Navigation: Campus Community > 3C Engine > Run 3C Engine

1. The 3C Engine 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_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).

1. The Manage Duplicate Assignment tab displays.
2. Check Duplicate Communication: Select this checkbox if you want the assignment process to check for duplicate communications assigned.
3. Variable Data:  Select one of the following options:
   1. "Match": Prevents assignment when a communication matches a previously assigned communication with the same variable data. 
      1. Example: A Student has already received an admission letter for the selected application; this prevents an admission letter from being assigned to the student again. If the student submitted a second application, the student WOULD get a second admissions letter because the process recognizes this as a new application submitted.  
   2. "Do Not Match":  Prevents assignment when a communication matches a previously assigned communication and the variable data are different.
      1. Example: A Student has already received an admission letter for an application. This prevents an admission letter from being assigned to the student again. If the student submitted a second application, the student WOULD NOT get a second admissions letter because the process recognizes that the student has already received an admissions letter regardless of how many applications the student may submit.
4. Communication Status: Select one of the following options:
   1. "Completed": Prevents assignment when the communication matches a previously assigned communication for which the status is completed.
      1. Example: A Student has already been assigned an admissions letter for an application, the Communication Generation process has been run, and the Communication Management page shows the status as completed. Working in connection with the selection for variable data above, the student would not be assigned a new admissions letter for this application.
   2. "Not Completed":  Prevents assignment when the communication matches a previously assigned communication for which the status is NOT completed.
      1. Example: A Student has already been assigned an admissions letter for an application, and the Communication Generation process has been run, but the Communication Management page shows the status as NOT completed. Working in connection with selecting the variable data above, the student WOULD be assigned a new admissions letter for this application.
5. Check Duplicate Checklist: Select this checkbox if you want the assignment process to check for duplicate checklists assigned.
6. Variable Data: Select one of the following options:
   1. "Match": Prevents assignment when a checklist matches a previously assigned list with the same variable data. 
      1. Example: A Student has already been assigned an admissions checklist for an application; this prevents the same list from being assigned to the student again. If the student submitted a second application, the student WOULD get a second admissions checklist because the process recognizes this as a new application submitted.  
   2. "Do Not Match":  Prevents assignment when a checklist matches a previously assigned list, and the variable data are different. 
      1. Example: A Student has already been assigned an admission checklist for an application. This prevents an admission checklist from being assigned to the student again. If the student submitted a second application, the student WOULD NOT get a second admissions checklist because the process recognizes that the student has already been assigned an admissions checklist regardless of how many applications the student may submit.
7. Checklist Status: Select one of the following options:
   1. "Completed": Prevents assignment when the checklist matches a previously assigned list for which the status was set to 'Completed.'
      1. Example: A Student has already been assigned an admissions checklist for an application, and the list and all checklist items have been completed. Working in connection with the selection for variable data above, the student would not be assigned a new admissions checklist for this application.
   2. "Initiated": Prevents assignment when the checklist matches a previously assigned list for which the status was set to 'Initiated.'
      1. Example: A Student has already been assigned an admissions checklist for an application, and the list and all checklist items have NOT been completed. Working in connection with the selection for variable data above, the student WOULD be assigned a new admissions checklist for this application.
8. Select Run. Visit the QRG Process Scheduling for more information.

Navigation: Campus Community > Communications > Communication Generation

1. The Communication Generation 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_COMMGEN.

1. The Selection Parameters tab displays.
2. ID Selection:  Select the appropriate communication recipients.
   1. All IDs: All person and organization IDs system-wide. (Rarely used)
   2. All Org IDs: This will select all organization IDs system-wide. (Rarely used)
   3. All Person IDs: All person and organization IDs system-wide. (Common)
   4. One Org ID: Opens a box to input a single Organization ID. (Rarely used)
   5. One Person ID: Opens a box to input a single Person ID. (Common)
   6. Population Selection: Selects a Population using a query, equation engine, or external file load (Common)
      1. Equation Engine: (Rarely used).
         1. Equations are set up at the system level; contact a ctcLink system administrator for assistance.
         2. The look-up menu for the Equation Name displays available equation engine names.
      2. External File: (Common).
         1. Create a . CSV file using Excel:
            1. Open an Excel Spreadsheet.
            2. Enter ctcLink student IDs with one ID per cell in a single column.
            3. Save the Excel file as a . CSV.
   7. Select Upload File and browse for the file created in the previous steps.
   8. Select the Create File Mapping link to map the uploaded file.
      1. Enter the name of the mapping criteria in the File Mapping field.
      2. If the file has no Header Row, leave the checkbox and Header Row Number field blank.
3. Select the Create File Mapping link to map the uploaded file.
   1. Enter the field number of the column containing the student IDs to allow the process to read the data only from that column.
4. Select OK.
   1. PS Query: (Common)
      1. Look up the appropriate query name (only queries valid for the specific process are available).
      2. If Prompt values are required in the query, Select the Edit Prompts link and input the necessary values.

5. Letter Code.
   1. Only letter codes set up for the Communication Generation process and currently assigned to the specified IDs are available in the Letter Code field. Letter Codes are set up at the system level; contact a ctcLink system administrator for assistance.
   2. Enter the Letter code and tab out of the field.
      1. Based on the letter code selected, the Template selection will display the details for generating communication.
6. No Matching Template Found.
   1. If there is no template in the selected language, the selection made in this field determines how the system will handle this communication generation. For example, suppose the chosen language is German, and no template is written in German. In that case, the system will either not produce the communication (it will show as an error) or use the default template, which is likely in English, depending on the selection made.
7. Communication Language Usage.
   1. Specified (default)
   2. Language: English (default)
8. Communication Method Usage. 
   1. Specified (default)
   2. Method: Select based on the Method identified in the communication configuration. Most delivered communications are set to E-Mail.
9. Select the Process Parameters tab.

1. The Process Parameters tab displays.
2. Usage Tables
   1. Person Communication Usage:  These selections are connected to Name/Address Usage rules.
      1. Select the Address, Address Name, Salutation, and Extra Name usage for the communication being sent.
      2. Joint Salutation Usage:  Not used
      3. Org Communication Usage: This is needed in cases where an organization ID could be included in the selection. Select based on Org and Name usage.  

3.  Communication Processing Dates:  
   1.  Communication Date Range Selection:  The process will only pick up Communications assigned to ID during the date range specified.
   2. Update Communication Generation Date With: This selection updates the date the communication was assigned with the selection specified.
   3. Update Communication Completion Date With: This selection updates the date the communication was sent with the selection specified.
   4. Date Options Defined
      1. Communication Date: Select the date the communication was assigned in the system.
      2. System Date: The current date.
      3. User Supplied Date: Opens a box to enter a custom date.
4. Output Settings: Used mostly for hard-copy communications.
   1. Sort option: For hard copy communications, specify the print order for mailing.
   2. Online Preview: View the output in Report Manager. Visit the QRG Communications: Generate an Online Preview for more information.
      1. If the communication method is Email, an Email address box will appear to enter a test address to preview the email.
   3. Send to File: Saves the generated letter communications as a single file.
      1. When selected, the File Path field appears. Specify the server file path location to send the file.
   4. Send to Printer: Sends letter communications directly to the printer.
      1. When selected, the Destination Printer field appears to enter a printer path.
   5. Create Envelopes/Labels: Print envelopes or labels for the communication.
      1. When selected, the Report Name link appears. You must choose the report definition for the Communication Generation process to use.

5. Missing Critical Data: Check the box for the process to produce and/or complete the communication, even if critical data is missing.
   1. For example, if the method is email but the student is missing an email address, it will Produce the communication, which is attached as a PDF on the Communication Management page.  This PDF can then be printed and mailed to the student.
6. Select the Email Parameters tab.

1. The Email Parameters tab displays.
2. They are only used when Email is the communication method selected on the Selection Parameters tab.
   1. From:  Enter the email address of the person or entity sending the Email. (e.g. [email protected]).
   2. Subject: Email topic.
   3. Reply to: Reply to email addresses must be valid. When the recipient replies to the sender, this email address will appear. It overrides the From email address. 
   4. Sender: Enter the email address of the person or entity sending the Email. (e.g. [email protected])
   5. Bounce to: If the Email is undeliverable, this is the email address that will receive the Email.
   6. In the Importance and Sensitivity group boxes, select the appropriate options.
3. Select the Checklist Parameters tab.

1. The Checklist Parameters tab displays.
2. Checklist Parameters are used when checklist items are extracted as a part of the communication being sent.
   1. Administrative Function: Select one or more checklist types by selecting the Add a New Row [+] button.
   2. Checklist Context:
      1. Checklist Type: Enter the types of checklists from which the process should extract data for this letter or email.
      2. Tracking Group: Enter the tracking group codes with checklist item data that should be extracted for this letter or email.
      3. Checklist Code: Enter the specific checklist codes with checklist item data that should be extracted for this letter or email.
   3. Checklist Item Status: Select an appropriate value (e.g., Active). Multiple statuses can be selected by selecting the Add a New Row [+] button.
3. Select Run. Visit the QRG Process Scheduling for more information.

4. Process complete.