Message Center - Adding/Changing a Communication Generation Letter to send via Message Center
Purpose: Use this document as a reference for changing or adding a message center as an option for an existing Communication Generation letter in ctcLink.
Audience: Staff setting up communications
You must have at least one of these local college-managed security roles:
- ZC CC 3Cs Config
- ZD CC 3Cs Config
- ZZ CC 3Cs Config
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
You must also set the following SACR Security permissions:
Letter codes in the Message Center are global. Please submit a CS Support ticket with the Communication Generation letter code for the Message Center message template. Please include this letter code as an attachment or in the body of the ticket.
Any hyperlinks, bullets, fonts, etc., needed in the message template should be inserted or indicated. The college must also provide any image files for letterhead or other images included in the message. Users should also include a default expiration period in the ticket.
Unlike ctcLink 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. Work with your on-campus query developers or submit a CS Support ticket to the Data and Reporting team with the query definition needed for the message.
Merge fields in a Message Center letter template come from the Select statement in the query SQL (not the column names displayed in the query output). Additionally, there are required fields based on the Administrative Function chosen below in the 3Cs setup. Admin Functions are delivered; please do not change them. Visit the QRG 3C Communications: Administrative Functions for details.
Ways to get query field names:
- Click the View Query link on the Send Messages page; the Field Names are between the SELECT and FROM commands.
- In addition, you can ask your local query builder to send you a screenshot of the Fields tab from Query Manager.
Navigation: Campus Community > Communications > Set up Communications > Communication Context Table
A Communication Context describes the type of communication and how it was sent or received. Various methods can be used, including a letter, a telephone call, a fax, an e-mail, and in person. For each context, you can specify more than one communication method. Don't create a new Context for every Letter Code. Also, communication from different administrative functions can be included in the same context.
- Select the Find an Existing Value tab.
- Institution: Input or Look Up
- Communication Context: Input existing Context code
- Select Search.
- Users must be in Correct History mode or insert a new effective dated row for the change.
- In the Communication Context Method section, select Add.
- Method: Select "Message Center" from the drop-down options.
- Direction: Select "Outgoing Communication" from the drop-down options.
- Letter Code: Input the Letter Code created in Step 1 above.
- Select Save.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
View Tutorial Via Panopto
View the external link to Update the Communication Context. This link will open in a new tab/window.
Navigation: Campus Community > Communications > Set up Communications > Communication Category Table
- If a new Communication Category is created, that Category must be set up with the Communication 3C Group. This page connects security to communications. This step is not required as long as an existing category is used. Navigation: Campus Community > Communications >Set up Communications > Communication 3C Group
- If the Communication Generation Letter code was set up using an Administrative Function other than GEN, you must update the Category connected to that Administrative Function. Visit the QRG 3C Communications: Administrative Functions for details.
- Look up the "MSGCTR" category for your institution.
- Users will need to be in Correct History mode or insert a new effective dated row for the change.
- Select Add.
- Add the Context code created in Step 2.
- Select Save.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
View the external link to Update Communication Category. This link will open in a new tab/window.
You must have at least one of these local college-managed security roles:
- ZZ HP Msg Center Config
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: HighPoint > Message Center > Setup > Departments and Regardings
- Input Academic Institution, then select Search to view available departments.
- Select the Department name to verify/update Regardings or the Add A New Value tab to create a new department.
- If entering a new Department, add the following:
- Description: This description is viewable to students in the Message Center.
- Regardings: Enter a topic description that students will view in the Message Center.
- Show Sender on Student's View of Message Checkbox: 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.
- Select the Add a New Row [+] button in the Regardings panel.
- Identify the 3C Groups that can use this Department to send messages. Only users with row-level security can send messages from this Department. Work with your campus security administrators to adjust user row-level security as needed.
- Select Save.
- The Message Center template can now be used. Please visit the QRG Sending Messages in Batch.
- Process complete.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
View the external link to Add-Update-Verify the Department and Regarding. This link will open in a new tab/window.
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