Using the Communication Generation Process


Concept


Steps:

  1. Begin by navigating to the Selection Parameters page.

     

    Click the Campus Community link.

    Step 1
  2. Click the Communications link.

    Step 2
  3. Click the Communication Generation link.

    Step 3
  4. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the report may help you remember it for future use.

     

    Click the Add a New Value tab.

    Step 4
  5. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

     

    Enter the desired information into the Run Control ID field. Enter

     a valid value
     e.g.
     "COMM_GEN001"
    .

    Step 5
  6. Click the Add button.

    Step 6
  7. Use the Selection Parameters page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.

    Step 7
  8. Use the ID Selection field to select the type of IDs to process: All IDs, All Person IDs, One Person ID, All Org IDs, or One Org ID.

     

    If you select one person or org ID, fields appear where you can enter the specific ID to process.

     

    In this example, we want to accept the default to select all IDs.

    Step 8
  9. Only letter codes set up for the Communication Generation process and that are currently assigned to the specified IDs are available in the Letter Code field.

     

    The PeopleSoft system provides samples of letter codes and templates for the Communication Generation process. A complete list is located in your PeopleBooks.

     

    Click in the Letter Code field.

    Step 9
  10. Enter the letter code to use; in this example use the letter code for extract enclosures.

     

    Enter the desired information into the Letter Code field. Enter

     a valid value
     e.g.
     "XT1"
    .

    Step 10
  11. Refresh the page.

     

    Press [Tab].

    Step 11
  12. The Administrative Function field displays the administrative function associated with the letter code.

    Step 12
  13. Only the reports to which the report definition gives you security access, are available in the Template Selection section.

     

    If the letter code is associated with only one report, the system displays the Report Name, the Data Source ID file, and a list of templates associated with that report.

    Step 13
  14. If the letter code is associated with more than one report, click the Report Name link to select the additional reports to use.

     

    When you select a report, the system displays the list of templates associated with that report along with the language and method for which the template is created. The Template List group box shows which template to use as a default template if no template is specified.

    Step 14
  15. Click the View Report Definition link to open a new browser window displaying the Report Definition search page.

     

    In the new browser window, you can search for a report and access the Report Definition component for the report. There you can review the definition and preview the templates. If you have security access, you can also make changes to the report definition.

    Step 15
  16. Click the Expand section button.

    Step 16
  17. Click the vertical scrollbar.

    Step 17
  18. If the letter code includes softcopy enclosures for the IDs, the system displays each enclosure code and its relevant information. You can also select the report name to use for each enclosure.

     

    If no softcopy enclosures are included, the system collapses the group box.

    Step 18
  19. Click the Refresh Enclosure List button to cause the Enclosures Assigned (Softcopy) section to include all available softcopy enclosures including enclosures that were added to the system since the last refresh of the process run control ID.

     

    Click the Refresh Enclosure List button.

    Step 19
  20. Since our example does not include any enclosures, the system collapsed the section.

    Step 20
  21. In the No Matching Template Found group box, select an option to specify what to do if the language and method combination to use for an ID is not listed in the template list for the report name selected.

     

    Select Use Default Template to use the template set as the default inside the report ID, or select Do Not Produce Communication not to produce the communication for an ID where no template is found.

     

    In this example, accept the default value.

    Step 21
  22. Select options in the Communication Language Usage group box and in the Communication Method Usage box to identify the template for the Communication Generation process to use.

    Step 22
  23. For each of these group boxes, the system selects the Specified option by default and sets the Language field to the base language that was set during installation. You can change the language to use; however, the Template List group box for the main letter code must include a template that uses the language that you specify.

     

    If your institution supports language preferences, you can select Preferred to cause the system to evaluate and use the preferred language of each ID if any. When Preferred is selected, the Language field becomes unavailable.

     

    If your institution did not set communication preferences to support multiple languages on the Installation CC page, then the system automatically selects the Specified option and makes both the Specified and Preferred options unavailable. You must then specify the language to use.

    Step 23
  24. The system selects the Specified option by default and sets the Method field to Letter. You can change the specified method; however, the Template List group box for the main letter code must include a template that uses the method that you specify.

     

    If your institution supports method preferences, you can select Preferred to cause the system to evaluate and use the preferred method of each ID. When Preferred is selected, the Method field is unavailable.

     

    If your institution did not set communication preferences to support multiple methods on the Installation CC page, then the system automatically selects the Specified option and makes both the Specified and Preferred options unavailable. You must then specify the method to use.

    Step 24
  25. Click the Process Parameters link.

    Step 25
  26. Use the Process Parameters page to specify usages and dates for the process to use, identify how the process is to handle missing critical data, and specify where the process is to place and sort the output when generating a specific letter or email.

    Step 26
  27. Click the Address list.

    Step 27
  28. Enter the type of address, from the Address Usage page, to extract for this communication. You can list address types in a preferred search-and-use order.

     

    Click the Home, Mailing, Permanent, Work list item.

    Step 28
  29. Click the Address Name list.

    Step 29
  30. Enter the type of name, from the Name Usage page, to extract for the address section of this letter. As with addresses, you can list address name types in a preferred search-and-use order.

     

    Click the Pref First, Prim Full list item.

    Step 30
  31. Click the Salutation list.

    Step 31
  32. Enter the type of name, from the Name Usage Table page, that the system should extract for use in the opening or salutation of this communication. Again, you can list salutation types in a preferred search-and-use order.

     

    Click the Pref First, Prim First list item.

    Step 32
  33. Click the Extra Name list.

    Step 33
  34. The Extra Name field is an additional way to extract name data using the name usage.

     

    For example, you might want to use the individual's primary full name in the address section of the letter (Mr. Juan M. Dominguez), his preferred first name in the salutation (Dear Juan), and his last name in the text to say “We are sure the Dominguez family will enjoy participating in this event.” You can also list ID name types in a preferred search-and-use order.

     

    Click the Preferred Name list item.

    Step 34
  35. The Joint Name field is available if the letter code is set to permit joint communications. The field values are applicable values from the Name Usage Table.

     

    If the field is available, you must enter the name type to use in the salutation for joint communications.

    Step 35
  36. Click the Org Recipient list.

    Step 36
  37. In the Org Recipient field, enter the usage to evaluate to find and retrieve the recipients to use for the organization communication.

     

    Click the Primary Cntc, Pri Dpt, Pri Loc list item.

    Step 37
  38. Click the Contact Name list.

    Step 38
  39. In the Contact Name field, enter the usage to evaluate to find and retrieve the name type to use in the output for each organization recipient contact.

     

    Click the Pref First, Prim Full list item.

    Step 39
  40. Enter the date range of the communication records from which to extract data.

     

    Click in the From Date field.

    Step 40
  41. In this example, you want to extract data only from IDs to which you assigned a specific letter code and set the communication date to a date within the first two weeks of July.

     

    Enter the desired information into the From Date field. Enter

     a valid value
     e.g.
     "07/01/2007"
    .

    Step 41
  42. Click in the To Date field.

    Step 42
  43. Enter the desired information into the To Date field. Enter

     a valid value
     e.g.
     "07/15/2007"
    .

    Step 43
  44. Use the Update Communication Generation Date With group box to select the date to use as the date when the communication is generated. When the Communication Generation process finishes, it enters this date in Communication Generation Date field in the Communication Management component for persons or organizations as appropriate.

    Step 44
  45. Use the Update Communication Completed Date With group box to select the date for the system to use as the communication completed date on the communication record.

    Step 45
  46. Select the Online Preview checkbox to preview the output online in PeopleSoft Report Manager.

     

    Click the Online Preview option.

    Step 46
  47. Select the Send to Printer check box to send letter communications directly to the printer when the Communication Generation process finishes. The Destination Printer field also appears when you select the check box, and you must enter the path to the printer.

    Step 47
  48. Click the vertical scrollbar.

    Step 48
  49. In the Missing Critical Data group box, select the Produce Communication check box for the process to produce the communication even if critical data is missing, for example, even if address information or name of the recipient is missing.

    Step 49
  50. Select the Complete Communication check box for the process to set the status to Complete on the communication record, even if critical data is missing.

     

    Critical data is set in the Communication Data Source component.

     

    In this example, set the default selections in this group box.

    Step 50
  51. Click the Email Parameters link.

    Step 51
  52. Use the Email Parameters page to enter email data for the Communication Generation process to use when generating an email.

    Step 52
  53. Use the From field to enter the email address of the person or entity that is sending the email.

     

    This email address will replace any default email address that your institution's server might use to indicate from whom an email was sent.

     

    Click in the From field.

    Step 53
  54. You can use this for cosmetic appearance. For example, the Registrar Office is sending the email, so you want to enter Registrar_Office@university.com. The email address may be valid or not.

     

    Enter the desired information into the From field. Enter

     a valid value
     e.g.
     "Registrar_Office@university.edu"
    .

    Step 54
  55. Click in the Subject field.

    Step 55
  56. Enter the desired information into the Subject field. Enter

     a valid value
     e.g.
     "Requested enclosures from university registrar"
    .

    Step 56
  57. In the Importance and Sensitivity group boxes, the options that you select appear in the email transmission for the recipient to see.

    Step 57
  58. Click the Checklist Parameters tab.

    Step 58
  59. Use the Checklist Parameters page to specify any checklist items to extract and use in a letter or an email.

    Step 59
  60. Enter the administrative function associated with the checklists to use.

     

    Click in the Administrative Function field.

    Step 60
  61. In this example, the administrative function you want to use is associated with the institution's admissions program.

     

    Enter the desired information into the Administrative Function field. Enter

     a valid value
     e.g.
     "ADMP"
    .

    Step 61
  62. Refresh the page.

     

    Press [Tab].

    Step 62
  63. Select the context by which to select the checklists to extract.

     

    Click the Checklist Code option.

    Step 63
  64. The fields on the page change based on the checklist context that you select.

     

    However, the Checklist Type group box appears regardless of which context you select.

    Step 64
  65. Enter the types of checklists from which the process should extract data for this letter or email.

     

    You can select more than one checklist type for an administrative function.

     

    Click the Checklist Type list.

    Step 65
  66. Click the Requirements List list item.

    Step 66
  67. The Checklist Code group box appears only if you select a Checklist Context of Checklist Code.

     

    If you select Checklist Code, then you must select a checklist status to use. The process will include only checklist codes with the status that you specify. You can select more than one checklist code for an administrative function and more than one checklist status for each checklist code.

    Step 67
  68. Enter the specific checklist codes whose checklist item data should be extracted for this letter or email.

     

    Click in the Checklist Code field.

    Step 68
  69. Enter the desired information into the Checklist Code field. Enter

     a valid value
     e.g.
     "UGRALL"
    .

    Step 69
  70. Select the status of the checklists from which to extract data for this letter or email.

     

    Click the Checklist Status list.

    Step 70
  71. You can select either the status of Completed or Initiated, or you can add a row to list both.

     

    Click the Initiated list item.

    Step 71
  72. Click the Item Status list.

    Step 72
  73. Click the Initiated list item.

    Step 73
  74. At this point, you would continue to run the Communication Generation process just as you would any other PeopleSoft Enterprise Process Scheduler process.

     

    Refer to the Running Reports module for examples of running a process.

    Step 74
  75. After the process completes successfully, you can view the generated output.

     

    Click the Person Communications link.

    Step 75
  76. Click the Communication Letter Data link.

    Step 76
  77. Search for communications generated during the 07/01/2007-07/15/2007 timeframe.

     

    Click the Communication Date list.

    Step 77
  78. Click the between list item.

    Step 78
  79. Enter the desired information into the Communication Date field. Enter

     a valid value
     e.g.
     "07/01/2007"
    .

    Step 79
  80. Click in the Communication Date field.

    Step 80
  81. Enter the desired information into the and field. Enter

     a valid value
     e.g.
     "07/15/2007"
    .

    Step 81
  82. Click in the Academic Institution field.

    Step 82
  83. Enter the desired information into the Academic Institution field. Enter

     a valid value
     e.g.
     "PSUNV"
    .

    Step 83
  84. Click the Search button.

    Step 84
  85. Click the Communication Recipient Data tab.

    Step 85
  86. Use the Communication Recipient Data page to view data for an individual, updated by the Communication Generation process.

    Step 86
  87. The Communication Recipient Data page is view-only; you cannot enter or modify data. Information appears on this page only if you have set up a separate recipient on the Communication Recipient page in the Relationships component for the specified letter code.

    Step 87

You have successfully run the Communication Generation process.

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