Message Center - Collections Letters

Purpose:  Use this document as a reference for batch loading past due notifications (collections letters) into your students' Message Center.  

Audience:  Student Financials Staff, Collections Managers, Student Accounts

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.

Message Center - Collections Letters

This step should occur after the completion of the Run the Communication Generation Process step (#2) as outlined in the QRG Assigning and Sending SF Collections Communication.

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

  1. The Comm Gen Message Loader run control 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. (Should be specific to letter number.)
    • 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., WA020_ADM_FYR_5 (Institution, Admissions Letter, Summer, FYR Admit Type).
  3. The Comm Gen Message Loader page displays.
  4. In the Query Information section of the page:
    1. Select the Owner - Public
    2. Enter the Query Name - QCS_CC_MSGCTR_COMGENLOADER. The Update Prompts button will display.
  5. Select the Update Prompts button.
  6. The Query Prompts pagelet displays.
  7. Enter the Institution.
  8. Enter the Letter code.
  9. Enter the Min Comm Date:  If an account has or had an event ID/letter assigned on or after this date, then only those will only be included with this communication.
  10. Enter the Max Comm Date:  If an account has or had an event ID/letter assigned on or before this date, then only those will only be included with this communication.
  11. Select the OK button.
  1. The Comm Gen Message Loader page displays.
  2. In the Thread Information section of the page:
    1. Select the Institution: Select your institution.
    2. Select the Department: This field is specific to local college set-up. Select applicable value - this field appears in the Student's Message Center.
    3. Select the Regarding drop-down menu: This field is specific to local college set-up. Select applicable value - this field appears in the Student's Message Center.
    4. Enter the Subject: Use a more detailed explanation for the message for tracking.
    5. Allow Replies - Leave unchecked.  Additional configuration is needed to utilize this feature, please see the QRG Message Center - Managing Replies and Searching for Message Threads.
    6. Thread Expiration: Select if you want the thread to expire and input time period information.
  1. In the Message Text section of the page:
    1. Input the text viewed by the student in Message Center that contains a link to the actual letter. The message text can contain placeholders to customize the message with values coming from the query results. LETTER_LINK text should be used and wrapped in curly brackets "{{" and "}}" in order to provide a space for the link to be selected by the student. 
  2. Select the Save button at the bottom of the page.
  3. Review the page to ensure all fields are properly entered and all spelling/grammar is correct.
  4. Select the Run button.
Comm Gen Messsage Loader page
  1. The Process Scheduler Request page displays. Please refer to the Process Scheduler Request steps for further instructions.
  2. The message log will display your results. An example is shown in the following screenshot.
Image of the .log file in high point

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.

Video Tutorial via Panopto

View the external link to Message Center - Collections Letters. This link will open in a new tab/window.

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