9.2 Message Center - Adding/Changing a Communication Generation Letter to send via Message Center
Purpose: Use this document as a reference for how to change or add message center as an option for an existing Communication Generation letter in ctcLink.
Audience: Staff setting up communications
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
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Message Center Letter codes are global. Send a ticket to ERP Support giving them the Communication Generation letter code that should be set up for message center. The message template should be sent with the ticket as an attached Word Document or in the body of the ticket. The message template needs to include or indicate any hyperlinks, bullets, fonts, etc that may be needed in the message. The college needs also to provide any image files for letterhead or other images that should be included in the message. Users should also include a default expiration time period in the ticket. An example of the Letter Code page that will be created is below for reference detail.
Unlike ctcLink 3C Communications, queries for Message Center do not require a bind record to be selectable for mass messaging. Any Public or Private queries can be used for Message Center messaging. Identify the population for the message to be sent and work with your on-campus query developers or submit an ERP Support ticket to the Data and Reporting team with the query definition that is needed for the message.
Merge fields in a Message Center letter template must be included in the query results fields. Additionally there are required fields based on the Administrative Function chosen below in the 3Cs set-up. A full list of Administrative functions and the variable data fields required can be reviewed on the Communication Set Up QRG.
Navigation: NavBar > Navigator > Campus Community > Communications > Set up Communications > Communication Context Table
- Select the Find an Existing Value tab.
- Institution: Input or Look Up
- Communication Context: Input existing Context code
- Select Search.
- Users will need to be in Correct History mode or insert a new effective dated row for the change.
- In the Communication Context Method section, select Add.
- Method: Select "Message Center" from the drop down options.
- Direction: Select "Outgoing Communication" from the drop down options.
- Letter Code: Input Letter Code created in Step 1 above.
- Select Save.
Navigation: NavBar > Navigator > Campus Community > Communications > Set up Communications > Communication Category Table
- Look up the "MSGCTR" category for your institution.
If the Communication Generation Letter code was set up using an Administrative Function other than GEN, you will need to update the Category connected to that Administrative Function. Users can search for available categories by Administrative Function on the search page shown below.
- Users will need to be in Correct History mode or insert a new effective dated row for the change.
- Select Add.
- Add the Context code created in Step 2.
- Select Save.
If a new Communication Category is created, that category will need to be set up with the Communication 3C Group. This page connects security to communications. As long as an existing category is used, this step is not required.
Navigation: NavBar > Navigator >Campus Community > Communications >Set up Communications > Communication 3C Group
You must have at least one of these local college managed security roles:
- ZZ HP Msg Center Config
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 > HighPoint > Message Center > Setup > Departments and Regardings
- Input Academic Institution, then select Search to view available departments.
- Select the Department name to verify/update Regardings or select the Add A New Value tab to create a new department.
- If entering a new Department add the following:
- Description: This description is what is viewable to students in the Message Center.
- Regardings: Enter a topic description that will be viewable by students in the Message Center.
- Show Sender on Student's View of Message: For each Regarding identify if the sender is viewable by the student. This will show the student the name of the person who sent the message. This is based on the user ID of the sender and the name available in PeopleSoft.
- Select the Add a New Row [+] icon to add additional Regardings.
- Select Save.
- 3C Group: Identify the 3C Groups that can use this Department for messages. Only users with the row level security for this 3C's group can use this department when sending messages. Work with your campus security administrator's to adjust user row level security as needed.
- Select Save.
- The message center template can now be used. Please see the QRG on Sending a Message Center Message in Batch.
- Process complete.
Security Information:
The ability to create and define departments and regarding for message center requires ZZ HP Msg Center Analyst and ZZ HP Msg Center Config security roles.
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