9.2 Assigning and Sending SF Collections Communications

Purpose: Use this document as a reference for assigning and sending collections communications in ctcLink.

Audience: College staff responsible for assigning and sending collections communications.

Assigning and Sending SF Collections Communications

Have the Credit History and Process Collections processes completed successfully? Both are necessary prior to beginning collections communications.  

Step 1: Run the 3C Engine

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

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

Best practice is to use a different Run Control ID for each 30, 60 and 90 day process because the set parameters may be different for each.

  1. The 3C Engine run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
3 C Engine Add a New Value tab

3C Engine Parameters Tab

  1. The Run 3C Engine page displays and the 3C Engine Parameter tab defaults.
  2. Select the Population Selection in the Process 3Cs section. This will expand the page with additional sections:
    1. Event Selection
    2. Population Selection
  3. Leave at the No default in the Process Joint Records section.
  4. Event Selection (select based on parameters given for specific communication):
    1. Academic Institution: Input or Look Up.
    2. Administrative Function: SFCO (GEN for Tacoma)
    3. Event ID: Select from the following based on which letter you are sending:
      1. B_GBL_B04 for 30 days past due communications (Clark is BCLBG4).
      2. B_GBL_B05 for 60 days past due communications (Clark is BCLBG5).
      3. B_GBL_B06 for 90 days past due communications (Clark is BCLBG6). 
  1. Population Selection:
    1. Select PS Query and use query name CTC_SF_PS_3C_COLL_PASTDUE.
    2. The Edit Prompts link appears.
    3. Select Edit Prompts.
    4. The Query Prompts pagelet displays. 
    5. Input required prompt values:
      1. Business Unit = Institution : select your institution code WAxxx.
      2. Collection Agree Ltr CD:  This field is designed to exclude anyone that may have a current Collections Agreement. Please enter B07 (Global) (Clark is BG7).
      3. Past Due Letter 1, 2, or 3:
        • 1: 0-30 days active in Collection Module = typically 31-60 days past due.
        • 2: 31-60 days active in Collection Module = typically 61-90 days past due.
        • 3: 61-90 days active in Collection Module = typically 91-120 days past due.
      4. Select the OK button.
    6. The 3C Engine Parameters page displays.

The "Collection Agree Ltr CD" prompt in the query prompt pagelet is an exclusion criteria.  This way if someone has already agreed to a collection agreement and has been sent a B07 (BG7), then they will not be sent further past dues as they have acknowledged they are past due and have made an agreement to bring their account current.

  1. Select the Preview Selection Results link.
3 C Engine PeopleSoft page with 3C Engine Parameters tab displayed

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 be assigned the communication are as expected.

  1. The Preview Selection Results page displays.
  2. Verify information then select the Return button.
  3. The Run 3C Engine page displays.
  4. Select the Manage Duplicate Assignment tab.
Image of selection results out of the 3C process.

Manage Duplicate Assignment tab

  1. The Manage Duplicate Assignment page displays.
  2. Beneath the Duplicate Communication section.
    1. Check the box next to Check Duplicate Communication.
      1. Beneath the Additional Conditions to Prevent Duplicate Communication section.
        1. Variable Data: Match.
        2. Communication Status: leave blank.
  3. Beneath the Duplicate Checklist Check section.
    1. Check the box next to Check Duplicate Checklist.
  4. Select the Run button.

This will prevent a duplicate assignment of the communication for the specific collection instance (Collection ID).  If you select a status of completed or not completed it will only prevent assigning the communication for those that have a completed or not completed status.

If a Variable Data condition is also specified, then the variable data and communication status conditions must both be met to prevent assignment of the duplicate communication.

Query Prompts window

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.

Run the 3C Engine Process

  1. The Process Scheduler Request page displays.
  2. Select the box next to the 3C Engine in the Process List section.
  3. Select OK.
Process Scheduler Request page
  1. The Run 3C Engine page displays.
  2. Select the Process Monitor link.
3 C's Engine Page with Process Monitor circled
  1. The Process Monitor page displays.
  2. Select Refresh until the Run Status is Success and the Distribution Status is Posted.
updated Manage Duplicate Assignment tab
  1. Exit the page through the "Go back to 3C Engine link" towards the bottom of the page.
  2. You have successfully run the 3C Engine process.
Step 2: Run the Communication Generation Process

Navigation:  NavBar > Navigator > Campus Community > Communications > Communication Generation

  1. The Communication Generation run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Communication Generation Add a New Value tab

Selection Parameters Tab

  1. The Selection Parameters tab displays.
  2. ID Selection: Select the appropriate communication recipients.
    1. "All IDs":  All person and corporate IDs system wide. (Do Not Use this option as you may send communications for other schools).
    2. "All Org ID's":  All corporate ID’s system wide. (Do Not Use this option as you may send communications for other schools).
    3. "All Person IDs":  All person IDs system wide. (Do Not Use this option as you may send communications for other schools).
    4. "One Org ID":  Opens a box to input a single Corporate ID.
    5. "One Person ID":  Opens a box to input a single Person ID.
    6. "Population Selection":  Allows for Selection via external file, equation, or PS Query.
      1. **RECOMMENDED**  For Collections use the PS Query - CTC_SF_PS_COMGEN_LIMIT. With Prompt Values:
        1. Institution: WAxxx.
        2. Limit to: (limits number communications to process).
  3. Letter Code Selection: Pick corresponding Letter code in next section: Example “Bx4” .
    1. Letter Code:  Select from the following letter codes, based on which communication you assigned from the 3C Engine process.
      1. "Bx4": PD/Coll Ltr 1 SF
      2. "Bx5": PD/Coll Ltr 2 SF
      3. "Bx6": PD/Coll Final SF
        1. Enter the Letter code and tab out of the field.

Based on the letter code selected, the Template selection will display the details for the communication to be generated. The Enclosures Assigned (Soft Copy) will populate if the letter code includes them.  If not, the field remains collapsed.

  1. The No Matching Template Found section:  Select an option to specify what to do if the language and method combination to use for an ID is not listed in the template list for the report name selected.
    1. Use Default Template:  Use the template set as the default inside the report ID.
    2. Do Not Produce Communication:  Not produce the communication for an ID where no template is found.
  2. Communication Language Usage
    1. Select Preferred (uses the language of selected template).
  3. Communication Method Usage
    1. Select the Specified method.
    2. Select the desired Method:
      1. "E-Mail"
      2. "Letter"
  4. Select the Process Parameters tab to continue.
Selection Parameters tab

Process Parameters Tab

  1. The Process Parameters tab displays.
  2. Usage Tables section
    1. Person Communication Usage: These selections are connected to Name/Address Usage rules.
      1. Address:
        • SF Email Campus, Home. Business for E-mails.
        • SF Paper Check Mailing for Letters.
      2. Address Name
        • Full Name- Pri, Prf, Leg.
      3. Salutation
        • Full Name- Pri, Prf, Leg.
      4. Extra Name:
        • Full Name- Pri, Prf, Leg.
    2. Use Preferred Email Address
      • Select if sending via email and leave unselected for letter mailing.
  3. Joint Salutation Usage: Leave blank.
  4. Org Communication Usage:
    1. Org Recipient = All Cntc, All Dept, All Loc.
    2. Contact Name = Full Name - Pri, Prf, Leg.

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 section
    1. Communication Date Range Selection:
      • From Date: Current Date.
      • To Date: 01/01/2500.
    2. Update Communication Generation Date With: System Date (default).
    3. Update Communication Completion Date With: System Date (default).
  2. Output Settings section - You do not need to select any output settings for E-Mail.
    1. Sort option: Country, Postal
    2. When you Select Send to File, a field will open where you can enter following file path:
      • /CSTRANSFER/WA***/SFCollections/
        • (where asterisks or *** = your school code #)
  3. Missing Critical Data section
    1. Select the Produce Communication check box.
    2. Uncheck the Complete Communication check box.
  4. Select the Email Parameters tab to continue.
Communication Generation Process Page with the Process Parameters tab displayed

Email Parameters tab

  1. The Email Parameters tab displays.
  2. Use only 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 clicks 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.
Email Parameters tab

Checklist Parameters tab

  1. This tab is not used and should remain blank.

Run Com Gen and Find the Download URL

  1. Select the Run button.
  2. The Process Scheduler Request page displays next.
  3. Select the SCC_COMMGEN process.
  4. Select OK.
Process Scheduler Request page
  1. The Communication Generation page displays.
  2. Select the Process Monitor, the Process List tab displays below.
  3. Select Refresh until Run Status = "Success" and Distribution Status = "Posted".
Process List tab

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.  Please refer to the Communications-Using the Reset Communications Process QRG.

  1. Once success/posted displays, the next task will be to find and copy the url that will be used to download the letters.
  2. Select the Details link.
Process List
  1. The Process Detail page displays.
  2. Select the Message Log link.
Process Detail page
  1. The Message Log page displays.
  2. Scroll through and find the URL within the Message Log where the letter output was sent.  Copy just the portion of the URL that is beyond the 'SFCollections' notation within the URL.

This copied portion of the URL is what will be used to download the file. The below image contains a highlighted example. Make note/copy out in order to paste into the field of the next process.

Message Log
  1. You have successfully run the Communication Generation Process.
Step 3: Download File for 90 Day Letters

Navigation: NavBar > Navigator > PeopleTools > CTC Custom > Extensions > Upload/Download Files

  1. The File Upload/Download search page displays.
  2. Enter Academic Institution.
  3. Enter Functional Area = "Student Financials".
  4. Select Search.
File Upload Download search page
  1. The Upload Files tab displays.
  2. Select the Download Files tab.
Upload Files tab
  1. The Download Files page displays.
  2. Enter the url file name copied out of the message log from the Com Gen process into the File Name field.  
  3. Select the Download File button.
Download Files tab
  1. Process complete.
Check for Success via Student

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:  NavBar > Navigator > Campus Community > Communications > Person Communications > Communication Management

  1. The Communication Management page displays.
  2. The page should contain the data of the communication processed. To view the message, select the View Generated Communication link.
Communication Management Page on the Person Communication 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.

Collection Communication Letter for Peninsula

When the time comes to make updates to this statement, please submit a ticket to SF Customer Support with a copy of the desired changes/as much detail as possible. All template updates/adjustments need to have a ticket submitted. 

  1. End of procedures.

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