Setting Up Communications

To set up communications, use the following components: Standard Letter Table (SA_STNDR_LTR_TABLE), Communication Context Table (COMM_CTXT_TBL), Communication Category Table (COMM_CATG_TBL), Communication 3C Groups (COMM_GRP_3C_TBL), and Communication Speed Key Table (COMM_SPEED_KY_INST).

Use the Communication Contexts (SCC_COMM_CTXT_TBL) and Communication Categories (SCC_COMM_CATG_TBL) component interfaces to load the data into the tables for these components.

Use the Communication Data Source (SCC_CG_DTASRC) and Report Definition (PSXPRPTDEFN) components to set up the Communication Generation process.

This chapter lists prerequisites, provides an overview of setting up communications, and discusses how to:

• Define letter codes.

• Define contexts and categories.

• Define 3C groups.

• Define communication speed keys.

• Set up the Communication Generation process.

See Also

Managing Communications

Understanding Communications Setup

Before you can assign communications to individuals, organizations, or groups of individuals, you must identify the letter codes and methods to use and set up the contexts and categories. You will also want to create 3C groups to control security access to communications, and define Communication Keys (Comm Keys) to streamline communication data entry.

A letter code must exist for each template that you plan to use. A letter code links extracted data to a template created to be used with the Letter Generation (Letter Gen) process or with the Communication Generation (Comm Gen) process. You can also use letter codes to group letters to send as enclosures. The PeopleSoft system delivers sample letter templates in Microsoft Word. You can use the sample templates as they are, modify them, or create your own.

Warning! Some processes are dependent on the predefined letter codes and their templates. Read the documentation carefully and check with your administrator before modifying a predefined letter code or template.

You must create communication contexts and group them into communication categories to set up communication management. Communication contexts are broad groupings that indicate the type of communication and how it was sent or received. Methods include letter, phone call, fax, email, and in person. You can specify more than one method of communication for each context. For example, if students can contact your institution by letter, email, or phone to confirm admission acceptance, you might create an Admissions Acceptance communication context that includes all three methods.

A communication category is a broad grouping of communication contexts that generally indicates why a communication was sent or received. For example, you might create an Admissions communication category that includes the following communication contexts: application received, admission acceptance, admission decline, admission deferral, frosh admit, frosh deny, and so on, or you might decide to create more detailed communication categories such as Frosh Recruit, Frosh Admission, Graduate Recruit, and Graduate Admission.

Use communications 3C groups to grant groups of users inquiry or update security access to the categories of communications in your database.

Use Comm Keys (communication speed keys) to create a shorthand method of specifying common communication data. With the controls in place—standard letter codes, communication methods, communication directions, communication contexts, and communication categories—you can set up Comm Keys to combine these controls with a number of defaults into one shortcut page control.

Note. Comm Keys are required if you plan to use the 3C engine process to assign communications to individuals or organizations.

To help decide which process is better for your institution, the following table lists the features of both the Letter Generation and the Communication Generation processes.

See Using the 3C Engine.

See Also

Using the Letter Generation Process

Understanding the Communication Generation Process Setup

Setting Up 3C Group Security

Prerequisites

Before designing your communication structure, do the following to analyze your functional areas and institutional needs for tracking and scheduling communications for individuals and for external organizations:

• Understand the use of administrative functions and 3C groups and make sure they are set up properly.

• Identify all incoming, outgoing, and in-person contacts to track.

• Identify the various types of contact (for example, phone, letter, email, and fax) that your institution wants to track.

• Set up usages for names, addresses, and salutations.

See Also

Understanding the 3Cs — Communications, Checklists, and Comments

Setting Up Administrative Functions

Managing Communications

Designing Campus Community

Defining Letter Codes

To define letter codes, use the Standard Letter Table CS (SA_STNDR_LTR_TABLE) component.

This section discusses how to define letter codes.

Page Used to Define Letter Codes

Setting Up a Letter Code

Access the Standard Letters page (Set Up SACR, Common Definitions, Communications, Standard Letter Table CS).

Warning! Standard letter codes are not shared between PeopleSoft Enterprise Campus Solutions and PeopleSoft Enterprises HRMS. Standard letter codes for Campus Solutions are stored on the Standard Letters page (SCC_STN_LTR_TBL) in the Standard Letter Table CS component (SA_STNDR_LTR_TABLE). Standard letter codes for HRMS are stored on the Standard Letter Table page (STANDARD_LTR_TBL) in HRMS. Be sure to use the Campus Solutions Standard Letters table and to read the specific product documentation before modifying any letter code delivered within that product.

Within Campus Solutions, you must be familiar with the scope of the PeopleSoft Enterprise Financial Aid FAN code or template before modifying it.

See PeopleSoft Enterprise HRMS 9.0 Application Fundamentals PeopleBook, "Setting Up and Generating Form Letters"

See Creating the FAN Extract File and Producing the FAN Letter.

Processing Letter Details

Enclosures

This group box is available only when the Include Enclosures check box is selected. You can group a maximum of 10 letter codes as enclosures here. Letter codes from which to select must already exist on the Standard Letters page.

Template Selection

This group box is available only when the Define Comm Gen Parameters check box is selected. The fields are related to the Communication Generation process only.

Defining Communication Contexts and Categories

This section discusses how to:

• Define a communication context.

• Define a communication category.

Pages Used to Define Communication Contexts and Categories

Defining a Communication Context

Access the Communication Context page (Set Up SACR, Common Definitions, Communications, Communication Category Table).

Communication Context Method

Defining a Communication Category

Access the Communication Categories page (Set Up SACR, Common Definitions, Communications, Communication Category Table).

Note. Communication categories are assigned to communication 3C groups on the Communications 3C Groups page for the purpose of limiting access to the communications associated with those categories. Therefore, make your communication categories specific so that you have more flexibility to determine which users have access to which communications.

Communication Category Description

Communication Context

Warning! All contexts from the Communication Context page are available, regardless of whether they include a letter code associated with the same function as the communication category. For example, if you select a context that has a letter code associated with the ADMA function and a category associated with the PROP function, the letter code will not be available as a valid choice when you assign the communication on the Communication Management page.

Defining 3C Groups

This section discusses how to:

• Define a 3C update/inquiry group.

• Define a communication 3C group.

Pages Used to Define 3C Groups

Defining a 3C Update/Inquiry Group

Access the 3C Update/Inquiry Group Table page (Set Up SACR, Common Definitions, 3C Update/Inquiry Group Table).

Define a group of users who have similar needs and interests. You can then associate one or more 3C Update/Inquiry Groups with a communication category to create a Communication 3C Group.

Security Administrators give users security access based on 3C update/inquiry groups.

See Also

Setting Up 3C Group Security

Defining a Communication 3C Group

Access the Communication 3C Groups page (Set Up SACR, Common Definitions, Communications, Communication 3C Groups).

Update/Inquiry Group

See Also

Selecting the Type of 3C Group Access

Defining Communication Speed Keys

This section discusses how to define communication speed keys as shortcuts for defining communications.

Page Used to Define Communication Speed Keys

Defining a Communication Speed Key

Access the Communication Speed Keys page (Set Up SACR, Common Definitions, Communications, Communication Speed Key Table).

Comm Key (communication key)	Enter the name of the communication speed key to represent this set of communication elements.
Category	Enter the communication category to associate with this communication speed key.
Context	Enter the communication context to associate with this communication speed key.
Duration	Enter the average duration, expressed in minutes, for the type of communication that you are associating with this communication speed key. (Optional) Duration is usually used to specify the length of time for in-person communications (for example, the duration of a phone call).
Method	Specify the typical method of the communication that you are associating with this communication speed key. The Letter method is required when generating letters. Values for this field are delivered with your system as translate values. Except for the value of Letter, you can modify these translate values.
Direction	Specify the direction of the communication you are associating with this communication speed key. The Outgoing Communication direction is required when generating letters. Values for this field are delivered with your system as translate values. Except for the value of Outgoing Communication, you can modify these translate values.
Letter Code	Enter the code, from the Standard Letters page, for the communication that you are associating with this communication speed key.
Comments	Enter comments to further describe or identify the communication to associate with this communication speed key.
Print Comment	Select this check box to include or print the comments on the Comments pages in the communication associated with this communication speed key.
Activity Completed	Select this check box to make the status of Complete available with this communication speed key. This option is useful when data for a communication is typically entered after the activity is completed. For example, if the communication is an incoming phone call or an incoming letter, then the communication is already complete when you report it in the system.
Unsuccessful Outcome	Select this check box to make the status of Unsuccessful available with this communication speed key. For example, if you were to hold a telephone fund-raising event, you might want to record each call to track your success rate. You could create two communication speed keys—one for successful phone calls and one for unsuccessful phone calls.

Note. Before users can use the communication speed keys defined here, the communication speed key codes must be assigned in the users' defaults.

See Also

Setting Defaults for Communication Keys

Setting Up the Communication Generation Process

To set up the Communication Generation process, use these components: Communication Data Source (SCC_CG_DTASRC), Report Definition (PSXPRPTDEFN), Organization Recipient Usage (ORG_RCP_USAGE), Name Usage Table (NAME_USAGE_TABLE), and Address Usage Table (ADDR_USAGE_TABLE).

This section provides an overview of setting up the Communication Generation process and discusses how to:

• Create a template.

• Create valid PeopleSoft queries and application classes.

• Create a data source file.

• Create a report definition.

• Define organization communication recipient usages.

Understanding the Communication Generation Process Setup

You can set up your PeopleSoft system to generate letters and emails using the Communication Generation process. The process uses XML Publisher included in PeopleSoft PeopleTools. To use XML Publisher with PeopleSoft Enterprise Campus Solutions Communication Generation process, you must set up the elements as described in this section.

The concept of setting up the Communication Generation process includes the following steps:

1. Create a draft template and identify which variables to include.

2. For each variable, identify the corresponding record fields from which to get the data.

3. Create one or more queries or application classes to use to select the record fields.

4. Create a communication data source from within Campus Community and specify the queries or application classes to use for that data source.

5. Finalize the template using either the delivered XML Publisher template builder for Microsoft Word to create RTF templates or other software to create other template formats such as PDF by adding the variable tags from the data source.

6. Create a report definition to upload the template and associate it with the communication data source.

7. Associate a letter code with the report definitions that include the templates and communication data sources that you want to make available for generating the communication.

Pages Used to Set Up the Communication Generation Process

Creating a Template

You cannot automatically convert a Microsoft Word letter template designed for the Letter Generation process to a template for the Communication Generation process. However, you can use the Letter Generation template to determine which record fields need to be extracted and include them in a communication data source for an XML Publisher template for Communication Generation process.

See Enterprise PeopleTools PeopleBook: XML Publisher for PeopleSoft Enterprise, "Creating Report Templates," Creating RTF Templates

Creating Valid PeopleSoft Queries and Application Classes

Create queries or application classes to identify the record fields to use to extract data to place in a template. You assign queries and application classes to the communication data source that you associate with the letter code to use. You can reuse queries and application classes for different letter codes.

Queries

Use PeopleSoft Query Manager to create queries based on the administrative function used in the associated communication data source. The system evaluates each query when you register the communication data source and registers only the queries that it validates can be successfully executed by the Communication Generation process.

See Enterprise PeopleTools PeopleBook: PeopleSoft Query.

If you require criteria to be supplied at run time, create query prompts and add them as criteria to your query definition. The process can accept only query prompts for retrieving person and organization IDs and their variable data associated with the administrative function that is specified in the communication data source. You can also include the Communication record in your query and use the SEQ_3C field as a prompt to access values from the Communication record.

Warning! You must include at least query prompts that retrieve person ID or organization ID or a combination of the two.

While creating the query, after identifying the fields to use as prompts, you must click the Edit button on the corresponding Prompts page of the Query Manager component, and change the value in the Unique Prompt Name field to a value that will prompt for the desired data. This is the only way the process will know what data to pass to the prompt list.

To prompt for person ID, enter the Unique Prompt Name of PERSON_ID.The typical key field for persons in transaction tables is emplID. However, entering PERSON_ID enables the process to select person data from tables with a different person ID key field. The process searches for PERSON_ID and assigns the COMMON_ID for person communications to the query prompt.

To prompt for organization ID, enter the Unique Prompt Name of ORG_ID. The typical key field for organizations in transaction tables is EXT_ORG_ID. However, entering ORG_ID enables the process to select organization data from tables with a different organization ID key field. The process searches for ORG_ID and assigns the COMMON_ID for organization communications to the query prompt.

To prompt for both person and organization ID, enter the Unique Prompt Name of COMMON_ID. The typical key field used in shared transaction tables is COMMON_ID. Entering COMMON_ID enables the process to select person and organization data from shared tables with a different common ID key field. The process searches for COMMON_ID and assigns the COMMON_ID for person and organization communications to the query prompt. The process uses the SA_ID_TYPE field at run time to place the COMMON_ID for the communication into the correct person or organization query prompt field.

To use values from the Communication table to join with other data tables in your query, you can create a prompt for the communication sequence field (SEQ_3C). For this field, enter the Unique Query Prompt of SEQ_3C.The process searches forSEQ_3Cand assigns the SEQ_3C for the communication to the query prompt.

For example, to join to the Communication table in your query criteria, write:

select A.FIELD1, A.FIELD2 
from PS_SCC_TABLE A, PS_COMMUNICATION B
where A.INSTITUTION = B.INSTITUTION
and A.EMPLID = B.COMMON_ID
and B.COMMON_ID = Query Prompt1
and B.SEQ_3C = Query Prompt2

This joins a transaction table PS_SCC_TABLE, which is keyed by INSTITUTION and EMPLID, to the PS_COMMUNICATION table to resolve the institution value for the communication being generated.

To use variable data from the communication to prompt for administrative function data, create a query prompt for the variable data fields associated with the administrative function specified in the communication data source. Enter the variable data field name in the Unique Prompt Name field. The process searches for the field name and assigns the variable data for the communication to the query prompt.

For example, assume that the communication data source uses the ADMA (Admissions Application) administrative function. ADMA has a dedicated table called VAR_DATA_ADMA. The variable data fields on the table that are assigned for this type of communication are ACAD_CAREER, STDNT_CAR_NBR, and ADM_APPL_NBR. To prompt for the ACAD_CAREER field, enter a Unique Prompt Name of ACAD_CAREER.

Warning! You must list each prompt that you create as criteria in the Criteria page of the Query Manager component.

After you create the query definitions, you can include them in a communication data source. When you click the Register Data Source button on the Communication Data Source component, the system evaluates each query and registers only the queries that are executable by the Communication Generation process. The system compares the setup of the query prompts with the information in the Data Source Context of the Communication Data Source as follows:

1. Validate Person/Organization check boxes:

   • Person only: Valid Unique Prompt Names includePERSON_ID, COMMON_ID, and SEQ_3C.

   • Organization only: Valid Unique Prompt Names include ORG_ID, COMMON_ID, and SEQ_3C.

   • Person and Organization combined: Valid Unique Prompt Names include PERSON_ID, ORG_ID, COMMON_ID, and SEQ_3C.

2. Validate Administrative Function value: Valid Unique Prompt Names include the record.field VAR_DATA_%.FIELDNAME where % is the value of the administrative function used in the Data Source Context. The valid values are the field names used in the dedicated Variable Data table for the specified administrative function.

After registering the data in the Communication Data Source, the output from the query is appended at the end of the generated sample data file and is ready for use in an XML Publisher template.

Note. If you need to manipulate your custom extract data in ways that cannot be accomplished using PS Query, you can use PeopleTools Application Designer to create application classes (App Classes), which are also compatible with the Communication Generation process.

See Enterprise PeopleTools PeopleBook: PeopleCode API Reference, "Application Classes."

Application Classes

Use PeopleTools Application Designer to create custom application classes to extract and manipulate data using standard PeopleTools logic. Each application class can be created with your own validation logic to assure that it can be successfully executed by the Communication Generation process.

See Enterprise PeopleTools PeopleBook: PeopleCode API Reference, "Application Classes."

When you create a custom PeopleTools application class to use in a Communication Data Source, you must include methods required by the Communication Generation process. You can insert your own PeopleCode logic into the required methods to extract and manipulate the data to include in your Communication Data Source. You can also create and call your own methods in addition to the required methods.

The PeopleSoft system delivers a base application class called CommGenDSAbstract to use in the creation of all custom application classes for the Communication Generation process. This application class is never called directly, but provides the structure for creating all custom application classes for use with the process. The system also delivers a sample application class named AppClassAdapter, which was created from the base.

Follow these steps to access the base and sample application classes:

1. Open the SCC_COMMGEN application package in Application Designer.

2. Access theModel sub package.

3. Within the Model sub package, access the CommGenDSAbstract application class, which is the base application class.

4. Within the Model sub package, access the DSAdapters package.

5. Within the DSAdapters package, access the AppClassAdapter application class, which is the sample application class.

Follow these steps to create a custom application class that is valid for the Communication Generation process:

1. The application class must inherit the structure of the base CommGenDSAbstract application class. For example, the sample application class AppClassAdapter implements SCC_COMMGEN:Model:CommGenDSAbstract.

2. At a minimum, you must use the following two methods:

   • The Validate method Method Validate(&strContext As string, &arrValidBindFields As array of any) which will be called when the user clicks the Register Data Source button on the Communication Data Source page. No further validation code is required. The method will always be passed the Data Source Context (person, organization, or both) and an array of the variable data field names associated with the administrative function selected in the context.

     For example, assume that you want to validate that the custom application class is used only in Communication Data Sources where only the Person check box is selected in the Data Source Context. The variable&strContext which is passed into the method contains each of the following values:

     P for Person Communications

     O for Organization Communications

     PO for Person and Organization Communications combined.

     You can issue an error message to the user if the context of the Communication Data Source is for organizations (O) or both (PO).

   • The BuildAdapterRowset methodBuildAdapterRowset(&rowResult As Row, &booVarData As boolean) Returns Rowset which will be called when the Communication Generation process runs. The method will always be passed a PeopleCode row object containing communication and variable data information for the communication in context. It will also be passed a Boolean value of True or False indicating whether the Communication Data Source uses an administrative function that contains variable data. While most administrative functions have associated variable data, some do not. For example, the GEN (general) administrative function does not.

     This method will always return a rowset PeopleCode object to be appended to the extract data. The rowset object that you construct can be of any PeopleTools supported structure.

     The AppClassAdapter example application class uses the keys from the communication (COMMON_ID, SEQ_3C) to join to the Communication table and extract the descriptions for the institution. This is the institution by which the communication was assigned.

     Warning! You can create new application packages that contain any number of custom application classes for use in building custom extract data for the Communication Generation process, but you should not modify the delivered SCC_COMMGEN application package when creating your own custom application classes.

After you create the custom application classes, you can include them in a communication data source by selecting the Type of App Class.on the Communication Data Source page. When you click the Register Data Source button, the systems evaluates each application class and registers only the application classes that are executable by the Communication Generation process.

The system evaluates and validates each application class as follows:

1. Instantiate the custom App Class object. If the path is incorrect or the application class does not exist, a standard PeopleTools error message appears stating that the object could not be opened.

2. Call the Validate method for the custom application class, and perform the code check, if any.

After registering the data in the Communication Data Source, output from the application classes is appended at the end of the generated sample data file and is ready for use in an XML Publisher template.

See Enterprise PeopleTools PeopleBook: PeopleCode API Reference, "Application Classes."

See Creating a Data Source File.

Creating a Data Source File

Access the Communication Data Source page (Campus Community, Communications, Set Up Communications, Communication Data Source).

Data Source Map ID	Displays the unique mapping ID that links the XML Publisher data source to the Communication Generation process metadata. If you are creating a new data source, the system temporarily displays what you entered when you chose Add a New Value. When you click the Register Data Source button to save and register the data source, the system creates or updates the Data Source Map ID and displays it here. Warning! For the Communication Generation process to run successfully, you must create and update the data source from within Campus Community as described in this section. Do not create the data source from within PeopleTools XML Publisher. The Register Data Source button on the Communication Data Source page in Campus Community automatically stores the data source inside the PeopleTools tables. This button also keeps the data source created within Campus Community synchronized with the information in the PeopleTools tables for you.
Object Owner ID	(Optional) Enter the PeopleSoft product responsible for this data source and the map ID.
Data Source Type	Displays XMLDoc Object, which is the only type of object that the Communication Generation process processes. You cannot change this value. The system requires this information to access the data source from the Tools Data Source component XML Publisher.
Active	Select to make the data source active and available to users. Clear to preserve the definition but prevent the data source from being available to users.

Data Source Context

Information in this group box shows in which context the data source can be used.

Generic Process Data

The system lists the generic data that the Communication Generation process must always extract to accommodate all of the Campus Solutions communication features. The data varies depending on whether the context is for a person, an organization, or both. Each of the features is associated with the names of the records into which the extracted data will be placed for the XML Publisher templates. You can prioritize the order of the records using sequencing, but you cannot add or delete any of them.

Click the Critical Data check box to identify the generic data to include as critical to the creation of the output for individual or organization recipients. On the run control page, administrative users can specify what to do if critical data is missing: either to process the communication without the data or not to process the communication for IDs that are missing the data. Checklists, enclosures, and person communication recipients cannot be specified as critical data.

Custom Extract Data

You can use queries or application classes to identify additional data to extract. You can use multiple queries, application classes, or combinations of both.

Creating a Report Definition

You must define a report and associate with it, the communication data source from which to extract data and the XML Publisher templates into which you want to merge the extracted data. Report definitions are a function of PeopleTools XML Publisher Reporting Tools, XML Publisher, Setup, Report Definition.

See Creating a Report Definition.

You must associate the report definition with the letter code to use so that the Communications Generation process knows which template and data source to use to create the communication.

See Defining Letter Codes.

See Using the Communication Generation Process.

Defining Organization Communication Recipient Usages

Access the Org Communication Recipient Usage Table page (Set Up SACR, Product Related, Campus Community, Establish People Processing, Setup, Organization Recipient Usage, Org Communication Recipient Usage Table).

Set up prioritized usages for the Communication Generation process to use to identify recipients if no recipients are specified on the Org Communication Management page.

Enter a Usage Type to send the communication to a Contact, Department, or Location for an organization.

After you select the Usage Type, use theRecipient Option field to specify whether to send the communication to All, to the Preferred, or to the Primary contact, department, or location.

If you select a Recipient Option of Contact, use the Contact Type field to specify the type of contact. For example, to define a usage order to send the communication to all contacts who are academic advisors, enter a Usage Type of Contact, a Recipient Option of All, and a Contact Type of Academic Advisor.

Usage Type, Recipient Option and Contact Type values are translate values. They should not be modified.

See Also

Designing Campus Community