Commgen I Wish Someone Had Told Me That

Commgen: I Wish Someone Had Told Me That Session 3033

Presenter Johanna Kaye Director of Financial Aid George Fox University 5 years experience in FA Office 6 years experience in PS Campus Solutions

4 year Private Traditional Undergrad Graduate Adult Degree Student Enrollment – 4, 080 Financial Aid Staff – 7 Using PS since 2008 PS Campus Solutions 9. 0 Moving to 9. 2 – May 2019!

Creating a Commgen 1. 2. 3. 4. 5. Data Source Extract Data Query Pop Select Query Report Definition Letter Code – Context Table – 3 C Groups – Speed Keys 6. Event Definition – Event 3 C Groups 7. Communication Assignment 8. Communication Generation

Creating A Data Source Navigation: Campus Community > Communications > Set Up Communications > Communication Data Source • What is it? A collection of queries containing data that can be included in your communication • Some data is automatically included based upon your Admin function • You can build custom extract data queries to include any other data fields needed

▫ The sample data folder name (record) holds the fields built in. You can put the record name into a query to see what fields are included.

Creating Custom Extract Data Query Navigation: Reporting Tools > Query Manager • When to use it: if additional field(s) are needed outside of the built in fields • Check to see if a data source already exists, can you just add another extract query? ▫ You DO NOT need an individual data source for each commgen!

Creating A Custom Extract Query… • Must have specific variable data fields included • Prompts can only be placed on variable data KEY fields • Prompts must be named correctly – Unique Prompt Name ▫ ID is always – PERSON_ID ▫ How to find prompt name: �Open a new query �Find/add your VAR_DATA_(admin function) record ▫ The field name is what needs to be entered into the Unique Prompt Name �Aid year – AID_YEAR

Creating a Custom Extract Query… • BE CAREFUL! ▫ DO NOT design it to filter out students based upon a single specific commgen’s needs �If a field is being used from an extract query and the student does not exist in that query, the comm will be BLANK �The population selection query is where students will get filtered out ▫ Most queries should pull one row per student ▫ For Mx Nbr – this is the maximum number of rows from the extract query the commgen will look at. Remember to change this if you need it to pull in more than the first row!

Creating a Custom Extract Query… ▫ Any time you make a change to an extract query, you MUST re-register it or it will break any comms utilizing that data source!!!! �Go back into the data source. �Select the query name for the query you updated. �Delete the name out and hit tab (the Register Data Source yellow button should now be accessible). �Enter the query name back in. �Hit Register Data Source.

Creating Population Selection Query Navigation: Reporting Tools > Query Manager • What is it? – A query used to select the students who should receive the communication • Develop a naming convention… stick to it! ▫ Example: FA_LTR_(letter code) • Bind Records ▫ All pop select queries require a bind record to work. ▫ ALL key fields MUST be included as a field in the query… �Why? No clue. Just do it! ▫ For commgen, most likely will include SCC and admin function �Example – SCC_PS_FINA_BND

Creating Report Definition Navigation: Reporting Tools > Bi Publisher > Report Definition • What is it? – Template for the comm that will be created • Add New Value ▫ Report Name: create naming convention – stick to it! �We use the same 3 characters as the letter code ▫ Data Source Type: XMLDoc Object ▫ Data Source ID: Select the data source from pick list you created

Creating Report Definition… • Definition Tab ▫ ▫ Report Status: Active Report Category ID: ALLUSER Owner ID: Office Template Type: RTF

Creating Report Definition… • Template Tab ▫ Channel: Select appropriate ▫ Status: Active ▫ Template File: Upload dummy file for now • If you need to use a new template, add a new effective dated row. ▫ Deleting a row: preview will no longer generate ▫ Backdating a new template: preview will use the new template

Creating Report Definition… • Output Tab ▫ If Letter – select PDF ▫ If Email – Select HTML ▫ If Email attachment – select PDF

Creating Letter Template • Make sure PS Design Helper plug-in for Microsoft word is installed ▫ Reporting Tools > Bi-Publisher >Setup > Design Helper �Make sure you download the same bit version that you are running for word �How to find it in word – � 2007 – Office Button > Word Options > Resources > About � 2010 – File > Help � 2013 – File > Account • Design the basic layout and text for comm • Save the file – make sure to save as. rtf

Creating a Letter Template… • Load Data Source Schema ▫ In order to add fields from the data source, the data source schema must be loaded into the word template • In PS – Open Report Definition ▫ At the bottom of the Definition tab – click data schema and save the file • In word – Go to BI Publisher Tab ▫ Select XML Schema, find file, load �Now the other options on this tab should be accessible.

Creating a Letter Template… • Add field ▫ Click Field ▫ Opens new window with all field options. The built in fields are at the top, extract fields will be at the bottom. ▫ Select the field and hit Insert to add it �Will show up like this -

Creating a Letter Template… • Add Conditional Regions ▫ This can be used to make the template insert given text based upon a specific field or criteria. �Example – if you only want to insert the text if they are an undergrad

Creating a Letter Template… • Data field: pick the field you want to filter on • Match the field type to what it is in PS (number vs text) • Data field: pick from drop down • Enter in field value • Advanced Tab: shows actual code • Text to display is what will appear in the template (defaults to C)

Creating a Letter Template… • Once the conditional region is inserted, it will show two separate gray boxes of code (usually C and EC) • The text you want displayed must be BETWEEN these two – ▫ Make sure there are NO spaces before or after the additional coding! It will cause weird spacing issues when the comm is generated • For more advanced conditional region usage, use the advanced tab to edit the code ▫ If field equals A or B

Creating a Letter Template… • Edit an existing field or conditional region ▫ Select the grey box and right click BI Publisher > Properties • You can change the formatting from here (how it appears) – ▫ Example: If inserting number, you want it to appear like – 1, 045 vs 1045 ▫ Example: Date to appear like – June 4, 2018

Creating Letter Code Navigation: Campus Community > Communications > Set Up Communications > Standard Letter Table CS • Letter code: 3 character limit • Function: Match to owner ID in report definition • Letter Type: Soft Copy ▫ ▫ Soft copy allows the system to extract data and merge it into the template Hard copy does not allow data to merge (use for pre-printed materials) • Letter Printed Data: Name/Address Only • Report Name: Select and locate report definition ▫ If your report definition does not appear � Check to make sure Owner ID matches the Function � Check to make sure the Report Definition is Active

Creating Communication Context Table Navigation: Campus Community > Communications > Set Up Communications > Communication Context Table • Add New Value ▫ Communication Context: 5 character limit �We use the same value as letter code ▫ Effective Date: We use 2/02/1902 �Must always be prior/same as date used for all later set up ▫ Method: Match to report definition ▫ Direction: Outgoing ▫ Letter Code: Enter letter code

Creating Communication Category Table Navigation: Campus Community > Communications > Set Up Communications > Communication Category Table • Add New Value ▫ Communication Category �We use the same value as letter code ▫ Effective Date: We use 02/02/1902 ▫ Function: Same as on data source ▫ Context: Enter context just Created

Creating Communication 3 C Groups Navigation: Campus Community > Communications > Set Up Communications > Communication 3 C Groups • Add groups who should have access to assign / see this commgen ▫ Example – �FAID – FA Internal �SFS – Student Accounts �ADM - Admissions

Creating Communication Speed Keys Navigation: Campus Community > Communications > Set Up Communications > Communication Speed Key Table • Allows the batch process to assign the comm correctly • Find your admin function ▫ Add a new row ▫ Fill in all fields with items just created

Creating Event Definition Navigation: Campus Community > 3 C Engine > Set Up 3 C Engine > Event Definition • Allows you to assign comm in batch • Add new value ▫ Create naming conventions. Stick to it! �We use FLTR–(letter code) ▫ Effective Date: we use 02/02/1902 ▫ Function: Enter same as data source ▫ Communications �Comm Key: Enter comm key created

Creating Event 3 C Groups Navigation: Campus Community > 3 C Engine > Set Up 3 C Engine > Event 3 C Groups • Add groups who should have access to assign this event ▫ Example – �FAID – FA Internal �SFS – Student Accounts �ADM - Admissions

Communication Assignment (Batch) Navigation: Campus Community > Communications > Run 3 C Engine • Create new run control ▫ We always use the letter code • Check Pop Select Box • Enter Admin Function • Enter Event ID created earlier • Selection Tool – PS Query – find and select pop query created earlier

Communication Assignment (Batch)… • Manage Duplicate Assignment Tab ▫ Check Duplicate Communication & Check Duplicate Checklist will be auto checked ▫ If checked, this will BLOCK the student from being assigned this comm if they’ve already received it. ▫ If you match on variable data, it will only block if they have received it with that same variable data

Communication Assignment (Single) • Add communication to your PERSONAL speed keys ▫ Setup SACR > User Defaults > Communication Speed Keys (tab) • Find or add Admin Function • Add new row • Add in Comm key created earlier

Communication Assignment (Single)… Navigation: Campus Community > Communications > Person Communication > Communication Management OR Click on icon from most pages (top right) • Put in Function • Click on Variable Data link and add correct • Enter Comm Key just created ▫ The rest of the values should auto -fill • Save

Communication Generation Navigation: Campus Community > Communications > Communication Generation • Use same run control for assignment • Selection Parameters Tab ▫ ID Selection: All Persons ID’s ▫ Letter Code: Find letter code �You must ASSIGN the letter code manually before it will let you select it here. Why? No one knows… ▫ Communication Method Usage: Match to letter code setup

Communication Generation…

Communication Generation • Process Parameters Tab ▫ Addresses: Select appropriate ▫ Addr Name: Primary or Preferred ▫ Salutation: Primary or Preferred ▫ ID Extract Name Usage: Primary or Preferred ▫ From Date: Defaults to current date ▫ To Date: Must be >= current date! � If you forget to update this, it will not run

Communication Generation… • Output Settings ▫ Sort Options: All Alphabetically by ID Type � This will cause letters to print alphabetically • Choose One ▫ Online Preview: Allows you to generate an online preview version without completing the comm � Letter: PDF will generate via Report Manager � Email: Enter email address to send preview email ▫ Send to Printer: Sends to PS network printer (will need to have these set up through IT dept) ▫ Send to File (creates pdf): Will need to enter a network file path PS can access and the name of your file � Example - /mnt/psoft_shared/aid/Production/Folder. Name/File. Name. pdf ▫ Create Labels: Check to allow you to generate labels as well as the communication – will need a label template created

Communication Generation… • If email – Email Parameters tab ▫ Enter from Email ▫ Enter Subject ▫ Enter Reply to / Sender / Bounce to Emails

Walkthrough

Contacts Johanna Kaye Director of Financial Aid George Fox University Email: kayej@georgefox. edu

This presentation is available for download from the Conference site at https: //www. heug. org/page/usalliance-conference-files Note: Sessions from previous HEUG conferences are also available.