ctcLink Reference Center9.2 Self Service9.2 CS Staff Homepage Admissions Processing9.2 Running the 3C Engine: Assigning Checklists, Comments and Communications in Batch (Fluid)

9.2 Running the 3C Engine: Assigning Checklists, Comments and Communications in Batch (Fluid)

Purpose:  Use this document as a reference for creating batches of checklists, comments and communications via Fluid navigation in ctcLink.

Running the 3C Engine will assign the ctcLink communication to students defined in the population selected by the process.  

Audience:  Student Services staff.

Running the 3C Engine: Assigning Checklists, Comments and Communications in Batch

Test all 3C Engine processes in PCD prior to running them in Production. Failure to thoroughly test new 3C Engine processes can result in the unwanted assignment of duplicate 3C items.

Prior to running the Communication Generation process, the communications set up process must be completed. Users that are running ctcLink communications will need to gather the following details/recommendations from their on-campus Communication Builders (users that are responsible for maintaining and configuring ctcLink communication data).

  • 3C Engine Event ID with Administrative Function
  • 3C Engine Population Selection Query Name
  • 3C Engine Duplicate Management recommendation
  • Communication Generation ID Selection parameter (All IDs, Population Selection Query Name, etc.)
  • Communication Generation Name/Address usage requirements
  • Communication Generation Email Parameters
Step 1: Run the 3C Engine

Navigation:  ctcLink CS Staff Homepage > Admissions Processing Tile

ctcLink CS Staff Homepage
  1. The Admissions Processing page displays.
  2. Select the Admissions Communications menu on the left.
  3. The menu expands.
  4. Select the Run 3C Engine sub-menu item.
  5. The 3C Engine run control ID search page displays.
  6. Select the Add a New Value tab.
  7. Enter Run Control ID.
  8. Select Add.
The 3C Engine Run Control ID page displays
  1. The 3C Engine Parameters tab displays.
  2. Select Population Selection.  Additional parameters display at the bottom of the page.
  3. Select No Joint Processing.
  4. Enter Academic Institution.
  5. Enter Administrative Function.
  6. Enter Event ID.
  7. Enter Selection Tool = "PS Query".
  8. Enter the appropriate Query Name.
  9. Select Edit Prompts.
3C Engine Parameters page displays
  1. The Query Prompts window displays.
  2. Enter Academic Institution.
  3. Enter Academic Career.
  4. Enter Admit Term.
  5. Enter Admit Type.
  6. Select OK.
Enter query prompts and select OK
  1. The Query Prompts window disappears.
  2. Select the Manage Duplicate Assignment tab.
Select the Manage Duplicate Assignment tab

When using a PS Query it is recommended to run the Query in Query Manager/Viewer or to select the Preview Selection Results to verify that the IDs that will be assigned the communication are as expected.

  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 that has 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. In this case if a second application was submitted by the student, 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 being assigned to the student again.  In this case if a second application was submitted by the student, 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 a admissions letter for an application and 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 a 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 the selection for variable data above the student WOULD be assigned a new admissions letter for this application.
    3. "Blank": Communication status is not considered by the 3C Engine process.This is the most commonly used value and will prevent the unintentional assignment of multiple communication.
  1. Check Duplicate Checklist: select this checkbox if you want the assignment process to check for duplicate checklists assigned.
  2. Variable Data:  select one of the following options:
    1. "Match": Prevents assignment when a checklist matches a previously assigned checklist that has the same variable data. 
      1. Example: A Student has already been assigned an admissions checklist for an application, this prevents the same checklist from being assigned to the student again. In this case, if a second application was submitted by the student, 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 checklist 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.  In this case, if a second application was submitted by the student, 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.
  3. Checklist Status: select one of the following options:
    1. "Completed": Prevents assignment when the checklist matches a previously assigned checklist for which the status was set to 'Completed'.
      1. Example: A Student has already been assigned an admissions checklist for an application and the checklist 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 checklist for which the status was set to 'Initiated'. 
      1. Example: A Student has already been assigned an admissions checklist for an application and the checklist 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.
    3. "Blank": Checklist status is not considered by the 3C Engine process. This is the most commonly used value and will prevent the unintentional assignment of multiple checklists.

Leave the Communication Status and/ or Checklist Status values blank to prevent unintentional duplicate assignment of communication or checklist items. Do not use the "Completed" or "Initiated" values without first testing your set up and business process in PCD to confirm that the process will assign checklist items as expected and to ensure that your process will not result in the assignment of unwanted duplicates.

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

This is an example of the Manage Duplicate Assignment tab can be configured. Set up will vary between colleges and between processes. Your setup may not match this screenshot.

Check Duplicate Communications and Duplicate Checklist Check if appropriate

A Communication can be in COMPLETED status but the process could have been unsuccessful due to other errors in the processing.   After running both the 3C Engine Process AND the Communication Generation process it is recommended to run the query CTC_COMMUNICATION_LIST_BY_DATE to review any unsuccessful communications.

  1. Select students from the query used for the population selection to validate the communication was assigned to students on the Communication Management page.  It will display as shown in the image below except with the parameters and dates specified based on what was entered in the steps above.

Navigation:  ctcLink CS Staff Homepage > Admissions Processing Tile > Admissions Communications > Communication Management

Communication Management Find an Existing Value tab
Person Communication tab
Step 2: Run the Communication Generation Process

Navigation:  ctcLink CS Staff Homepage > Admissions Processing Tile

  1. The Admissions Processing page displays.
  2. Select the Admissions Communications menu on the left.
  3. The menu expands.
  4. Select the Communication Generation sub-menu item.
  5. The Communication Generation run control ID search page displays.
  6. Select the Add a New Value tab.
  7. Enter Run Control ID.
  8. Select Add.
Communication Generation Run Control page displays
  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 ID’s with one ID per cell in a single column.
          3. Save the Excel file as a .CSV.
        2. Select Upload File and browse for the file created in the previous steps.
        3. 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.
          4. Enter the field number of the column containing the student IDs to allow the process to read the data only from that column.
          5. Select OK.
      3. 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 query select Edit Prompts link and input required prompt values.

When using a PS Query it is recommended to run the Query in Query Manager/Viewer or to select Preview Selection Results to verify that the IDs that will have the communication generated are as expected.

  1.  Letter Code
    1. Only letter codes set up for the Communication Generation process and that are 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 the communication to be generated.
  1. 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, if the language selected is German, and there is no template written in German, the system will either not produce the communication (it will show as an error) or it will use the default template which is likely in English dependent upon the selection made.
  2. Communication Language Usage
    1. Specified (default)
    2. Language: English (default)
  3. 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.
  4. Select the Process Parameters tab.
Selection Parameters tab displays
  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:  Needed in cases where an organization ID could be included in the selection. Select based on Org and Name usage.  

Usage selection for address is connected to the method being sent. For example: If the communication method is Email, an Email usage like Student Email should be selected from the drop down menu.

  1. 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: Selects 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.
  1. Output Settings: used mostly for hardcopy communications.
    1. Sort option: For hard copy communications, specify the print order for mailing.
    2. Online Preview: view the output in Report Manager.
      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: prints envelopes or labels for the communication.
      1. When selected, the Report Name link appears. You must select the report definition for the Communication Generation process to use.

Note: If Preview Online or Send to Printer is not selected, the communication is generated as soon as the process runs. If the communication is an email, the process sends the email to the specified IDs.

  1. Missing Critical Data check 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 attaches as a PDF on the Communication Management page.  This PDF can then be printed and mailed to the student.
  2. Select the Email Parameters tab.
Enter the Person Communication, Org Communication, Processing dates before
  1. The Email Parameters tab displays.
  2. Only used when the communication method selected on the Selection Parameters tab is Email.
    1. From:  Enter the email address of the person or entity that is sending the email. (e.g. example@tacomacc.edu).
    2. Subject: Email topic.
    3. Reply to: If the student selects Reply, this is the email address that will receive the response email.
    4. Sender: Enter the email address of the person or entity that is sending the email. (e.g. example@tacomacc.edu).
    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.
Enter your colleges Email Parameters
  1. The Checklist Parameters tab displays.
  2. Only used when checklist items are being 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 [+] icon.
    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 [+] icon.
  3. Select Run.  Please refer to the Process Scheduling QRG for instructions.
The Checklist Parameters tab displays

If the Run Status for the Communication Generation process is Error, review the log file to determine cause of errors. Once the error has been resolved, users DO NOT need to re-assign communications with the 3C Engine process.  Users will want to run the Reset Communications process to clear the errors from the Process Instance and re-run the Communication Generation process to send the communications:

Communications-Using the Reset Communications

  1. Individual communications can be viewed on the Communication Management page.  It will display as shown in the image below except with the parameters and dates specified based on what was entered in the steps above.

Navigation:  ctcLink CS Staff Homepage > Admissions Processing Tile > Admissions Communications > Communication Management

Communication Management Find an Existing Value page
  1. View the Communication Outcome and generated communication for the individual student.
Person Communications tab

It is recommended that after running the Communication Generation process that users run the query CTC_COMMUNICATION_LIST_BY_DATE to verify communication completion and any unsuccessful communications.

CTC COMMUNICATION LIST BY DATE report
  1. Process complete.

0 Comments

Add your comment

E-Mail me when someone replies to this comment

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