Assigning Communications to an Organization


Concept


Steps:

  1. Begin by navigating to the Organization Communication page.

     

    Click the Campus Community link.

    Step 1
  2. Click the Communications link.

    Step 2
  3. Click the Communication - Organization link.

    Step 3
  4. Click the Add a New Value tab.

    Step 4
  5. Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "AV1019"
    .

    Step 5
  6. Click the Add button.

    Step 6
  7. Use the Organization Communication page to assign communications to organizations.

     

    If you transfer to this page by clicking the Communication button on another page, the administrative function associated with the functional area where you were, along with the institution and variable data associated with that functional area, transfers. If you did not transfer from a functional area, you must enter the function, institution, and variable data.

    Step 7
  8. Use the Function field to specify the code, from the Administrative Functions page, for the functional area that includes this communication.

     

    You need to send a letter of acknowledgement and thanks to The Other Corporation; therefore, specify Advancement Acknowledgements as the functional area that includes this communication. The corresponding code for this functional area is AVAK.

     

    Enter the desired information into the Function field. Enter

     a valid value
     e.g.
     "AVAK"
    .

    Step 8
  9. Refresh the page.

     

    Press [Tab].

    Step 9
  10. Click the Variable Data button to access the Variable Data page, where you can view or enter the variable data associated with the specified administrative function.

     

    If you transferred to this page directly from a functional area, the variable data also transferred.

     

    If no variable data is required or allowed for the administrative function, the Variable Data button is unavailable and no data was transferred from the functional area.

     

    Click the Variable Data button.

    Step 10
  11. Use the Variable Data page to review or edit variable data for an individual or organization.

    Step 11
  12. Enter the desired information into the Session Nbr field. Enter

     a valid value
     e.g.
     "101"
    .

    Step 12
  13. Click in the Gift Nbr field.

    Step 13
  14. Enter the desired information into the Gift Nbr field. Enter

     a valid value
     e.g.
     "219"
    .

    Step 14
  15. Click in the Recognition Type field.

    Step 15
  16. Enter the desired information into the Recognition Type field. Enter

     a valid value
     e.g.
     "H"
    .

    Step 16
  17. Click in the Designation field.

    Step 17
  18. Enter the desired information into the Designation field. Enter

     a valid value
     e.g.
     "ANNUALFUND"
    .

    Step 18
  19. Click in the Initiative Code field.

    Step 19
  20. Enter the desired information into the Initiative Code field. Enter

     a valid value
     e.g.
     "ANNFUND"
    .

    Step 20
  21. Click the OK button.

    Step 21
  22. If you use the Comm Key field to specify a communication speed key, the system displays the Category, Context, Method, Direction, and Letter Code values for you. If you do not use a valid communication speed key, you must enter these values manually.

     

    Click in the Category field.

    Step 22
  23. Enter the desired information into the Category field. Enter

     a valid value
     e.g.
     "AVACKN"
    .

    Step 23
  24. Click in the Context field.

    Step 24
  25. Enter the desired information into the Context field. Enter

     a valid value
     e.g.
     "AVACK1"
    .

    Step 25
  26. Click in the Method field.

    Step 26
  27. Enter the desired information into the Method field. Enter

     a valid value
     e.g.
     "L"
    .

    Step 27
  28. Click the Direction list.

    Step 28
  29. Click the Outgoing Communication list item.

    Step 29
  30. Click in the Letter Code field.

    Step 30
  31. Enter the desired information into the Letter Code field. Enter

     a valid value
     e.g.
     "AV1"
    .

    Step 31
  32. If the selected letter code represents a letter that is set up to include enclosures, the system automatically selects the Include Enclosures check box. You can then click the Enclosures button to review, add, or delete the set enclosures.

     

    If the letter is not set up to include enclosures, you can select the check box to include enclosures now, and click the Enclosures button to add the desired enclosures.

     

    Click the Include Enclosures option.

    Step 32
  33. Click the Enclosures button.

    Step 33
  34. Use the Communication Enclosure page to review, add, or delete enclosures when assigning a communication.

    Step 34
  35. Click in the Enclosure Code field.

    Step 35
  36. Enter the desired information into the Enclosure Code field. Enter

     a valid value
     e.g.
     "AV2"
    .

    Step 36
  37. Click the OK button.

    Step 37
  38. Click the vertical scrollbar.

    Step 38
  39. When you run the letter generation data extract process, the system completes fields and selects check boxes in this region of the page to indicate the outcome of the communication. If you do not use the letter generation data extract process, you must complete these fields.

    Step 39
  40. Select the Communication Completed check box to indicate that the communication was successfully completed. For example, the communication is complete if the phone call was made or if the letter was sent. In the case of the letter generation data extract process, the communication is complete if the data was successfully extracted according to the option selected on the run control page.

     

    If you are using a communication speed key, the system might select this check box for you depending on information associated with that Comm Key.

     

    Click the Communication Completed option.

    Step 40
  41. Click the Save button.

    Step 41

You have successfully assigned a communication to an organization.

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