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Message Center - Adding/Changing a Communication Generation Letter to send via Message Center

Purpose: Use this document as a reference for how to change or add message center as an option for an existing Communication Generation letter

Audience: Staff setting up Communications

Step 1: Message Center Letter Code Creation

Message Center Letter codes are global, send a ticket to ERP Support giving them the Communication Generation letter code that should be set up for message center.  The message template should be sent with the ticket as a attached Word Document or in the body of the ticket. The message template needs to include or indicate any hyperlinks, bullets, fonts, etc that may be needed in the message.  The college needs to also provide any image files for letter head or other images that should be included in the message.  Users should also include a default expiration time period in the ticket.  An example of the Letter Code page that will be created is below for reference detail.  

Message Center Letter Code page
Step 2: PeopleSoft Query Creation

Unlike PeopleSoft 3C Communications, queries for Message Center do not require a bind record to be selectable for mass messaging.  Any Public or Private queries can be used for Message Center messaging.  Identify the population for the message to be sent and work with your on-campus query developers or submit a ERP Support ticket to the Data and Reporting team with the query definition that is needed for the message.

Merge fields in a Message Center letter template must be included in the query results fields.  Additionally there are required fields based on the Administrative Function chosen below in the 3Cs set-up. A full list of Administrative functions and the variable data fields required can be reviewed on the Communication Set Up QRG.

Step 3: Update the Communication Context

Navigation: Main > Campus Community > Communications > Set up Communications > Communication Context Table

  1. Select the Find an Existing Value tab
    1. Institution: Input or Look Up
    2. Communication Context: Input existing Context code
    3. Select the Search button.
Communication Context Table Find Search page an Exisiting Value tab
  1. Users will need to be in Correct History mode or insert a new effective dated row for the change.
  2. In the Communication Context Method section, select Add.
    1. Method: Select Message Center from the drop down options.
    2. Direction: Select Outgoing Communication from the drop down options.
    3. Letter Code: Input Letter code created in Step 1 above.
  3. Select the Save button.
Communication Context Method section of Communication Context page
Step 4: Update Communication Category

Navigation: Main > Campus Community > Communications > Set up Communications > Communication Category Table

  1. Look up the MSGCTR category for your institution.

If the Communication Generation Letter code was set up using a Administrative Function other than GEN, you will need to update the Category connected to that Administrative Function. Users can search for available categories by Administrative Function on the search page shown below.

Commnication Category Table Search page with Communiation Category field displaying MSGCTR
  1. Users will need to be in Correct History mode or insert a new effective dated row for the change.
  2. Select the Add button.
  3. Add the Context code created in Step 2.
  4. Select the Save button.
Communication Categories page

If a new Communication Category is created, that category will need to be set up with the Communication 3C Group. This page connects security to communications. As long as an existing category is used, this step is not required.

Navigation: Main >Campus Community > Communications >Set up Communications > Communication 3C Group

Step 5: Add/Update/Verify the Department and Regarding to be used for this message

Navigation: Main > HighPoint > Message Center > Set up > Department and Regardings

  1. Input Institution code and select Search to view available Departments.
Message Center Depart/Regarding page - Academic Institution and Search button highlighted
  1. Select the Department name to verify/update Regardings or select the Add A New Value tab to create a new department.
  2. If entering a new Department add the following:
    1. Description: This description is what is viewable to students in the Message Center.
    2. Regardings: Enter a topic description that will be viewable by students in the Message Center.
    3. Show Sender on Student's View of Message: For each Regarding identify if the sender is viewable by the student.  This will show the student the name of the person who sent the message. This is based on the user ID of the sender and the name available in PeopleSoft.
    4. 3C Group: Identify the 3C Groups that can use this Department for messages. Only users with the row level security for this 3C's group can use this department when sending messages. Work with your campus security administrator's to adjust user row level security as needed.
  3. Select the [+] plus sign to add additional Regardings.
  4. Select the Save button.
  1. If adding a new Regarding to an existing Department code.
    1. Select the [+] plus sign under the Regarding header.
    2. Input the new Regarding Description.
    3. Indicate if the sender should be shown on the message by selecting the box is needed.
  2. Select the Save button.

The message center template can now be used.  Please see the QRG on Sending a Message Center Message in Batch.

 

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