9.2 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.

Sending Messages in Batch

Navigation:  NavBar > Navigator > HighPoint > Message Center > Processes > Send Messages

  1. The Send Messages run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Send Messages Add a New Value tab

Population Selection

  1. The Send Messages page displays.
  2. Select Selection Tool = "External File" or "PS Query".
  1. External File: If external file is selected, select
    1. File source:  Upload
  2. Select the Upload File button.
  3. Select Choose File and identify file to upload.
  4. Select the Upload button.

If using an External File, the file you upload needs to meet the following requirements:

- The file must be in comma delimited format (.csv).

- A header row is required (case insensitive).

- The column containing EmplIDs must must be named either EMPLID. Make sure that there are no spaces before or after the "EMPLID" text.

- The column headers can be used as bind variables in the message text if you want to use live fields in your message.

Send Messages page
  1. PS Query
    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.

Queries fields should include Student ID as well as any variable data items required based on the administrative function selected.  The variable data fields required will show in the box labeled Variable Data Fields that must be in data source, once the Populate Message from Letter Code Section is filled in.

Send Messages page

Thread Information

  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.  See linked QRG for more details.

9.2 Message Center - Managing Replies and Searching for Message Threads

Send Messages page

Message Details

  1. Populate Message Text From Letter Code
    1. 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.
    2. Category: Select from drop-down.
    3. Context: Select from drop-down.
    4. Letter: Select from drop-down.
  2. The Message Text will populate from the Letter code set up.
  3. If images are downloaded, validate alternative text on each image by right clicking on the image and view the image properties. If a permanent change is needed, a ticket will need to be submitted to ERP support for updating.

For details on setting up the Message Center Letter Template, see the linked QRG

9.2 Message Center - Creating a New Message Template for Message Center

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.

  1. 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.  A global batch process has to be run to remove expired threads.  This process will be scheduled and run by ERP Support.

Send Messages page
Image Info tab

Running the Process to Send Messages to the Message Center

  1. Select Run.  Please refer to the Process Scheduling QRG for instructions.
Send Messages page

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.

  1. To verify student messages sent/received, users can view the messages in the Student Services Center.  

Navigation:  NavBar > Navigator > Campus Community > Student Services Ctr (Student)  

Unread messages will display as Unread until the Student enters the message center and views the message.

Student Center tab
  1. Process complete.


Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.