Message Center - Sending Messages in Batch

Purpose:  Use this document as a reference for how to send batch emails using Message Center in ctcLink.

Audience:  Student Services staff.

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

  • ZD HP Msg Center User
  • ZZ HP Msg Center Config
  • ZZ HP Msg Center User

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

HighPoint Message Center provides students with an easy-to-use communication tool. Staff can easily track when a student engages in a conversation with them.

Sending Messages in Batch

Navigation: HighPoint > Message Center > Processes > Send Messages

  1. The Send Messages 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. 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_MSG_CENTER.
Population Selection

PS Query

In the query fields, the Student ID and any variable data items necessary should be included based on the administrative function selected.  As soon as the Populate Message from Letter Code Section is completed, the variable data fields required will appear in the box labeled Variable Data Fields that must be included in the data source.

  1. Owner: Users can use Public or Private Queries.
  2. Query Name: Input or Look up the Name of the query.
  3. Update Prompts: If the query has prompts the yellow Update Prompts button will appear, select prompt values which will display below the button.
  4. Query Manager link: This link will open Query Manager in a new window.
  5. View IDs link: This link will allow users to view the IDs selected by the query.
  6. View Queries link: Will show the SQL for the query.
    1. The message can contain any field that is in the Population Selection query. 
    2. In the message text, wrap the field name with two curly brackets on either side.
    3. The Field Name comes from the Select statement in the query SQL (not the column names displayed in the query output).
    4. Click the View Query link on the Send Messages page; the Field Names are between the SELECT and FROM commands. Moreover, you can ask your local query builder to send you a screenshot of the Fields tab from Query Manager.

External File

You can send a message using an Excel spreadsheet to identify your student population and include fields from the spreadsheet in the message..

  1. Save the file as a .csv.
  2. The .csv file must have the column heading EMPLID, or the Send Messages process will end in error.
  3. You can add the name of all other columns in the spreadsheet.
  4. When adding fields to the message, enclose your column name in double curly brackets {{example}}.
  5. Select the Upload File button and select the .csv file and select Upload.
  6. The attached file name will display. You can view the file by selecting the View File button. To make changes to the file, select the Delete File button. Once you've made the necessary changes, choose Upload File to attach the file. 
  7. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Population Selection. This link will open in a new tab/window.

Thread Information and Message Details
  1. Institution:  Select from drop down list.
  2. Department:  Select Department that is sending the message.
  3. Regarding:  Select the general message subject area.
  4. Subject:  Input the specific message subject.
  5. Allow Replies:  Selecting this check box will allow the student to respond to the message via the Message Center interface. If Allow Replies is selected, the student can have a threaded conversation with the college via this message.  Colleges will need to identify users to manage replies to the message. Visit the QRG Message Center - Managing Replies and Searching for Message Threads for details.
  6. Function: Select from drop-down. You must have 3C Group Security for the function to be able to select it from the drop-down menu.
  7. Category: Select from drop-down.
  8. Context: Select from drop-down.
  9. Letter: Select from drop-down.
  10. The Message Text will populate from the Letter code set up. Populating Message Text From Letter Code is OPTIONAL Users can leave this section blank and skip to step 3.  However, without adding Letter Code details a 3C Communication code will not be added to the student's Communication Management page for tracking and reporting.
  11. If images are downloaded, validate alternative text on each image by right clicking on the image and view the image properties. For permanent changes to the message template, submit a CS Support ticket. For details on setting up the Message Center Letter Template, see the linked QRG Message Center - Creating a New Message Template for Message Center.
  12. Thread Expiration: If you want the thread to expire select the check box and identify time period fields for expiration of the message. When setting message expiration, please note, that messages are not automatically removed from the student's Message Center box on the date specified. Visit the QRG Message Center - Delete Messages.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Thread Information. This link will open in a new tab/window.

Send Messages
  1. Compose your message. Select the Open in Full-Screen link or the Maximize icon to compose the message in Full Screen. Tip: You can edit your message later by typing a word or two in the Message box and clicking Save.
  2. Save and click Run. Please refer to the Process Scheduling QRG for instructions.

Student Services Center

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

  • ZC CC Personal Info Student
  • ZD CC Personal Info Student
  • ZD CC Super user
  • ZZ CC Pers Info NID Update
  • ZZ CC Personal Info Student
  • ZZ SS Advisor
  • ZZ SS Faculty

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

Navigation: Campus Community > Student Services Ctr (Student)  

  1. To verify student messages sent/received, users can view the messages in the Student Services Center.  Unread messages will display as Unread until the Student enters the message center and views the message.
  2. Process complete.

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