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:

3C Engine

  • ZC CC 3Cs User
  • ZZ CC 3Cs User

Communication Generation

  • 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.

You also need to set SACR Security permissions:

Run 3C Engine

Admissions Communications - Run 3C Engine
  1. From the Fluid ctcLink CS Staff Homepage, open the Admissions Processing tile.
  2. In the left-hand navigation menu, expand the Admissions Communications drop-down.
  3. Select Run 3C Engine.

Run Control ID Search Page

  1. The 3C Engine 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_5 (Admissions Letter, Summer, FYR Admit Type)..
Configure 3C Engine Parameters
  1. In the Process 3Cs section, select Population Selection.
  2. In the Process Joint Records section, select No.
  3. 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).
Set Population Selection Parameters
  1. In the Population Selection section:
    • Select PS Query as the Selection Tool.
    • Enter CTC_AD_3CENGINE_RESID as the Query Name.
    • Click Edit Prompts.
  2. In the Query Prompts window:
    • Enter Academic Institution
    • Enter Academic Career.
    • Enter Admit Term.
    • Enter Admit Type.
    • Click OK. You must complete this setup for each Admit Type per Admit Term.
  1. The Query Prompts window will close. Optionally, click Preview Selection Results to review your selection.
Manage Duplicate Assignment
  1. Select the Manage Duplicate Assignment tab.
  2. Check the Check Duplicate Communication box.
  3. Additional Conditions to Prevent Duplicate Communication:
    • Select "Match" in the Variable Data field.
    • Leave the Communication Status blank to avoid duplicate letter assignments.
  4. Additional Conditions to Prevent Duplicate Checklist (Populate this section only if a Checklist Code is assigned to the Event ID):
    • Select "Match" in the Variable Data field.
    • Leave the Communication Status blank to avoid duplicate checklist assignments.
Schedule and Run the Process
  1. Select Run.
  2. The Process Scheduler Request page displays.
  3. In the Recurrence field, choose the appropriate pattern (e.g., M–F @ 5:30 PM).
    • Choose a time that allows the 3C Engine to complete before Communication Generation runs.
  4. Click the Current Date link to update the Run Date.
  5. Click OK.

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.

Monitor and Confirm the Process

  1. Click the Process Monitor link.
  2. The Process Monitor page displays.
  3. Look for the green circular arrow icon, indicating the recurrence process has started.

Communication Generation

Admissions Communications - Communication Generation

Communication must be assigned before you can set up the Communication Generation process. Thoroughly test the 3C Engine process and CommGen processes in PCD:

  1. Test the 3C Engine and CommGen processes in PCD.
  2. Make sure queries pick up the correct students. Additionally, selecting "All Person IDs" will pull up every student that has the assigned letter code that need to have their communication sent to them.
  3. Ensure duplicates are not assigned (unless that is your intention).
  4. Make certain Communication Management previews are accurate.
  5. It is impossible to send emails outside of PCD; check the Communication Management page of each student to ensure that communications are assigned.
  6. Recurring communications can automate scheduled tasks, reducing manual effort during anticipated events. For details, visit QRG Set Up Recurrences for Jobs.
  1. From the Fluid ctcLink CS Staff Homepage, open the Admissions Processing tile.
  2. In the left-hand navigation menu, expand the Admissions Communications drop-down.
  3. Select Run 3C Engine.

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. ⚠️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_COMMGEN.
Selection Parameters Tab

ID Selection Options

  1. Choose the population to receive the communication:
Option Description Usage
All IDs All person and organization IDs system-wide Rare
All Org IDs All organization IDs system-wide Rare
All Person IDs All person IDs system-wide Common
One Org ID Input a single Organization ID Rare
One Person ID Input a single Person ID Common
Population Selection Uses a query, equation, or file to select IDs Common
Population Selection Methods

Equation Engine (Rare)

  1. Equations are pre-defined at the system level.
  2. Use the lookup icon to select from available equations.
  3. Contact a ctcLink system administrator for support.

External File (Common)

  1. re-uploadUpload your .csv File – You must upload a population selection file before accessing file maps.
  2. Select a File Map – Click the magnifying glass lookup to choose a file map.
    • If you receive a "No matching values were found." message, a suitable file map does not exist, and you will need to submit a ticket to request a new one.
  3. Preview Selection Results – After selecting a file map, click "Preview Selection Results" to check if your file matches the expected format.
  4. View File Map Details (If Available) – Click "Edit File Mapping" to view the required fields and their expected order. While you cannot edit the file map, this helps you understand how your file should be structured.
  5. Adjust and Re-upload your .csv File – If needed, modify your file to match the file map requirements (e.g., add/remove header rows, rearrange columns), then save and re-upload it.
  6. Confirm Accuracy – Use "Preview Selection Results" again to verify that the file meets the mapping requirements before running the process.

PS Query (Common)

  1. Use the lookup icon to find a valid query.
  2. Click Edit Prompts if the query requires input values.
  3. Use Preview Selection Results to confirm that the correct IDs are selected.
Query Prompts popup box
Letter Code Selection
  1. Enter the Letter Code associated with the communication.
  2. Only codes set up and assigned to the selected IDs will appear.
  3. Tab out of the field to trigger the Template display.
  4. Letter Codes are configured at the system level—contact a ctcLink system administrator if needed.
    • ⚠️ If no matching template exists in the selected language, the system may produce an error or, based on configuration, default to an English version.
Letter Code Selection Section is outlined with a red box.
Communication Language and Method Usage
  1. Communication Language Usage:
    • Default: Specified
    • Language: English
  2. Communication Method Usage
    • Default: Specified
    • Method: Select the method defined in the communication setup (commonly E-Mail).
Process Parameters Tab
Usage Tables
  1. Person Communication Usage: Select Name/Address Usage settings for Address, Address Name, Salutation, and Extra Name.
  2. Joint Salutation Usage: Not used.
  3. Org Communication Usage: Select Org and Name usage values if an Org ID might be included in the population.
  4. Usage Selection by Method: Match the usage to the communication method. Example: Use a “Student Email” usage if the method is Email.
Communication Processing Dates
  1. Communication Date Range Selection: The process will only pick up Communications assigned to ID during the date range specified.
  2. Update Communication Generation Date With: This selection updates the date the communication was assigned with the selection specified.
  3. Update Communication Completion Date With: This selection updates the date the communication was sent with the selection specified.
  4. Date Options Defined:
    • Communication Date: The date the communication was assigned in the system.
    • System Date: The current date.
    • User Supplied Date: Opens a box to enter a custom date.
Output Settings (Used for Printed Communications)
  1. Sort Option: Define print order for mailing.
  2. Online Preview: You can view communication output in Report Manager. For more information, see the QRG: Communications: Generate an Online Preview.
  3. Email Test Address: When Email is selected, enter a test address to preview the email.
  4. Send to File: Saves generated letters as a single file. When selected, specify the file path location.
  5. Send to Printer: Sends printed output directly to the printer. Enter the destination printer path.
  6. Create Envelopes/Labels: This function generates envelopes or labels. You must select a Report Name with the appropriate report definition.
  7. ⚠️If neither Preview Online nor Send to Printer is selected, the communication is generated immediately when the process runs. Emails will be sent to the specified IDs.
Output Settings is outlined with a red box
Missing Critical Data
  1. Check the box to generate communications even if key data is missing.
    • Example: If a student is missing an email address, the system generates a PDF attached to the Communication Management page so it can be printed and mailed.
Missing Critical Data section is outlined with a red border.
Email Parameters Tab
  1. Only used if Email is the selected method on the Selection Parameters tab.
  2. From: Email of the sender (e.g., [email protected])
  3. Subject: The topic of the email.
  4. Reply To: Overrides the “From” address if a reply is sent.
  5. Sender: May be the same as the “From” address.
  6. Bounce To: Email address that receives delivery failure messages.
  7. Importance/Sensitivity: Set appropriate options.
Email parameters section is outlined with a red border.
Checklist Parameters Tab
  1. This tab is used when checklist items are included in the communication.
  2. Administrative Function: Add one or more checklist types.
  3. Checklist Context/Type/Code: Define the checklist data to be extracted.
  4. Tracking Group: Enter the tracking group codes.
  5. Checklist Code/Item Status: Set to values such as “Active.” Use the  [➕] Add a New Row button to add multiple statuses.
Run the Process
  1. Click Run. See the QRG: Process Scheduling for detailed steps.
  2. If Run Status is "Error":
  3. Review the log file for error details.
  4. Correct the issue.
  5. Run the Reset Communications process to clear the error from the Process Instance.
  6. Re-run the Communication Generation process to resend the communications.
  7. There is no need to reassign communications using the 3C Engine process.

Monitor and Manage Recurring Processes

Change Run/Date Time

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.

  1. Select the Green Circular Arrow Icon; this opens the Recurring Process/Job page.
Action Description
Hold Suspends the initiation and recurrence of the current process.
Stop Prevents the current request from generating a new recurring request.
Restart Resumes the process based on the last recorded action.
  1. Select the link in the lower-left corner above the Save button to schedule a new process recurrence. The page will display the process you run.
  2. Select Run to choose a new recurrence time.
  3. Activate the Recurrence drop-down menu and choose a new recurrence time. Update the Run Date--the next recurrence time must occur in the future, so select a Run Date of today (if the recurrence time has not happened yet) or tomorrow (if the recurrence time has already passed for today).
  4. Select OK.
  5. Return to the Process Monitor page and confirm that the process has been scheduled with the correct Recurrence and Run Date.
  6. Process complete.

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