ctcLink Reference Center3Cs: Comments, Communications and Checklists Managing and Setting up ChecklistsSteps for Creating a New Checklist With Checklist Communication 11h

Steps for Creating a New Checklist With Checklist Communication 11h

Purpose: This document provides the steps and links to individual step QRGs for creating a checklist and creating a communication from a checklist

Audience: 3C and Communication Builders

Create the Checklist

Step 1: Create the checklist items associated with the checklist.

Navigation: Main > Campus Community > Checklists > Set up Checklists > Checklist Item Table

Checklist Items QRG

Remember that all 3Cs set up must follow 3Cs naming conventions. Naming conventions for checklist items should follow the 6 character naming convention found in the Naming Convention QRG.

Checklist Item Table with Checklist Item Code

Step 2: Assign checklist items to an administrative function

Navigation: Main>Campus Community > Checklists >Set up Checklists >Checklist Item Functions Table

Checklist Items Function Table QRG

Administrative functions are connected to other data in the system.  For example, a student's specific admissions application or a specific program plan stack.  For more information on administrative functions and what variable data is connected to these functions, please review the Administrative Function QRG

Configuration Administrative Functions QRG

Checklist Item Functions Table

Step 3: Create the checklist by assigning all items to a new Checklist code.

Navigation: Main >Campus Community >Checklists >Set up Checklists >Checklist Table

Checklist Table QRG

Checklist Table

Step 4: Assign 3C Group security (row level security) to the checklist.

Navigation: Main > Campus Community > Checklists > Set up Checklists  >Checklist 3C Groups

Checklist 3C Groups QRG

Checklist 3C Groups page

Step 5: The checklist is now created and available to use.  Checklist can be assigned to students.

Navigation: Main > Campus Community > Checklists > Person Checklists > Checklist Management - Person

Checklists Assigning and Managing Checklists and Checklist Items QRG

Checklist Management Tab 2
Identifying the population to be sent the checklist communication

This QRG will discuss two ways that communication populations can be selected for checklist communications.; external files and PeopleSoft Query.

  • Queries can be created by on campus query writers or requests can be sent to the Data and Reporting team as a ticket with detailed requirements.
  • External files must be in .csv format.

A few things to be aware of for query and external file creation:

For Message Center Communications

  • If using Merge fields in a Message Center message, those fields must be identified in query results or in the external file with header rows for each column. In the letter template submitted to ERP support, merge fields should be already placed in the document with the proper format.  Example:

File Results Use the column header names with curly brackets "{{" and "}}" as bind variables within the message text.

Example: {{EMPLID}} will be replaced with the value associated to that column within the file.

  • Message Center does not have the ability to manage duplicates in the generation process, therefore any files or queries must have duplicates removed or the student will receive the message multiple times.
  • All queries or files must have a results column with the heading EMPLID or COMMON_ID.
  • Unless using the administrative function GEN the query results or file must contain the variable data fields, in the send message page the system will identify the required columns for the selected letter in order for the letter to be successful so that users can validate their query porior to sending.

For Communication Generation Messages

  • If merge fields are required for Communication Generation, those must be set as a part of the back end Communication data source.  When requesting a new letter code for Communication Generation you will need to identify the merge fields needed so that the ERP support team can identify or create the correct data source for the merge fields.  This should be submitted in the ticket for letter code creation.
  • Student ID is required in all query results for Communication Generation.
  • Queries for Communication generation must have the correct bind record to be used as a part of the 3C communication assignment process.  The bind record for the Administrative function used can be found on the Administrative Functions QRG.
Checklist Communication with Message Center

Detailed steps on creating a new Message Center letter template can be found on the Message Center - Creating a  New Message Template for Message Center QRG.  

Step 1: Submit an ERP support request for new letter code.  Include the message center template and any images for letter head or logos to be included in the message.

Step 2: If query is not already developed, request query creation, see details in section above.

Step 3: Set up Communication Context.

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

Step 4: Create/Update Communication Category

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

Step 5: If a new Category was created in Step 4, create the Communication 3C Group.

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

Step 6: Add/Update the Department and Regarding to be used for this message.

Navigation: Main >HighPoint Projects >Message Center > Set Up > Departments and Regardings.

At this point the Message Center Communication can be run, use the Message Center - Sending Messages in Batch QRG.

Navigation: Main > HighPoint Projects > Message Center > Processes > Send Messages

 

Checklist Communication with Communication Generation

Detailed steps on creating a new Communication Generation Letter can be found on the Communication Set Up QRG.

Step 1: Submit an ERP support request for new letter code.  Include the .rtf template for the letter and identify the Administrative Function and any required merge fields for the letter template being provided.

Step 2: If query is not already developed, request query creation, see details in section above.

Step 3: Set up Communication Context.

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

Step 4: Create/Update Communication Category

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

Step 5: If a new Category was created in Step 4, create the Communication 3C Group.

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

Step 6: Create Communication Speed Keys.

Navigation: Main > Campus Community > Communications > Set up Communications > Communication Speed Key Table

Step 7:  Instruct communication runner to update User defaults with new communication speed key.

Navigation: Main >Set Up SACR >User Defaults >Communication Speed Keys tab

Step 8: Create 3C Engine Event.

Navigation: Main > Campus Community > 3C Engine > Set Up 3C Engine > Event Definition

Step 9: Create Event 3C Group.

Navigation: Main > Campus Community > 3C Engine > Set Up 3C Engine > Event 3C Groups

At this point the Communication can be assigned and generated.

Use the Communications - Assigning and Sending PeopleSoft Communications 3C Engine and Communication Generation QRG for assigning the 3C letter code and running the Communication Generation process.

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

Navigation: Main > Campus Community > Communications > Communication Generation

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