9.2 Edit an Existing Letter Template

Purpose:  Use this document to edit a Communication letter template in ctcLink.

Audience: Campus Communication Set-up staff

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

  • ZZ_DS_BI_PUB_SETUP

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

IMPORTANT:  Access to the pages used are limited and assigned by the local ctcLink security administrator.

The CS Customer Support team creates letter Codes and Report Definitions. Submit a ticket and include the information required to populate the screen below. You must provide a Datasource and Function. For any other field, if you do not provide information, we will use our best judgment. Descriptions of these fields follow. Submit templates in .rtf format. Template file names must be shorter than 65 characters in length. Colleges can view and update the template on the template tab of the report definition page once created.

Edit an Existing Letter Template

To use merge fields within the letter template, you must download and install the BI Publisher Plugin for Microsoft Word from the Oracle website or use the following navigation in the ctcLink:  

Navigation:  NavBar > Navigator > Reporting Tools > BI Publisher > Setup > Design Helper

After it's been installed correctly, the BI Publisher tab appears on the ribbon for Microsoft Word.

You may need to contact your college desktop support for assistance to install this plugin.

Design Helper page

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
  • ZZ CC Standard Letter Tbl

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

You can get the report name for the template by viewing the report name in the Standard Letter Table.  Navigation:  NavBar > Campus Community > Communications > Set up Communications > Standard Letter Table CS

Standard Letters page

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

  • ZC CC 3Cs User
  • ZC CC 3Cs Config
  • ZZ CC 3Cs User
  • ZZ CC Standard Letter Tbl

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 > Reporting Tools > BI Publisher > Report Definition

  1. Download the data schema for the report by selecting Data Schema.
Definition tab
  1. Select the Template tab, then open the Template File by selecting the file name link.
Template tab
  1. The .rtf file opens in Microsoft Word.

You may have to select Enable Editing in Microsoft Word.

Word communication example
  1. Select the BI Publlisher tab in Microsoft Word.
  2. Select XML Schema.
Word communication example
  1. Locate the Data Schema file you downloaded in step 1, then select Open.

If you did not select a specific Save location look in your Downloads folder.

Word downloads
  1. Select Field on the BI Publisher tab, and you can now view the various field data from ctcLink that can be pulled into your letter template.
  2. All data fields from ctcLink are shaded in gray.
  3. To add a field to the template:
    1. Place the cursor at the point in the text that you wish to add the field.
    2. Select the field name from the Menu.
    3. Select Insert.
Word communication example
  1. To remove a field from the Template:
    1. Highlight the field.
    2. Right-click, then select Cut.
Word communication example
  1. Make additional corrections to the Letter text as needed.

Best Practices for Letter Templates

  • On Templates, use a border or a frame to keep the formatting of the letter.
  • Put logos on the bottom.
  • Load back into ctcLink to Preview.
  • Try to keep letters usable for multiple terms without updates.
  1. Save letter in .rtf format.
Word communication example
  1. Close Microsoft Word and return to ctcLink.
  2. Select the Add a New Row [+] icon to insert a new effective dated template.
  3. Enter Effective Date for the new template.
  4. Ensure Status is set to Active.
    • If a template is uploaded with the status In-Progress and saved, then the status is changed to Active; you will receive a message to switch to Correct History mode to complete the action.
  5. Select Upload.
  1. Locate the file.
  2. Select Upload.
File Attachment window
  1. Select Save.
  2. Select Preview.  This will open your template in a new window.  Review the template to verify changes.
  3. Close the Preview window.
  4. If all of the changes are approved, change the template Status to "Active."
  5. Select Save.
Template tab
  1. Process complete.

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