9.2 Sending Communications

Purpose: Use this document as a reference for sending student financials communications in ctcLink.

Audience: Student Financials staff

Sending Communications

Navigation:  NavBar > Navigator > Campus Community > Communications > Communication Generation

Prior to generating a communication, a letter code must first be assigned to the student.  See the Create a Communication QRG to complete this step.

  1. The Communication Generation run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Communication Generation Add a New Value tab
  1. The Selection Parameters tab displays.
  2. Enter ID Selection.
  3. Enter Letter Code.

The Letter Code selection populates other fields with default values. Typically, these should not be changed.

  1. Make a selection in No Matching Template Found – typically "Use Default Template".
  2. Select the Communication Method Usage. For this example, "E-Mail" is selected.
  3. Select the Process Parameters tab.
Selection Parameters tab
  1. The Process Parameters tab displays.
  2. Choose the Address, Address Name, Salutation and Extra Name.
  3. Check Use Preferred Email Address.
  4. Select an Org Recipient and Contact Name value if the communication has been designed to send to both students and communications.
  5. Enter the Communication Date Range Selection From Date and To Date.
  6. Select the Update Communication Generation Date With and the Update Communication Completed Date With to specify the date to record the communication on the student record.
  7. Select the preferred Sort Option.
  8. Un-Check the Produce Communication and Complete Communication in the Missing Critical Data section.
  9. Select the Email Parameters tab.
Process Parameters tab
  1. The Email Parameters tab displays.
  2. Enter the From, Subject and Reply to. Leave Sender and Bounce to blank.
  3. Leave the Importance and Sensitivity values defaulted to normal.
  4. The Checklist Parameters tab settings should not be changed.
  5. Select Run.   Please refer to the Process Scheduling QRG for further instructions.
Email Parameters tab
  1. Section complete.

Verifying Communications were assigned and sent

Navigation:  NavBar > Navigator > Campus Community > Communications > Person Communications > Communication Management

  1. The Communication Management search page displays.
  2. Enter student ID.
  3. Select Search.
Communication Management search page
  1. The Person Communication tab displays.
  2. If the Communication Completed checkbox at the bottom of the page is checked, this indicates the email was sent.
  3. Select the View Generated Communication link to view a .pdf of the communication that was generated.
Person Communication tab
  1. The View Communication page displays.
  2. Select View.
View Communication page
  1. The communication displays in a new window.  Read it.
  2. Close the new window.
communication sample
  1. Process complete.

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