

     

     However, the output will be populated with the specific student data that applies to the recipient. Here is an example of what the output might look like:

     

   • Received Requirements: Displays a list of requirements that have been satisfied.

     Example: Received requirements

     

     While looking at the template, the student data block placeholder will look like this:

     

     However, the output will be populated with the specific student data that applies to the recipient. Here is an example of what the output might look like:

     

     Caution: The following student data blocks are placeholders for future functionality; no data will be inserted into the communication when it's generated.

     • Disbursement Notification
     • R2T4 Post Withdrawal Disbursements
     • R2T4 Return of Funds
4. Select Insert to add the student data block.

   Tip: You can edit or delete Student Data Blocks by selecting the respective item and choosing either edit or delete. You can also move them to another location in the template by dragging and dropping them.