Create Send Requirements Communications 11

Purpose: Use this document as a reference to create a send requirements communication using ctcLink.

Audience:  Financial Aid staff

The 3Cscommunications, checklists, and comments—are a flexible way to track and analyze correspondence, lists of requirements, and notes about the students, staff, constituents, and organizations in your database.

Buttons for each of the 3Cs display on many pages in your Campus Solutions and ctclink Contributor Relations system. Use these buttons to transfer directly to another page within the same administrative function to generate or review a communication, checklist, or comment regarding the individual or organization whose data you are currently processing.

Create Send Requirements Communications

If this is the first time adding a particular communication you must give User ID access to the speed key.

Assign Speed Key

Navigation:  Main Menu > Set Up SACR Link > User Defaults

  1. From the User Defaults 1 tab, select the Communication Speed Keys link at the bottom of the page.

Ensure the correct Academic Institution is entered in the Academic Institution field.

  1. Enter Administrative Function - FINA
  2. Enter the desired *Comm Key.
  3. Select Save.
Comm Speed Key Assignment
Assign Communications to Students

To assign communications to students, begin by navigating to the Run 3C Engine Parameters page from the Main Menu.

Navigation:  Main Menu > Campus Community > Communications > Run 3C Engine

  1. Enter Run Control ID. If Run Control does not exist, select the Add New Value tab.  
  2. Select the Search button.
  3. Select Population Selection checkbox in "Process 3Cs" section.
  4. Select No in "Process Joint Records" section.
  5. Enter Academic Institution.
  6. Enter Administrative Function.
  7. Enter Event ID.  
  8. Select PS Query in Selection Tool under the Population Selection section at the bottom of the page.
  9. Enter Query Name.
  10. Select the Edit Prompts link.
3C Engine Parameters
  1. Enter Academic Institution.
  2. Enter Aid Year.  
  3. Enter Letter Code.
  4. Select OK button.
Query Prompts
  1. Select the Manage Duplicate Assignment Tab.
  2. Select the Check Duplicate Communication checkbox in "Duplicate Communication Check" section.
  3. Select Match for Variable Data field in the "Duplicate Communication Check" section.  If you are running a Checklist Communication, ensure you select the appropriate list item in the appropriate group box.
  4. Select the RUN button.
  5. Select OK button.
  6. Select the Process Monitor link. Locate Process Instance number assigned in previous step.
  7. Select Refresh button until Run Status is "Success" and Distribution Status is "Posted".
Sending Assigned Communications

To send the assigned communications to students, begin by navigating to the Communication Generation page.

Navigation:  Main Menu > Campus Community > Communications > Communication Generation

  1. Enter the Run Control ID.  
  2. Select the Search button.
  3. Select ID Selection.
  4. Enter the Empl ID
  5. Enter Letter Code.
  6. Select Use Default Template in "No Matching Template Found" section.
  7. Select Specified Language.
  8. Select Specified Method.
  9. Select the Process Parameters Tab at bottom of page.
  1. Select Address.
  2. Select Address Name.
  3. Select Salutation.
  4. Select Extra Name.
  5. Select Sort Option = Country, Postal
  6. Unselect the Online Preview in the Output Settings box.

Online Preview option is simulation mode. Selecting this option will not generate communications to the students.

  1. Select Produce Communication in "Missing Critical Data" box.  
  2. Select Complete Communication in "Missing Critical Data" box.
  3. Update *From Date and *To Date in the "Communication Date Range Selection" box.  
  4. Select System Date in "Update Communication Generation Date With" box.
  5. Select System Date in "Update Communication Completed Date With" box.
  6. Select the Email Parameters Tab.
Process Parameters
  1. Enter value in the From field box.
  2. Enter value in Field box.
  3. Enter valid email address in the Reply To field box.
  4. Enter value in the Sender field box only.
  5. Select Normal Importance.
  6. Select Normal Sensitivity.
  7. Select the Run button.
  8. Select the OK button.
  9. Click on Process Monitor link.  Locate Process Instance number assigned in prior step.
  10. Select the Refresh button until Run Status is "Success" and Distribution Status is "Posted".
Email Parameters
Validate Communication

To validate that the communication was sent, navigate to Communication Management.

Navigation:  Main Menu > Campus Community > Communications > Person Communications > Communication Management

  1. Enter ID.
  2. Select Search.

If more than one Communication letter is listed in the results table, select the highest sequence number.

Scroll down to the "Communication Outcome" box.

Verify that the:

  • Communication Completed box is checked,
  • the Date Activity Completed is the same date the Send Award Communications process was run,
  • and the Language Used, Method Used, and Process Used match the parameters used in the steps above.
  1. Select the "View Generated Communication" link to view the details of the letter sent to the student.
  2. Select the View button.

You have successfully created a send requirements communication and validated it was sent.

End of procedure. 

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