Message Center - Using Comm Gen Message Loader

Purpose:  Use this document to reference how to load letters from Comm Gen into Message Center in ctcLink.

Audience:  Student Services staff

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.

You must also set the following SACR Security permissions:

Comm Gen Message Loader

The Student Message Center provides students access to communications via Self Service. Student communications are displayed in a format similar to an email inbox and have a central location. By using the Comm Gen Message Loader process, you can share communication with students from the 3C Communication Generation (Comm Gen) process to the Message Center.

Navigation: HighPoint > Message Center > Processes > Comm Gen Message Loader

  1. The Comm Gen Message Loader 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_COMMGEN_LOADER.

Query Information

  1. Owner: Users can use Public or Private Queries.
  2. Query Name: Enter or Look up QCS_CC_MSGCTR_COMGENLOADER.
  3. Update Prompts: If the query has prompts, the yellow Update Prompts button will appear; select prompt values.
  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 the query selects.
  6. View Queries link: This will show the SQL for the query.

Thread Information

  1. Institution:  Select from the 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: 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 converse 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 more information.
  6. Thread Expiration: If you want the thread to expire, select the check box and identify the time period fields for the message's expiration. 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 for more information.

Message Text

  1. Input the text viewed by the student that links to the Comm Gen Letter that must already be assigned to the student.
  2. The message can contain any field that is in the Population Selection query. 
  3. In the message text, wrap the field name with two curly brackets on either side.
  4. The Field Name comes from the Select statement in the query SQL (not the column names displayed in the query output).
  5. 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. Note: Queries must contain the H_COMGEN_BIND_V record and have the COMMON_ID, SEQ_3C, and ENCL_SEQ_NUM fields in the Select clause.
    • Example: {{B.COMMON_ID}} will be replaced with the value returned by the PS Query in B.COMMON_ID when the process runs. For expression fields, use the Unique Field Name instead. Example: {{EXPR4_4}}.
  6. There is a special placeholder called {{LETTER_LINK}} that will be replaced with a hyperlink that reads "View Letter."

Run the Process

  1. Select Run.  Please refer to the Process Schedule Request steps for further instructions.
  2. 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 Message Center - Using the Comm Gen Loader. This link will open in a new tab/window.


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