Message Center - Delete Messages

⚠️This QRG reflects future updates that will be implemented on 10/10/26.    

Purpose:  Use this document as a reference for how to delete Message Center messages in ctcLink.

Audience:  Student Services staff.

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

Delete Messages:

  • ZZ HP Msg

Student Services Ctr (Student):

  • ZD CC Personal Info Student
  • ZD CC Personal Info Student
  • ZZ CC Pers Info NID Update
  • ZZ CC Personal Info Student

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

You must also set the following SACR Security permissions:

Overview

Use the Delete Threads process to identify and delete Message Center threads. You can narrow the messages selected for deletion by entering search criteria or using a Thread Selection Query to define a specific population. Because deleted messages cannot be recovered or viewed, review the selected threads before running the deletion process.

HighPoint > Message Center > Processes > Delete Threads

Create or Select a Run Control ID

  1. The Delete Threads Run Control ID search page displays.
  2. Select the appropriate option:
    • If you have run this process before, to Find an Existing Value, enter your Run Control ID, and select Search.
    • If this is your first time running the process, select Add a New Value, enter a new Run Control ID, and select Add.
  3. When creating a Run Control ID:
    • Do not include spaces.
    • Run Control IDs cannot be deleted.
    • Use a name that identifies both your institution and the process. For example: WA220_DELETE_MSGS.
  4. The Delete Threads page displays.
Important:
If message detail fields are left blank, the process will delete ALL messages that meet the other criteria entered. Before deleting messages, use Report Only (Runs the process in report only mode and does not delete the data.), Show Thread Count, and Open Thread Inquiry to verify that the correct messages have been selected. Deleted messages cannot be recovered or viewed.

Search Filters

Use the Search Filters section to identify the messages you want to include. Enter as much information as possible to narrow the results.

  1. Select the Institution from the drop-down menu.
  2. Select a Department, if applicable.
  3. Select a Regarding value, if applicable.
  4. Enter the Subject, if applicable. Enter the subject exactly as it appears in the message.
  5. Select the appropriate View Status, such as Read or Unread.
Delete Threads page showing search filters, thread selection options, and Report Only mode selected.

Student Information

Use the Student Information fields when you want to narrow the results to a particular student or students. These fields are optional.

  1. Enter the Student ID, if known.
  2. Enter the student's First Name, if applicable.
  3. Enter the student's Last Name, if applicable.

ℹ️ Leaving optional search criteria blank broadens the population selected by the process. Carefully review your criteria before proceeding.

Thread Information

Use the Thread Information section to further narrow the threads selected. All fields in this section are optional.

  1. Select a Status, if applicable:
    • Open – Indicates the student has sent a reply and the thread is pending a response.
    • Closed – Includes previously sent messages that did not allow the student to respond or where a response is not needed.
  2. Enter Created By to identify the user who sent the messages.
  3. Enter the Created On/To date and time range, as applicable.

Letter Code Information

The Letter Code Information fields are optional and are used only with messages created through the Send Messages batch process.

Enter any applicable values for:

  • Function.
  • Category.
  • Context.
  • Letter.

Thread Selection Query

The Thread Selection Query section provides another way to define the population of threads to be processed. Colleges can create a query that identifies the specific students and Message Center threads to include.

  1. In the Thread Selection Query section, enter the Query Name or select the lookup icon (🔍) to locate the appropriate query.
  2. The query used to define the population must include the following fields:
    • EMPLID – Identifies the student.
    • H_THREAD_NUM – Identifies the Message Center thread.
  3. Colleges can create the query using EMPLID and H_THREAD_NUM from any of the following records:
    • H_COMGEN_HISTOR – Comm Gen Sent to Msg Center.
    • H_MC_THREAD_FND – Thread Search View.
    • H_MC_THREAD_MSG – Message Center Thread.
    • H_MC_THREAD_VW – Message Center Thread.
    • H_MSGCTR_MSG – Message Center Messages.
    • H_MSGCTR_THREAD – Message Center Thread.
  4. After entering the query, use the available review options to confirm the threads that will be processed before deleting them.

Review the Threads Before Deleting

Before running the process in delete mode, verify that the criteria identify the intended messages.

  1. Select Show Thread Count to display the number of threads that meet the defined criteria.
  2. Select Open Thread Inquiry to review the selected threads on the Thread Inquiry page.
  3. Confirm that Report Only is selected when you want to test the criteria without deleting any threads. When Report Only is selected, the process generates the report but does not delete the data.
  4. Review the results and adjust your search filters or Thread Selection Query if the population is not correct.
  5. When you are ready to delete the identified threads, clear the Report Only checkbox.
  6. A confirmation message displays: Are you sure you want to turn off Report Only mode?
  7. Select Yes to continue. Select No or Cancel if you are not ready to turn off Report Only mode.
Delete Threads page showing a warning that turning off Report Only mode will delete data.
Important:
Clearing Report Only allows the process to delete the threads. Deleted messages cannot be recovered or viewed.

Run the Delete Threads Process

  1. After confirming your search criteria, query population, and Report Only setting, select Run in the upper-right corner of the page.
  2. Complete the Process Scheduler steps and monitor the process as appropriate. Please refer to the Process Scheduling QRG for instructions.

Verify Student Messages

Navigation: Campus Community > Student Services Ctr (Student)

  1. Search for and open the appropriate student.
  2. Review the student's messages.
  3. Confirm that the deleted message or thread no longer appears in the Student Services Center.
  4. Process complete.

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