9.2 Printing Award Letters in Batch
Purpose: Use this document as a reference on batch-printing previously generated award letters.
Audience: Financial Aid Staff
In these steps, you will work to reassign an already generated communication that went to email.
Step 1) Run 3Cs (create a new/separate run control ID for this, if running first time)
Step 2) Communication Generation - letters
Step 3) Download Letters
You must have at least one of these local college managed security roles:
- ZC CC 3Cs User
- ZZ CC 3Cs User
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
- At the Run 3Cs Search Criteria page, enter the Run Control ID - if you are creating this process for the first time, keep this Run Control ID separate from your Run Control ID that generates the award letters via email; it uses a different query.
- Select the Add button, or Search if there is an existing Run Control ID for this process.
![3C Engine Search Criteria page with Run Control ID and Add button annotated](https://media.screensteps.com/image_assets/assets/005/657/522/original/4ebe6626-7c4a-4449-8e5a-63aa5f9763d7.png)
- Ensure the Population Selection checkbox is checked.
- In the Event Definition group box, define the following:
- Academic Institution
- Administrative Function
- Event ID - use the Event ID for Award Letters. Recall that the Event Definition is unique to your institution.
- In the Population Selection group box, select the Selection Tool drop-down box option of PS Query.
- Use the Query Name - CTC_FA_SB_AWRD_NOTIF_BETWEEN You can use the Look Up Tool to find the query, or you can enter the query into the field manually.
- Select the Edit Prompts link and enter the following:
- Institution
- Aid Year
- Date Begin - Dates on query prompt should reflect the dates you originally assigned the communication - use a date in the past if you want to pick up letters from prior to today's date in the Aid Year.
- Date End
- Select the OK button.
![3C Engine Parameters tab with Population Selection box, Run button, Manage Duplicate Assignment, Academic Institution, Administrative Function, Event ID, Selection Tool Query Name, Edit Prompts and Preview Selection Results annotated](https://media.screensteps.com/image_assets/assets/005/657/524/original/da0a5f51-a669-4be6-939b-1303dc3b85b8.png)
![Edit prompts page with Institution, Aid Yr, Date Begin, Date end and the OK button annotated](https://media.screensteps.com/image_assets/assets/005/657/257/original/907cfd7b-aa4a-4d57-ac5f-3e12e75a26ab.png)
- Optional- you can select the Preview Selection Results to confirm which students will be picked up in this process.
- Select the Manage Duplicate Assignment tab.
- Ensure all the Duplicate Communication Check checkbox is unchecked, as you will be re-assigning a previously assigned communication.
- Select the Run button.
- At the Process Scheduler Request page, select OK to continue.
- You can track the process in Process Monitor until the process is Success and Posted.
- Next, you are ready to send out the Communication Generation.
![The Manage Duplicate Assignment page with the Check Duplicate Communication checkbox unchecked, and the run button annotated](https://media.screensteps.com/image_assets/assets/005/657/526/original/8afcabdd-b9b9-491b-baa1-c5c55f359161.png)
You must have at least one of these local college managed security roles:
- ZC CC 3Cs User
- ZD CC 3Cs User
- ZZ CC 3Cs User
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
- At the Communication Generation Search Criteria page, enter in a Run Control ID specific to this letter generating process.
- Select the Add button, or Search button if using an existing Run Control ID.
![The Communication Generation search criteria page with the Run Control ID field populated with a run control id and the Add button annotated](https://media.screensteps.com/image_assets/assets/005/657/528/original/f3a75771-3bd0-4b00-b9b6-f2c7e745a4e0.png)
- At the ID Selection group box, select All Person IDs from the drop-down list.
- In the Letter Code Selection group box, enter in your unique Letter Code for your institution's award letters.
- In the Communication Method Usage, select the Letter option from the Message drop-down list.
- Select the Process Parameters tab to proceed onto the next page.
![The Communication Generation page with the Selection Parameters tab, ID Selection, Letter Code and the Method fields annotated](https://media.screensteps.com/image_assets/assets/005/657/530/original/f657db53-b737-4482-80f0-4982492c5b14.png)
- At the Process Parameters page, in the Person Communication Usage group box, define the following:
- Address - FA Email and Postal Address
- Address Name - FA Student Name
- Salutation - FA Student Name
- Extra Name - FA Student Name
- In the Communication Date Range Selection group box, and define the From Date and To Date date ranges. Note -- Use the date(s) that the notification was re-generated in 3Cs when utilizing the query CTC_FA_SB_AWRD_NOTIF_BETWEEN
- In the Output Settings group box, select the Send to File checkbox.
- Enter in the file path from the Download page: i.e., /CSTRANSFER/WA220/AwardNotifications2023/ (remember to use your specific institution code, and remember that the aid year in the file path will change from year to year.
- Select the Run button to generate a .pdf file.
- Retrieve your file name in the Process Monitor Detail which you will use to download in the Download step.
![The Communication Generation page Process Parameters tab with the Address, Address Name, Salutation, Extra Name, From Date and To Date, Send to File checkbox checked, and run button annotated](https://media.screensteps.com/image_assets/assets/005/657/532/original/32b2728d-96b9-493a-982c-62161476d5df.png)
- In the Process Detail, find the .pdf file name in the Message Log detail and note it to use in the Download step.
![Message Log detail with the .pdf file annotated](https://media.screensteps.com/image_assets/assets/005/657/534/original/70438d0e-ce86-442a-9540-b14ddacc8868.png)
You must have at least one of these local college managed security roles:
- ZD FA Director
- ZD FA FISAP Prcs
- ZZ FA Aid Year Activation
- ZZ FA Award Processor
- ZZ FA CTC Reports
- ZZ FA College Bound Schlrship
- ZZ FA Direct Loan Processor
- ZZ FA Funds Manager
- ZZ FA ISIR Corrections
- ZZ FA ISIR Processor
- ZZ FA NSLDS Prcs
- ZZ FA Pell Processor
- ZZ FA SAP Prcs
- ZZ FA Verification Prcs
- ZZ FA WCG Eligibility
- ZZ SF Collections
- ZZ Upload Doc ADM
- ZZ Upload Doc ADV
- ZZ Upload Doc SR
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: Nav Bar > Navigator > PeopleTools > CTC Custom > Extensions > Upload/Download Files
- At the Upload/Download Files Search Criteriapage, enter the following:
- Academic Institution
- Functional Area - Financial Aid
- Business Process Name - Award Letters
- Select the Search button.
- Select the Business Process Name in the Aid Year in which you are downloading the letters.
![The Upload/Download Search Criteria page with the Academic Institutiton, Functional Area, Business Process Name, Search button, and Award Notifications link annotated](https://media.screensteps.com/image_assets/assets/005/657/536/original/fe1954fe-557e-4700-be87-8a616a1429be.png)
- At the Download tab, in the File Name field, enter the name of the .pdf generated in the previous step.
- Select the Download button.
![Download tab highlighted with File Name and pdf highlighted and annotated](https://media.screensteps.com/image_assets/assets/005/657/538/original/997143bc-8a30-4bd2-a967-6945b3d473b3.png)
- Your file will then download to a .pdf which you can then print out and mail.
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