9.2 Admissions Letter Recurrence Setup

Purpose:  Use this document as a reference to setup an admissions letter recurrence process.

Audience:  Staff

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

  • ZC 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

Access to job recurrences are limited and assigned by local ctcLink security administrators.

Admissions Letter Recurrence Setup

Multiple processes will be scheduled, but only two different types:  3C Engine and Communication Generation

3C Engine--Queue a Job Process for Sending an Admissions Letter
  1. The processes must be setup to run before the Communication Generation (CommGen).
  2. Multiple processes will be scheduled--one for each Term and Admit Type

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

  1. A user can access the Admissions Communications section from the Fluid ctcLink CS Staff Homepage. 
  2. Select the Admissions Processing tile and navigate, in the left margin of the page, and select the Admissions Communications drop-down.
Admission Communication navigation
  1. The 3C Engine run control ID search page displays.  It defaults to the Find an Existing Value tab.  In this example, we'll create a new run control ID.
  2. Select Add a New Value.
  3. Enter Run Control ID.
  4. Select the Add button.
3C Engine Search Page
  1. The 3C Engine Parameters tab displays.
  2. In the Process 3Cs section, select Population Selection.
  3. In the Process Joint Records section, select No.
  4. In the Event Selection section:
    1. Enter Academic Institution.
    2. Enter "ADMA" in Administrative Function.
    3. Enter your institution's Event ID (per SBCTC 3Cs Naming Convention).
3C Engine Parameter Page
  1. In the Population Selection section:
    1. Select "PS Query" in Selection Tool.
    2. Select "CTC_AD_3CENGINE_RESID" in Query Name.
    3. Select Edit Prompts link.
Population Selection on 3C Parameters Page
  1. The Query Prompts window displays.
  2. Enter Academic Institution.
  3. Enter Academic Career.
  4. Enter Admit Term.
  5. Enter Admit Type.
  6. Select OK.
Entering Query Prompts

You will need to run this setup process for each Admit Type per Admit Term.

  1. The Query Prompts window disappears.
  2. You may select Preview Selection Results to preview results.
Manage Duplcate Assignment tab
  1. Select the Manage Duplicate Assignment tab.
Manage Duplicate page
  1. The Manage Duplicate Assignment tab displays.
  2. Select the Check Duplicate Communication checkbox.
  3. In the Additional Conditions to Prevent Duplicate Communication section:
    • Select "Match" in Variable Data.
    • Leave the Communication Status blank--this will prevent the assignment of duplicate letters

This section is populated if a Checklist Code has been assigned to the Event Definition.                                                                  

  1. In the Additional Conditions to Prevent Duplicate Checklist section: (This section will need to be populated if a Checklist Code has been assigned to the Event ID.)
    1. Select "Match" in Variable Data.
    2. Leave the Communication Status blank--this will prevent the assignment of duplicate checklists
  2. Select Run.
  1. The Process Scheduler Request page will display.
Process Scheduler Request
  1. In the Recurrence field, from the drop-down list, select the desired recurrence pattern.

Select an appropriate time for your business needs. For example, if applications are matriculated daily, based on your college's local business needs, a recurrence internal time of M-F @ 5:30 PM can be selected.

When selecting a Communication Generation's recurrence time, you will want to allow enough time for the 3C's to complete. This will vary based on the number of students who have been matriculated receiving an admissions letter.

Selcting a Recurrence date and time
  1. Once an appropriate time has been selected, update the Run Date to the current date by selecting the Current Date link.
  2. Select OK.

It is very important to ensure that the run date has been updated to the current date.

Select the appropriate Run Date
  1. Select the Process Monitor link.
Selecting the Process Monitor link
  1. The Process Monitor page will display.
  2. The green circular arrow icon indicates the recurrence for the General Admissions Acceptance letter has been initiated.
  3. 3Cs setup process complete. If additional letters with differing admit types are to be sent, follow steps 1-28. Select a different admit type prompt (e.g., REA, TRF, RUN).
Verifying the Process List
Update a Recurring Process

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

  • ZZ PeopleSoft User
  • ZZ Navigation Bar Access

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

Navigation:  NavBar > Navigator >PeopleTools > Process Scheduler > Process Monitor

  1. To stop or hold a recurring process, select the green circular arrow icon on the Process Monitor page located between the Process Name and User column.
Selecting circular green arrow
  1. By selecting the circular green arrow, the Recurring Process/Job page displays.
    1. Hold: Suspends the initiation and recurrence of the currently queued request
    2. Stop: Halts the current request from recurring a new request
    3. Restart: Resumes activity for the last request based on the last action selected
Updating the Recurring Process/Job page
  1. Additional process details can be viewed and updated by selecting the Details link located in the Details column under the Process List section.
Process Detail Page Detail link
  1. The Process Detail page displays.
  2. Process Section
    1. Instance:  This is the instance number for when this process ran
    2. Type:  This is the type of process that ran
    3. Name:  This is the name of the process that ran
    4. Description:  This is the description of the process that ran
    5. Run Status:  This is the status of how the process ran (refer to table above for run status definitions)
  1. Run Section
    1. Run Control ID:  This shows the users run control that they used to run the process
    2. Location:  Server location
    3. Server:  Server name
    4. Recurrence:  The recurrence name if this process is on a recurring schedule
    5. Update Process
    6. Request Choices:  Hold, Queue, Cancel, Delete, Re-send or Re-start
  1. Date/Time
    1. This section tells you when the process was created, when it could start running as well as the beginning and ending time that the process ran
  1. Actions
    1. In the Actions section there are links that lead you to more information about the process that can help inform you about what has occurred with the process
Update Process Actions
Communication Generation--Sending Communications

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

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

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

  1. Only one process is needed to capture all letters queued per Term and Admit Type.
  2. The CommGen recurrence must be scheduled to run after 3C Engine processes.

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

  1. The Communication Generation run control ID search page displays.
  2. Enter the run control ID you created in the section above.
  3. Select Search.
Communication Generation Search page
  1. The Selection Parameters tab displays.
  2. Select "All IDs" in ID Selection.
  3. Enter the Letter Code.
Selection Parameters tab

Below is an example list of configured Letter codes for Admissions Letters. Letter Codes and Report Definitions are created by CS Customer Support Team.

Selecting a Communication Method Usage
  1. Select Use Default Template in the No Matching Template Found section.
  2. Select "E-Mail" as the Communication Method Usage Method.
Selecting a Communication Method Usage (emai)
  1. Select the Process Parameters tab.
  2. The Process Parameters tab displays.
  3. Select drop down options for Address, Address Name, Salutation, and Extra Name in the Personal Communication Usage section.
    • Select the Use Preferred Email Address check box.
  1. The *From Date  should be set to 01/01/2015 --a date well in the past from the current date.
  2. The *To Date will need to be set to a future date--a date from the current date--for example, 01/01/2300.
Process Parameters Tab
  1. Select drop-down options for Org Recipient and Contact Name in the Org Communication Usage section.
  2. Verify Produce Communication and Complete Communication selections are unchecked in the Missing Critical Data section. If boxes are checked, uncheck boxes.
Missing Critical Data Checkboxes
  1. Select the Email Parameters tab.
  2. The Email Parameters tab displays.
  3. Enter From.
  4. Enter Subject

If a Checklist Code has not been assigned to the Event Definition, you do not need to select the Checklist Parameters tab.

Email Parameters
  1. Select Run.
  2. Follow Steps 25-28 of this Quick Reference Guide in the 3C Engine section.

The CommGen recurrence must be scheduled to run after 3C Engine processes to allow time for the system to queue all letters.

It can be easy to just “set and forget” reoccurring processes. However, you need to check in on your reoccurring processes on a regular basis (read weekly, or daily). Processes can and do fail, and it’s important that you know when that happens. If you don’t check in on your failed processes, important tasks can (and have!) fallen through the cracks—examples that we can find in today’s Process Monitor results include failed 3C Engine and CommGen processes, failed service indicator and student group assignment processes, and failed PSQuery processes.

To check out your Process Monitor, navigate to the Process Monitor page (PeopleTools > Process Scheduler > Process Monitor) and use the prompts to filter your results. Look for Run Statuses of Error, No Success, and Warning (click refresh between each search).

Keep your Process Monitor tidy by deleting failed processes. You can also check out failed processes using QCS_PT_PROCESS_IN_STATUS.

4 Comments

Vanessa Calonzo

How do I confirm that my communications are set-up correctly for this process? Thank you!

Tanjagay Martin

Hi Vanessa, I hope you are doing well. Thank you for your question. You can verify if a student has received their admissions letter by navigating to Campus Community > Communications > Person Communications > Communication Management. On the Find an Existing Value tab, enter the student's EMPLID and select Search--results will display below. Thanks again, Vanessa! ~Tanjagay Martin | CS Core Trainer

Susan Shanahan

I want to keep my messages (acceptance letters sending to summer and fall applicants, all types but CHANGE THE email they are sending from; we cancelling it and have a new email/inbox

Remind me again, how to change the FROM in the email

Tanjagay Martin

Hello Ms. Susan,
Thank you for your question. The 9.2 Communications Running the Communication Generation Process QRG http://ctclinkreferencecenter.ctclink.us/m/79545/l/1016263-9-2-communications-running-the-communication-generation-process --#34 points out where you can change the "From" email address. ~Tanjagay Martin | CS Core Trainer

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