Admission Acceptance Letter 02f

Purpose: Use this document as a reference for sending Admissions communications in ctcLink.

Audience: Admissions Coordinators

Queue a Job Process for Sending Communications

Navigation:  Campus Community > 3C Engine > Run 3C Engine

  1. Search for an existing Run Control ID or Add a New Value if this is the first time running this process. Click the Search or Add button.
Search Criteria
Add a New Value tab
  1. Click the Population Selection box in Process 3Cs and No radio button in Process Joint Records.
3C Engine Parameters tab
  1. Enter the Academic Institution, Administrative Function (ADMA) and Event ID (AGAADMACP) fields in the Event Section.
Event Selection
  1. Select a Selection Tool.
Selection Tool
  1. Enter or look up a Query Name.
Query Name section
  1. Click Edit Prompts to enter Academic Institution, Academic Career, Admit Term and Admit Type.
Edit Prompts link
Queryn Prompts

Note: You will need to run this process for each Admit Type.

  1. User may select Preview Selection Results to preview results.
Population Selection
  1. Click on the Manage Duplicate Assignment tab.
Manage Duplicate Assignment tab
  1. Confirm the Check Duplicate Communication box is checked. If not, check the box.
Check Duplicate Communication check box
  1. Select Match in the Variable Data field and Completed in the Communication Status field. .
Duplicate Communication Check
  1. Select Match in the Variable Data field and Completed in the Checklist Status field.
Duplicate Checklist Check
  1. Click Run.
  2. User may adjust Run Date and Run Time for future processing. Check the box for 3C ENGINE.
Process Scheduler Request
  1. Click OK.
  2. Click the Process Monitor link.
Process Monitor link
  1. Locate the Process Instance and verify the Run Status as “Success” and the Distribution Status is “Posted”.
Process List tab

Sending Communications

  1. Search for an existing Run Control ID.
Find an Existing Value tab
  1. Select an ID Selection.
ID Selection
  1. Select a Selection Tool and enter or look up a Query Name.
Population Selection section
  1. Click Edit Prompts and enter the Institution and Admit Type. Click Ok.
Edit Prompts link
Query Prompts
  1. User may select Preview Selection Results to preview results.
Population Selection
  1. Enter the Letter Code or use the search icon. A=Admissions
Letter Code Selection
  1. Click Use Default Template in the No Matching Template Found section.
No Matching Template Found
  1. Select Email as the Communication Method Usage.
Communication Method Usage
  1. Click on the Process Parameters tab.
Process Parameters tab
  1. Select drop down options for Address, Address Name, Salutation and Extra Name in the Personal Communication Usage section.
Person Communication Usage
  1. Enter the intended *From Date and *To Date in the Communication Date Range Selection. These dates must match your 3C Engine run date.
Communication Data Range Selection
  1. Select drop down options for Org Recipient and Contact Name in the Org Communication Usage section.
Org Communication Usuage
  1. Verify Produce Communication and Complete Communication selections are unchecked in the Missing Critical Data section. If boxes are checked, uncheck boxes.
Missing Critical Data
  1. Click on the Email Parameters tab or link.
Email Parameters tab
  1. Enter *From email address and *Subject in the Email Parameters section.
Email Parameters
  1. Click the Run button.
  2. Verify the Process is selected and click OK.
Process List
  1. Click the Process Monitor link.
Checklist Parameters tab
  1. Locate the Process Instance and verify the Run Status as “Success” and the Distribution Status is “Posted”. User may click the Refresh button while Run Status is “Processing” as needed.
Process List
  1. Process Complete.

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