ctcLink Reference CenterStudent Financials Collections 27Assigning and Sending SF Collections Communications

Assigning and Sending SF Collections Communications

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

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

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.

*Note - Best practice is to use a different Run Control ID for each 30, 60 and 90 day process because the set parameters may be different for each.

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: GEN
    3. Event ID: Select from the following based on which letter you are sending:
      1. Bxx30E for 30 days past due communications
      2. Bxx60E for 60 days past due communications
      3. Bxx90L for 90 days past due communications
  4. Population Selection
    1. Select PS Query and use query name QCS_SF_PS_3C_COLL_PASTDUE
    2. Click Edit Prompts and input required prompt values:
      1. Institution
      2. Aging Set: STD
      3. Category:
        • 25: 30-59
        • 30: 60-89
        • 35: 90-119

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.

Manage Duplicate Assignment tab

  1. Duplicate Communication Check: Uncheck the checkbox
  2. Duplicate Checklist Check: Check the checkbox
    1. Variable Data:  leave blank
    2. checklist status: leave blank

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 3CENGINE 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 Person IDs: All person and organization IDs system wide. (Common)
    2. One Person ID: Opens a box to input a single Person ID. (Common)
  1.  Letter Code
    1. Select from the following letter codes, based on which communication you assigned from the 3C Engine process.
      1. Bx4: PD/Coll Ltr 1 SF
      2. Bx5: PD/Coll Ltr 2 SF
      3. Bx6: PD/Coll Final SF
    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.
    3. Communication Language Usage
      1. Specified (default)
      2. Language: English (default)
    4. Communication Method Usage
      1. Specified (default)
      2. Method:
        • E-Mail for 30 and 60 day letters
        • Letter for 90 day letters

Process Parameters Tab

  1. Usage Tables
    1. Person Communication Usage:  These selections are connected to Name/Address Usage rules.
      1. Address:
        • SF Email Campus, Home. Business for E-mails
        • SF Paper Check Mailing for Letters
      2. Address Name, Salutation and Extra Name:
        • Full Name- Pri, Prf, Leg
    2. For communications via email, select the Use Preferred Email Address checkbox.
    3. For communications via letter, deselect the Use Preferred Email Address checkbox.
  2. Joint Salutation Usage: Leave blank
  3. Org Communication Usage: Leave blank

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.

  1. Communication Date Range Selection:
    • From Date: Current Date
    • To Date: 01/01/2500.
  2. Update Communication Generation Date With: System Date (default)
  3. Update Communication Completion Date With: System Date (default)
  4. Output Settings
    1. Sort option: Country, Postal
    2. You do not need to select any output settings for E-Mail.
    3. Select Send to File for the 90 Day letters.  When Select Send to File is chosen, a new window/box will open where you can enter following file path:
      • /u01/app/psrepo/Interface/CSTRANSFER/WAxxx/SFCollections/
  5. Missing Critial Data:
    • Select the Produce Communication checkbox.
    • Uncheck the Complete Communication checkbox.

Please make sure to change the business unit (WAxxx) in the file path to your institution's business unit prior to running the Communication Generation process.

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- Leave Blank (default)

Run the Communication Generation Process

  1. Once all tabs have been completed, click the Run button.
Process Scheduler Request
  1. Select SCC_COMMGEN 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.

Step 3: Download File for 90 Day Letters

Navigation: Main Menu > PeopleTools > CTC Custom > Extensions > Upload/Download Files

  1. Enter criteria into the following fields:
    1. Academic Institution
    2. Functional Area: Student Financials
  2. Click the Search button.
File Upload/Download page
  1. Click the Download Files tab.
Download Files tab
  1. Enter the appropriate file name.
    1. The file name is found by:
      1. Selecting the Details link for the appropriate communications process instance on the Process List tab.
Process List

              II.  Then selecting the Message Log link on the Process Detail page.

Process Detail page

              III.  Then selecting the "Letter output sent to" .pdf .

Message Log
  1. Click the Download File button.
Download File page

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