Using the Letter Generation Process


Concept


Steps:

  1. Begin by navigating to the General Parameters page.

     

    Click the Campus Community link.

    Step 1
  2. Click the Communications link.

    Step 2
  3. Click the Letter 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.
     "LETTERGEN01"
    .

    Step 5
  6. Click the Add button.

    Step 6
  7. Use the General 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. You can select specific person and organization IDs or include all IDs.

     

    Notice how the Person ID and Organization ID fields change if you select to include a specific ID.

     

    Click the One Org ID option.

    Step 8
  9. Notice that the Lookup button has appeared next to the Organization ID field, enabling you to select from a list of valid IDs.

    Step 9
  10. In this example, you will run the process for all IDs.

     

    Click the All IDs option.

    Step 10
  11. In the Letter Code field, enter the letter code that identifies the template into which to merge this extract data.

     

    Only those letter codes to which you have 3C group security access are available from the list.

     

    Click in the Letter Code field.

    Step 11
  12. Enter the desired information into the Letter Code field. Enter

     a valid value
     e.g.
     "P01"
    .

    Step 12
  13. Select the Produce Communication check box for the process to produce the extract file even if critical data is missing (for example, address information or name of the recipient).

    Step 13
  14. Select the Complete Communication check box for the process to set the status to Complete on the Communication Management page, even if critical data is missing.

     

    In this example, retain the default selection for both check boxes.

    Step 14
  15. In the Address drop-down list, specify the type of address, from the Address Usage page, to extract for this letter.

     

    You can list address types in a preferred search-and-use order. For example, if you list Mailing, Billing, or Home, the system searches for the mailing address first; if none exists, then the billing address; if none exists, the home address last.

     

    Click the Address list.

    Step 15
  16. Click the Home, Mailing, Permanent, Work list item.

    Step 16
  17. In the Addr Name drop-down list, specify 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 Addr Name list.

    Step 17
  18. Click the Primary Full list item.

    Step 18
  19. In the Salutation drop-down list, specify the type of name, from the Name Usage Table page, that the system should extract for use in the opening or salutation of this letter. For example, you might want to use the individual's primary full name in the address section of the letter (David Thompson), but use his preferred first name in the salutation (Dear Dave).

     

    As with addresses, you can list salutation name types in a preferred search-and-use order.

     

    Click the Salutation list.

    Step 19
  20. Click the Preferred Name list item.

    Step 20
  21. The Joint Name field is available when the selected letter code is set on the Standard Letters page to allow joint communications. The joint names available in the list are those with the Joint Usage check box selected on the Name Usage page.

     

    The process extracts this salutation name usage for IDs set up for joint communications.

    Step 21
  22. In the ID Extract Name Usage drop-down list, specify the type of name to extract for any occurrence marked ID in the text of the letter template. 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.”

     

    As with addresses, you can list ID name types in a preferred search-and-use order.

     

    In this example, you will leave this field blank.

    Step 22
  23. Click the Date/Merge Parameters tab.

    Step 23
  24. Use the Date/Merge Parameters page to specify the necessary file locations, dates, and sort option for extracting data.

    Step 24
  25. In the Extract File Path/Options section, the server temporary directory is the default location for the .cvs and .dat extract files. If you want the system to place the files elsewhere, specify the correct path here. The path must be a valid network path, containing the path delimiter (forward slash or back slash), and be in the appropriate letter case (upper or lower) for your platform. For example, on Windows NT where the target machine is Machine01 and the target folder is LtrData, the valid path is \\Machine01\temp\LtrData\.

     

    Select the file type (CSV or Other) to create an extract file compatible with your word processing program. Comma delimited (.csv) files are compatible with most word processing programs. The process also creates a .dat file specifically for Microsoft Word and the Word templates delivered with the system.

    Step 25
  26. In the Update Communication Letter Printed Date With group box, select the date to appear on the letter.

    Communication Date: Select to use the communication date as the letter printed date on the Communication Management 1 page.

    System Date: Select to extract the current system date for the date of the letter.

    User Supplied Date: Select to use the specified date as the date of the letter. You must supply the desired date.

     

    In this example, use the default option.

    Step 26
  27. In the Update Communication Completed Date With group box, select the date for the system to use as the communication completed date on the communication record (Communication Management 2 page).

    Communication Date: Select to use the date when the communication was assigned as the communication completed date on the Communication Management 2 page.

    System Date: Select to use the current system date as the communication completed date on the Communication Management 2 page.

    User Supplied Date: Select to use the specified date as the communication completed date on the Communication Management 2 page. You must supply the desired date.

     

    In this example, use the default option.

    Step 27
  28. In the Communication Date Range Selection section, enter the date range of the communication records from which to extract data. For example, you might want to extract data only from those IDs to which you assigned a specific letter between January 1 and March 1 of the current year.

     

    Use the date range to schedule and manage letter communications. For example, you might schedule daily or weekly runs of the letter generation data extract process for prospect inquiry letters, or missing information letters for applicants.

     

    Click in the From Date field.

    Step 28
  29. In this example, you want to extract data for a recent term.

     

    Enter the desired information into the From Date field. Enter

     a valid value
     e.g.
     "09/01/2006"
    .

    Step 29
  30. Click in the To Date field.

    Step 30
  31. Enter the desired information into the To Date field. Enter

     a valid value
     e.g.
     "01/31/2007"
    .

    Step 31
  32. If you are using the sample Word templates delivered with the system or if you are using other templates created in Microsoft Word, specify parameters in the Word Merge parameters section. A macro (CCLTRGEN.DOT) built into the delivered Word template process uses these parameters when performing a letter merge.

     

    If you are not using Microsoft Word, you can skip these fields.

     

    Note that setting these parameters on the Letter Generation run control page affects the data included in the CCLTRGEN.DAT file, but does not invoke the Word merge process. To perform a letter merge, you must launch Word and perform the merge process.

    Step 32
  33. Click the Checklist Parameters tab.

    Step 33
  34. Use the Checklist Parameters page to specify any checklist items to extract and use in a letter.

    Step 34
  35. Use the Checklist Type field to specify the type of checklist from which the process should extract data for this letter.

    Step 35
  36. Use the Tracking Group field to specify the tracking group whose checklist data the process should extract for this letter.

    Step 36
  37. Use the Checklist Code field to specify the specific checklist code whose checklist item data the process should extract for this letter.

    Step 37
  38. If you specified a tracking group, you must also select a tracking group status. You can select more than one status option.

     

    If you specified a checklist code, you must select a checklist item status. You can select more than one status option.

    Step 38
  39. At this point, you would continue to run the Letter 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 39

You have successfully run the letter generation process.

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