Issue

Student Contacts are receiving duplicate reports, for example

  • Attendance Letters
  • Fee Letter


Cause

This can occur when there are erroneous Mail Tags in Contacts records. The Mail Tag field in Contacts is only to be used for a non-custodial Parent/Guardian


Solution

To identify Contacts who live with the student but are incorrectly tagged to receive an additional copy of all mail, the user can run the following queries:


For an exact match on the addresses, run this query:

  • LIST STU CON STU.ID STU.NM STU.AD STU.RAD CON.NM CON.AD CON.MT IF CON.MT # " " AND STU.RAD = CON.AD


For a broader search of Contacts with the Mail Tag, to visually match the addresses, run this query:

  • LIST STU CON STU.ID STU.NM STU.AD STU.RAD CON.NM CON.AD CON.MT IF CON.MT # " "


These errors can happen when parents update their Contact records without understanding the Mail Tag field. To prevent future mistakes, it’s best practice to hide the CON.MT field from parents by setting the Field Level Security to “Deny” for CON.MT. Here's how