Admissions Acceptance Letter

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

Audience: Admissions Coordinators

You must have at least one of these local college-managed security roles:

3C Engine

  • ZC CC 3Cs User
  • ZZ CC 3Cs User

Communication Generation 

  • ZC CC 3Cs User
  • ZD CC 3Cs User
  • ZZ CC 3Cs User

You must also set these SACR Security permissions:

If you need assistance with the above security roles or SACR settings, please contact your local college supervisor or IT Admin to request role access

Before running the 3C Engine to assign 3C communications, ensure the default communication speed keys have been set up for the assigned communication. The Setting Up User Defaults for Communications QRG provides instructions for adding communication speed keys to your user defaults.

Assign Communications: 3C Engine

Expand or collapse content Run Control ID Search Page

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

  1. The 3C Engine Run Control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
  3. NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_7 (Admissions Letter, FYR Admit Type, Fall Term).
Expand or collapse content 3C Engine Parameters Tab

Process 3Cs

  1. On the 3C Engine Parameters tab, select one of the Process 3C's parameters:
    • Population Selection - A query, external file, or equation can be used to identify students.
    • Trigger Table - This selection requires the user to set up a 3C Engine Trigger; please review the QRG 3C Engine -Trigger Definitions.
    • Mass Change - This selection requires the setup of a Mass Change definition.

Process Join Records

  1. ctcLink  Campus Solutions enables you to communicate jointly with individuals at a shared address rather than producing separate communications for each individual. For example, you can invite a married couple or two roommates to an event by sending a single invitation to their joint address.
    • No - Select this option if you do not want to apply joint communication rules to this process.
    • All Joint IDs - Select this option to apply joint communication rules and include all communications set to enable joint communications.
    • If a match exists - Select this option to apply joint communication rules and include joint communications only when dates in the variable data fields match.

Event Selection

  1. Enter or look up the Academic Institution.
  2. Enter the correct Administrative Function: "ADMA"
  3. Enter or look up the Event ID for the appropriate communication--Example:  "ACAADMACP" for Gen Admissions Accpt.

Population Selection

  1. Selection Tool. Select Equation Engine, External File, or PS Query.
  2. Query Name. The value is determined by the selection tool used. Edit query prompts if applicable.
  3. Select the Preview Selection Results link to view selection results.
  4. In the Population Selection section:
    1. Selection Tool. Select "PS Query" from the drop-down box.
    2. Query Name. Select "CTC_AD_3CENGINE_RESID."
  5. Click the Edit Prompts link:
    1. Enter or look up the Academic Institution.
    2. Enter or look up the Academic Career.
    3. Enter or look up the Admit Term.
    4. Enter or look up the Admit Type. Note: You will need to run this process for each Admit Type.
    5. Select OK.
    6. The Query Prompts window disappears.
  6. Select the Preview Selection Results link to view selection results. (Optional)

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.

Expand or collapse content View Tutorial Via Panopto

View the external link to 3C Engine Parameters Tab. This link will open in a new tab/window.

Expand or collapse content Manage Duplicate Assignment Tab
  1. The Manage Duplicate Assignment tab displays.
  2. Check Duplicate Communication – Select this checkbox to have the 3C Engine check for previously assigned duplicate communications.
  3. Variable Data – Select how variable data should be used when checking for duplicate communications:
    • Match – Prevents the communication from being assigned when the same communication already exists with matching variable data.
      • Example: A student has already received an admission letter for an application. The same admission letter will not be assigned again for that application. If the student submits a second application, the student would receive another admission letter because the variable data identifies it as a different application.
    • Do Not Match – Prevents the communication from being assigned when the same communication already exists and the variable data is different.
      • Example: A student has already received an admission letter. If the student submits a second application, the student would not receive another admission letter because the process recognizes that the communication has already been assigned, regardless of the application.
  4. Communication Status – Select the communication status to include when checking for duplicates:
    • Completed – Prevents assignment when the matching communication has a Completed status.
      • Example: An admission letter has already been assigned and processed through Communication Generation, and its status is Completed. Used with the selected Variable Data option, the 3C Engine can prevent another admission letter from being assigned for the applicable application.
    • Not Completed – Uses communications that have not been completed when checking for duplicates.
      • Example: An admission letter has already been assigned, but its status is Not Completed. Used with the selected Variable Data option, the 3C Engine determines whether another admission letter can be assigned.
  5. Check Duplicate Checklist – Select this checkbox to have the 3C Engine check for previously assigned duplicate checklists.
  6. Variable Data – Select how variable data should be used when checking for duplicate checklists:
    • Match – Prevents the checklist from being assigned when the same checklist already exists with matching variable data.
      • Example: A student already has an admissions checklist for an application. The same checklist will not be assigned again for that application. If the student submits a second application, the student would receive another checklist because the variable data identifies it as a different application.
    • Do Not Match – Prevents the checklist from being assigned when the same checklist already exists and the variable data is different.
      • Example: A student already has an admissions checklist. If the student submits a second application, the student would not receive another checklist because the process recognizes that the checklist has already been assigned, regardless of the application.
  7. Checklist Status – Select the checklist status to include when checking for duplicates:
    • Completed – Prevents assignment when the matching checklist has a Completed status.
      • Example: A student has an admissions checklist that has been completed. Used with the selected Variable Data option, the 3C Engine can prevent another admissions checklist from being assigned for the applicable application.
    • Initiated – Uses matching checklists with an Initiated status when checking for duplicates.
      • Example: A student has an admissions checklist that has been initiated but not completed. With the selected Variable Data option, the 3C Engine determines whether it can assign another admissions checklist.
  8. Check Duplicate Comments – Select this checkbox to have the 3C Engine check for previously assigned duplicate comments. Selecting the checkbox enables the Additional Conditions to Prevent Duplicate Comment section.
  9. Variable Data – Select how variable data should be used when checking for duplicate comments:
    • Match – Prevents a new comment from being assigned when an existing comment has the same key information and matching variable data.
    • Do Not Match – Prevents a new comment from being assigned when an existing comment has the same key information and the variable data is different.
  10. Select Save to save the duplicate assignment settings.
  11. Select Run in the top-right corner of the page. Please refer to the Process Scheduling QRG for instructions.
  12. Complete the process with Communication Generation.
  13. Process complete.

Send Communications: Communication Generation

Expand or collapse content Run Control ID Search Page
  1. The Communication Generation Run Control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
  3. NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_7(Admissions Letter, Fall Term).
Expand or collapse content Option 1: All Person IDs as ID Selection

Selection Parameters Tab

Navigation: Campus Community > Communications > Communication Generation

  1. The Selection Parameters tab displays. 
  2. Select "All Person IDs" in ID Selection.
  3. Enter or look up the Letter Code. The Template Selection will populate with the Report Name, Data Source ID, and Template ID.
  4. Select Use Default Template in the No Matching Template Found section.
  5. Select "E-Mail" as the Communication Method Usage Method.

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.

Expand or collapse content View Tutorial Via Panopto

View the external link to All Person IDs as ID Selection. This link will open in a new tab/window.

Expand or collapse content Option 2: Population Selection PS Query

Selection Parameters Tab

Navigation: Campus Community > Communications > Communication Generation

  1. The Selection Parameters tab displays.
  2. Select"Population Selection" in ID Selection.
  3. Select "PS Query" in Selection Tool.
  4. Select "CTC_AD_COMMGEN" in Query Name.
  5. Click the Edit Prompts link:
    1. Enter or look up the Academic Institution.
    2. Enter or look up the Admit Term.
    3. Select OK.
    4. The Query Prompts window disappears.
  6. Select the Preview Selection Results link to view selection results. (Optional)
  7. Enter or look up the Letter Code. The Template Selection will populate with the Report Name, Data Source ID, and Template ID.
  8. Select Use Default Template in the No Matching Template Found section.
  9. Select "E-Mail" as the Communication Method Usage Method.
  10. Select the Process Parameters tab.

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.

Expand or collapse content View Tutorial Via Panopto

View the external link to Population Selection PS Query. This link will open in a new tab/window.

Process Parameters Tab

  1. The Process Parameters tab displays.
  2. Select drop-down options for Address, Address Name, Salutation, and Extra Name in the Personal Communication Usage section.
  3. Select the Use Preferred Email Address check box.
  4. Enter the intended *From Date and *To Date in the Communication Date Range Selection. These dates must match your 3C Engine run date.
  5. Based on your college's local business process, you might run 3Cs daily during the week and, on Fridays, run Communication Generation (Comm Gen). This process will send all the assigned communications in a specific date range (for the days during the week when you didn't run Comm Gen). Your business process would define Fridays as your Comm Gen day. This would mean students wouldn't receive their emailed acceptance letter until Friday.
  6. Do not run the Comm Gen process until all the 3Cs have been assigned. If you want to set your admissions letters to recurrence, the following QRG can assist you with Admissions Letter Recurrence Setup. 
  7. Select Org Recipient and Contact Name drop-down options in the Org Communication Usage section.
  8. Verify that Produce Communication and Complete Communication selections are unchecked in the Missing Critical Data section. If boxes are checked, uncheck them.
  9. Select the Email Parameters tab.

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.

Expand or collapse content View Tutorial Via Panopto

View the external link to Process Parameters Tab. This link will open in a new tab/window.

Email Parameters Tab

  1. The Email Parameters tab displays.
  2. Enter the From email address.
  3. Enter the email Subject.
  4. Select Run. Visit the QRG Process Scheduling for more information.
  5. You do not need to enter any information on the Checklist Parameters tab.
  6. Process complete.
Email Parameters Tab and page

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