Assigning Communications to an Individual


Concept


Steps:

  1. Begin by navigating to the Person Communication page.

     

    Click the Campus Community link.

    Step 1
  2. Click the Communications link.

    Step 2
  3. Click the Communication Management 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.
     "AA0001"
    .

    Step 5
  6. Click the Add button.

    Step 6
  7. Use the Person Communication page to assign communications to individuals.

     

    If you transferred to this page by clicking the Communication button on another page, the administrative function of the functional area of the first page, along with the academic institution and all the variable data associated with the administrative function, transfers here. If you did not transfer here from a functional area, you must enter the function, institution, and variable data.

    Step 7
  8. In the Function field, specify the code of the functional area that includes this communication. Kimberly is a prospective student; therefore, specify the functional area as Prospect. The code for this function is PROS.

     

    Click in the Function field.

    Step 8
  9. Enter the desired information into the Function field. Enter

     a valid value
     e.g.
     "PROS"
    .

    Step 9
  10. Refresh the page.

     

    Press [Tab].

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

     

    Click the Variable Data button.

    Step 11
  12. One of the recruiters at your institution mailed promotional material and an application for an undergraduate program to Kimberly. The code for an undergraduate career is UGRD.

     

    Enter the desired information into the Academic Career field. Enter

     a valid value
     e.g.
     "UGRD"
    .

    Step 12
  13. Click the OK button.

    Step 13
  14. In the Institution field, specify the institution responsible for this communication. It defaults to the institution assigned to the ID, but can be modified if needed. It this example, use the default.

    Step 14
  15. In the Comm Key field, enter the name of the communication speed key that contains the communication category, communication context, method, direction, and letter code for this communication.

     

    When you select a communication speed key that is valid in your user preferences, the system displays all the values for you. If you do not use a valid communication speed key, you must enter the category, context, method, direction, and letter code values manually.

     

    Click in the Comm Key field.

    Step 15
  16. Enter the desired information into the Comm Key field. Enter

     a valid value
     e.g.
     "INQRYACK"
    .

    Step 16
  17. Refresh the page.

     

    Press [Tab].

    Step 17
  18. Notice all the fields that were populated as a result of using this speed key.

    Step 18
  19. The Letter Code defaults based on the communication speed key entered. The letter codes available are those associated with the context and function selected for this communication.

    Step 19
  20. If the selected letter code represents a letter that is set up to include enclosures, the system automatically selects the Include Enclosures check box for you. 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 manually select this check box to include enclosures now, and click the Enclosures button to add the desired enclosures.

    Step 20
  21. By default, the Communication Date field displays the system's current date. You can override this if needed.

     

    Click in the Communication Date field.

    Step 21
  22. Enter the desired information into the Communication Date field. Enter

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

    Step 22
  23. In the Comments field, enter comments to further identify or describe the communication for this individual.

     

    If comments are associated with the communication speed key, the system automatically displays them here. You can change these comments or delete them.

     

    Click in the Comments field.

    Step 23
  24. Enter the desired information into the Comments field. Enter

     a valid value
     e.g.
     "Included promotional material and application with the outgoing letter."
    .

    Step 24
  25. Select the Print Comment check box to print comments on the communication.

     

    Click the Print Comment option.

    Step 25
  26. The Create Joint Communications check box is available only if the individual to whom you are assigning the communication has a relationship on the Relationships page set to allow joint communications, and if the letter code on the Standard Letters page is set to allow joint communications.

     

    When available, select this check box to address the communication jointly to this individual and the related individual identified on the Relationships page.

    Step 26
  27. Click the vertical scrollbar.

    Step 27
  28. When you run the letter generation data extract process, the system automatically completes fields and selects check boxes in the Communication Outcome group box to indicate the outcome of the communication. If you do not use the letter generation data extract process, you must complete these fields.

    Step 28
  29. 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 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 29
  30. The default for the Date Activity Completed field defaults to the current system date, but you can manually override this date if needed.

    Step 30
  31. Selecting the Unsuccessful Outcome check box indicates that the communication was unsuccessful. For example, no one answered the phone, or the letter was returned undeliverable. In the case of the letter generation data extract process, an unsuccessful outcome means that the process was unable to successfully extract all the data for this communication.

     

    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.

    Step 31
  32. The Reason field is available when the Unsuccessful Outcome check box is selected. It indicates the reason that the communication was unsuccessful. For example, if a letter that you sent was returned, you might select Returned Mail as the reason that the communication was unsuccessful. In the case of the letter generation data extract process, the system selects Critical to indicate that the absence of critical data prevented the extract process from completing for this communication.

    Step 32
  33. Click the vertical scrollbar.

    Step 33
  34. Click the Communication Recipient Data tab.

    Step 34
  35. Use the Communication Recipient Data page to view data for an additional individual recipient.

    Step 35
  36. When you have finished assigning letter communications, you can use the system to extract data about the recipients.  You can use your word processing software to merge that data into a template.  You create templates with your institution's word processing software, or you can use the sample Microsoft Word templates delivered with PeopleSoft Campus Community.

     

    You can now save the details entered.

     

    Click the Save button.

    Step 36

You have successfully assigned a communication to an individual.

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