3C Communications - BIP Sub-Templates (Content Libraries)
Purpose: Use this document to create BIP Sub-Templates in ctcLink.
Audience: Communication builders.
You must have the SBCTC-managed security role to access and change the Maintain BIP Sub-Templates page. Submit a ticket to request access.
- ZZ CC Content Library
College users do not have Correct History access to the Maintain BIP Sub-Templates page. Please submit a ticket if Correct History changes need to be made to a template, and the appropriate Support team will review and update the Content Library template accordingly.
Users must have college-specific security roles to access BIP Sub-Templates. Users without these security roles cannot search for or edit college BIP Sub-Templates. Replace ### with your college’s three-digit institution code:
- For edit access to all BIP sub-templates associated with the college: ZZ Rpt Category ### ALL
- For edit access to Admissions sub-templates: ZZ Rpt Category ### AD
- For edit access to Financial Aid sub-templates: ZZ Rpt Category ### FA
- For edit access to Student Financials sub-templates: ZZ Rpt Category ### SF
- For edit access to Student Records sub-templates: ZZ Rpt Category ### SR
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
BIP Sub-Templates (often referred to as Content Libraries) are used to store images or blocks of text that are used across multiple 3C Communication templates. Common examples include:
- College logos and other branding images that are commonly used across communications
- Signature blocks or other position-specific contact information that is subject to change (i.e. due to staff turnover)
- Text that is used in multiple communications (i.e. lists of student resources or community contacts that may change over time)
- A formatted subtemplate holding text that is used as a part of a long or complicated conditional formatting statement to make it easier for inexperienced end users to edit communication text without making changes to the actual 3C Communication template
Template items stored in Content Library subtemplates are easily edited, reducing the workload on 3C Communication builders in the event of staff turnover or changes to college branding. In addition, Content Library subtemplates allow users to standardize communications and maintain long or complicated communications easily.
Creating a New Content Library
Like Report Definitions, new Content Libraries are created with a ticket to SBCTC. The ticket should include the following information:
- A description of the purpose of the subtemplate/ what types of template items will be contained within the subtemplate
- Confirmation that you have reviewed the existing Content Libraries utilized by your institution and that 1) there are no existing Content Libraries that are or can be utilized by your institution or 2) the reason that the items that are to be included in the new Content Library subtemplate should not be added to existing Content Libraries.
- The Report Category ID. As with Report Definitions, Report Category IDs are used to determine which users should be able to edit the Content Library. If you do not know your local Report Category IDs, indicate which office or offices will be responsible for maintaining the Content Library subtemplates.
- An RTF file containing at least one template item
New Content Libraries sub-templates will be built in PCD first and will be built in Production after testing has been conducted in PCD.
Like Report Definitions, Content Libraries are secured with Report Category IDs. If you cannot access an existing Content Library, review your security access with your local security administrator.
Creating Subtemplates
Formatting Template Items
Each template item begins with a tag that names the item contained within the tags. Each item's name must be unique. The end of the template item is defined with a tag that lists the item's name.
Template items (text, hyperlinks, and images) are formatted as they should appear in a Report Definition template. Images can be tricky to format and may require additional testing and alterations before the sub-template is finalized. Use a high-resolution image for best results. Your local college marketing department can provide a variety of high-resolution logos for use in your sub-template.
Large sub-templates can benefit from some additional organization within the sub-template file. Consider using headers and subheaders to organize template items and adding descriptions or special instructions for particular items. As long as this additional information is not between the template tags, it will not appear in a Report Definition template.
Updating an Existing Content Library
Navigation: Reporting Tools > BI Publisher > Maintain BIP Sub-Template
Once a 3C Content Library has been built in Production, changes to the subtemplate are managed by the college. College users who are responsible for maintaining Content Library subtemplates will be granted the appropriate security role with a ticket to SBCTC.
Users maintaining Content Library subtemplates should thoroughly test all changes to the subtemplate in PCD before uploading the new subtemplate to Production. Subtemplate items are used in a variety of communications; one mistake in a subtemplate may impact hundreds or thousands of student communications. Additionally, users should take care in choosing the Effective Date used to upload the new subtemplate file. The Effective Date should be equal to or greater than the date the subtemplate is uploaded and should always reflect the date that the template items should be available in Production. Do not backdate changes to Content Library subtemplates.
Connecting Content Library Subtemplates to 3C Communication Report Definitions
In order to use subtemplate items in a 3C Communication template, the subtemplate and template must be connected to each other. Paste the following code at the very top of any 3C Communication template that needs to connect to a particular subtemplate:
Import codes are case sensitive. The Sub-Template ID listed in the import code must match the Sub-Template ID found in ctcLink exactly.
If a 3C Communication Template uses items from multiple Content Libraries, paste all related import codes at the top of the 3C Communication template. The import codes should be the first items listed in the template.
Testing Content Library Templates
All Content Library subtemplates should be tested in PCD prior to use in Production. Be sure to test multiple Report Definition templates that connect to the Content Library subtemplate and multiple student recipients whose communications may utilize different subtemplate items.
If errors occur, consider the following troubleshooting options:
- Ensure the subtemplate has been uploaded as an RTF file and the page has been saved.
- Review the import code listed in the Report Definition template and ensure there are no typos and that the Sub-Template ID is listed within the import code exactly as it appears in ctcLink.
- If a template item is not appearing as expected, ensure there are no typos in the template opening or closing codes in the subtemplate file or in the call template code listed in the Report Definition.
- Update BI Publisher. Each PeopleSoft Image has versions of BI Publisher that it's compatible with. If it's been a while since you've updated BI Publisher, you may find that your version is no longer compatible. Download the latest compatible version of BI Publisher from the Design Client Tools (formerly known as "Design Helper") page: Reporting Tools > BI Publisher > Setup >Design Client Tools. You may need assistance from your local IT staff to install or reinstall BI Publisher.
- Occasionally, BI Publisher templates become corrupted and must be rebuilt from scratch. Consider building and uploading a brand new version of the template file; this will often take only a few minutes and will be much faster than continuing to troubleshoot other error causes.
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