ctcLink Reference CenterCampus Solutions3Cs: Comments, Communications and Checklists Using 3Cs 11Communications - Assigning and Sending PeopleSoft Communications (3C Engine and Communication Generation) 11f (VC34)

Communications - Assigning and Sending PeopleSoft Communications (3C Engine and Communication Generation) 11f (VC34)

Purpose: Use this document as a reference for assigning and sending PeopleSoft Communications.

Audience: College Staff responsible for assigning and sending communications in PeopleSoft.

Prior to running the Communication Generation process, the communications set up process must be completed. Users that are running PeopleSoft Communications will need to gather the following details/recommendations from their on-campus Communication Builders (users that are responsible for maintaining and configuring PeopleSoft communication data).

  • 3C Engine Event ID with Administrative Function
  • 3C Engine Population Selection Query Name
  • 3C Engine Duplicate Management recommendation
  • Communication Generation ID Selection parameter (All IDs, Population Selection Query Name, etc.)
  • Communication Generation Name/Address usage requirements
  • Communication Generation Email Parameters
Step 1: Run the 3C Engine

Running the 3C Engine will assign the PeopleSoft Communication to students defined in the population selected by the process.  

Navigation:  Main Menu → Campus Community → 3C Engine → Run 3C Engine

  1. If a run control is already created for this process, search for it under Find an Existing Value.
  2. If a run control has not been created:
    1. Click the Add a New Value tab.
    2. Enter a run control name.
    3. Click the Add button.
3C Engine Add a New Value page

3C Engine Parameters Tab

  1. Process 3Cs Box
    1. Select the Population Selection in the Process 3Cs box
  2. Process Join Records Box
    1. Leave at the No default
  3. Event Selection (select based on parameters given for specific communication)
    1. Academic Institution: Input or Look Up
    2. Administrative Function: Input or Look Up
    3. Event ID: Input or Look Up
  4. Population Selection
    1. Most processes will use a PS Query (select based on parameters given for specific communication).
    2. If the Query has prompts, click Edit Prompts and input required prompt values.

When using a PS Query it is recommended to run the Query in Query Manager/Viewer or to click Preview Selection Results to verify that the IDs that will be assigned the communication are as expected.

3C Engine Parameters tab

Manage Duplicate Assignment tab

  1. Duplicate Communication Check: Select this checkbox if you want the assignment process to check for duplicate communications assigned.
    1. Variable Data:  Select one of the following options:
      1. Match: Prevents assignment when a communication matches a previously assigned communication that has the same variable data. 
        1. Example: A Student has already received an admission letter for the selected application, this prevents an admission letter from being assigned to the student again. In this case if a second application was submitted by the student, the student WOULD get a second admissions letter because the process recognizes this as a new application submitted.  
      2. Do Not Match:  Prevents assignment when a communication matches a previously assigned communication and the variable data are different.
        1. Example: A Student has already received an admission letter for an application.  This prevents an admission letter being assigned to the student again.  In this case if a second application was submitted by the student, the student WOULD NOT get a second admissions letter because the process recognizes that the student has already received an admissions letter regardless of how many applications the student may submit.
    2. Communication Status: Select one of the following options:
      1. Completed: Prevents assignment when the communication matches a previously assigned communication for which the status is completed.
        1. Example: A Student has already been assigned a admissions letter for an application and the Communication Generation process has been run and the Communication Management page shows the status as completed.  Working in connection with the selection for variable data above the student would not be assigned a new admissions letter for this application.
      2. Not Completed:  Prevents assignment when the communication matches a previously assigned communication for which the status is NOT completed.
        1. Example: A Student has already been assigned a admissions letter for an application and the Communication Generation process has been run but the Communication Management page shows the status as NOT completed.  Working in connection with the selection for variable data above the student WOULD be assigned a new admissions letter for this application.
Manage Duplicate Assignement tab
  1. Duplicate Checklist Check: Select this checkbox if you want the assignment process to check for duplicate checklists assigned.
    1. Variable Data:  Select one of the following options:
      1. Match: Prevents assignment when a checklist matches a previously assigned checklist that has the same variable data. 
        1. Example: A Student has already been assigned an admissions checklist for an application, this prevents the same checklist from being assigned to the student again. In this case if a second application was submitted by the student, the student WOULD get a second admissions checklist because the process recognizes this as a new application submitted.  
      2. Do Not Match:  Prevents assignment when a checklist matches a previously assigned checklist and the variable data are different. 
        1. Example: A Student has already been assigned an admission checklist for an application.  This prevents an admission checklist from being assigned to the student again.  In this case if a second application was submitted by the student, the student WOULD NOT get a second admissions checklist because the process recognizes that the student has already been assigned an admissions checklist regardless of how many applications the student may submit.
    2. Checklist Status: Select one of the following options:
      1. Completed: Prevents assignment when the checklist matches a previously assigned checklist for which the status was set to 'Completed'.
        1. Example: A Student has already been assigned an admissions checklist for an application and the checklist and all checklist items have been completed.  Working in connection with the selection for variable data above the student would not be assigned a new admissions checklist for this application.
      2. Initiated:  Prevents assignment when the checklist matches a previously assigned checklist for which the status was set to 'Initiated'. 
        1. Example: A Student has already been assigned an admissions checklist for an application and the checklist and all checklist items have NOT been completed  Working in connection with the selection for variable data above the student WOULD be assigned a new admissions checklist for this application.

A Communication can be in COMPLETED status but the process could have been unsuccessful due to other errors in the processing.   After running both the 3C Engine Process AND the Communication Generation process it is recommended to run the query CTC_COMMUNICATION_LIST_BY_DATE to review any unsuccessful communications.

Run the 3C Engine Process

  1. When all parameters have been entered click the RUN button.
  2. On the Process Scheduler Request page, verify the process is selected and click the OK button.
Process Scheduler Request page
  1. Click the Process Monitor link.
  2. Click Refresh until the Run Status is Success and the Distribution Status is Posted
Proces List tab

Check for Success

Select users from the Query used for the population selection to validate the Communication was assigned to students on the Communication Management page.  It will display as shown in the image below except with the parameters and dates specified based on what was entered in the steps above.

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

Person Communication tab
Step 2: Run the Communication Generation Process

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

  1. If a run control is already created for this process, search for it under Find an Existing Value.
  2. If a run control has not been created:
    1. Click the Add a New Value tab.
    2. Enter a run control name.
    3. Click the Add button.
Add a New Value tab

Selection Parameters Tab

  1. ID Selection:  Select the appropriate communication recipients
    1. All IDs: All person and organization IDs system wide. (Rarely used)
    2. All Org IDs: This will select all organization IDs system wide. (Rarely used)
    3. All Person IDs: All person and organization IDs system wide. (Common)
    4. One Org ID: Opens a box to input a single Organization ID. (Rarely used)
    5. One Person ID: Opens a box to input a single Person ID. (Common)
    6. Population Selection: Selects a Population using a query, equation engine or external file load  (Common)
      1. Equation Engine:  (Rarely used)
        1. Equations are set up at the system level, contact a ctcLink system administrator for assistance.
        2. The look up menu for the Equation Name displays available equation engine names.
      2. External File: (Common)
        1. Create a .CSV file using   Excel:
          1. Open an Excel Spreadsheet.
          2. Enter ctcLink student ID’s with one ID per cell in a single column.
          3. Save the Excel file as a .CSV.
        2. Click Upload File and browse for the file created in the previous steps.
        3. Click the Create File Mapping link to map the uploaded file.
          1. Enter the name of the mapping criteria in the File Mapping field.
          2. If the file has no Header Row, leave the checkbox and Header Row Number field blank.
          3. Click the Create File Mapping link to map the uploaded file.
          4. Enter the field number of the column containing the student IDs to allow the process to read the data only from that column.
          5. Click OK
      3. PS Query: (Common)
        1. Look up the appropriate query name (only queries valid for the specific process are available).
        2. If Prompt values are required in query click Edit Prompts link and input required prompt values

When using a PS Query it is recommended to run the Query in Query Manager/Viewer or to click Preview Selection Results to verify that the IDs that will have the communication generated are as expected.

Selection Parameters tab
  1.  Letter Code
    1. Only letter codes set up for the Communication Generation process and that are currently assigned to the specified IDs are available in the Letter Code field. Letter Codes are set up at the system level, contact a ctcLink system administrator for assistance.
    2. Enter the Letter code and tab out of the field.
      1. Based on the letter code selected the Template selection will display the details for the communication to be generated.
Selection Parameters tab
  1. No Matching Template Found
    1. If there is no template in the selected language, the selection made in this field determines how the system will handle this communication generation. For example, if the language selected is German, and there is no template written in German, the system will either not produce the communication (it will show as an error) or it will use the default template which is likely in English dependent upon the selection made.
  2. Communication Language Usage
    1. Specified (default)
    2. Language: English (default)
  3. Communication Method Usage
    1. Specified (default)
    2. Method: Select based on the Method identified in the communication configuration.  Most delivered communications are set to E-Mail.
Selection Parameters tab

Process Parameters Tab

  1. Usage Tables
    1. Person Communication Usage:  These selections are connected to Name/Address Usage rules.
      1. Select the Address, Address Name, Salutation and Extra Name usage for the communication being sent.
      2. Joint Salutation Usage:  Not used
      3. Org Communication Usage:  Needed in cases where an organization ID could be included in the selection. Select based on Org and Name usage.  

Usage selection for address is connected to the method being sent. For example: If the communication method is Email, an Email usage like Student Email should be selected from the drop down menu.

Process Parameters tab
  1. Communication Processing Dates:  
    1. Communication Date Range Selection: The process will only pick up Communications assigned to ID during the date range specified.
    2. Update Communication Generation Date With: This selection updates the date the communication was assigned with the selection specified.
    3. Update Communication Completion Date With: This selection updates the date the communication was sent with the selection specified.
    4. Date Options Defined
      1. Communication Date: Selects the date the communication was assigned in the system.
      2. System Date: The current date.
      3. User Supplied Date: Opens a box to enter a custom date.
Communication Data Range Selection
  1. Output Settings: used mostly for hard copy communications.
    1. Sort option: For hard copy communications, specify the print order for mailing.
    2. Online Preview: view the output in Report Manager.
      1. If the communication method is Email, an Email address box will appear to enter a test address to preview the email.
    3. Send to File: saves the generated letter communications as a single file.
      1. When selected, the File Path field appears. Specify the server file path location to send the file.
    4. Send to Printer: sends letter communications directly to the printer.
      1. When selected, the Destination Printer field appears to enter a printer path.
    5. Create Envelopes/Labels: prints envelopes or labels for the communication.
      1. When selected, the Report Name link appears. You must select the report definition for the Communication Generation process to use.

Note: If Preview Online or Send to Printer is not selected, the communication is generated as soon as the process runs. If the communication is an email, the process sends the email to the specified IDs.

  1. Missing Critical Data check box for the process to produce and/or complete the communication even if critical data is missing.
    1. For example, if the method is email but the student is missing an email address it will Produce the communication which attaches as a PDF on the Communication Management page.  This PDF can then be printed and mailed to the student.
Output Settings

Email Parameters tab

  1. Only used when the communication method selected on the Selection Parameters tab is Email
    1. From:  Enter the email address of the person or entity that is sending the email. (e.g. example@tacomacc.edu).
    2. Subject: Email topic.
    3. Reply to: If the student clicks Reply, this is the email address that will receive the response email.
    4. Sender: Enter the email address of the person or entity that is sending the email. (e.g. example@tacomacc.edu).
    5. Bounce to: If the email is undeliverable, this is the email address that will receive the email.
    6. In the Importance and Sensitivity group boxes, select the appropriate options.
Email Parameters tab

Checklist Parameters tab

  1. Only used when checklist items are being extracted as a part of the communication being sent.
    1. Administrative Function: Select one or more checklist types by clicking the (+).
    2. Checklist Context:
      1. Checklist Type: Enter the types of checklists from which the process should extract data for this letter or email.
      2. Tracking Group: Enter the tracking group codes with checklist item data that should be extracted for this letter or email.
      3. Checklist Code: Enter the specific checklist codes with checklist item data that should be extracted for this letter or email.
    3. Checklist Item Status: Select an appropriate value (e.g. Active). Multiple statuses can be selected by clicking the (+).
Checklist Parameters tab

Run the Communication Generation Process

  1. Once all tabs have been completed, click the Run button.
Process Scheduler Request
  1. Select the appropriate process and click the OK button.
  2. Click Process Monitor, the process may take time to run based on quantity of records processed.
  3. Click Refresh to check the status. Success indicates the process has completed.
Process List tab

If the Run Status for the Communication Generation process is Error, review the log file to determine cause of errors. Once the error has been resolved, users DO NOT need to re-assign communications with the 3C Engine process.  Users will want to run the Reset Communications process to clear the errors from the Process Instance and re-run the Communication Generation process to send the communications

Communications-Using the Reset Communications

Check for Success

Individual communications can be viewed on the Communication Management page.  It will display as shown in the image below except with the parameters and dates specified based on what was entered in the steps above.

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

View the Communication Outcome and generated communication for the individual student.

Person Communication tab

It is recommended that after running the Communication Generation process that users run the query CTC_COMMUNICATION_LIST_BY_DATE to verify communication completion and any unsuccessful communications.

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