Generating Student Form Letters

These topics give and overview of how to produce training letters and discuss how to run the training letter report.

You can automatically generate a variety of student form letters. PeopleSoft HR delivers types of training letters explicitly for:

  • Notification of course session enrollment Confirmation (for employees with letter code CON).

  • Notification of course session rescheduling (for employees with letter code RSC).

  • Notification of course session cancellation (for employees with letter code CAN).

Note: PeopleSoft HR does not deliver notifications to course waitlisted or course session waitlisted employees with letter codes WTC and WTS respectively.

To generate training letters:

  1. Review (and update as needed) the letter codes on the following pages for students to whom you'll send letters:

    • Course Auto Enroll (course automatic enrollment).

    • Enroll Individually.

    • Express Rescheduling.

    • Course Wait List.

    • Student Training.

      Review letter codes for in-house courses on this page. Once student records have letter codes, you can generate form letters anytime.

  2. Run the Training Letters report to generate form letters containing student data.

    You can run the report for all course sessions that are scheduled within a defined period, for course sessions of a specified course within a defined period, or for one course session.

    This report runs three processes:

    • A Structured Query Report (SQR) to extract data from HR.

      From the records of students who are linked to course sessions that match the report parameters that you select, the SQR extracts data containing the letter code CON (confirmation), CAN (cancellation), and RSC (rescheduling), without a field value for the Date Printed field. When you run the Training Letters report, the system enters a value for the Date Printed field into the student records. The next time that you generate letters, the system doesn't create duplicate letters for those students.

    • A Microsoft Word macro to merge the data into a form letter template.

    • A PeopleSoft Application Engine process that sends training letters by email to students who have an email address.

      See Understanding PeopleSoft HCM Form Letters.

  3. Print the training letters using Microsoft Word.

    The system creates the form letters in a temporary directory on the application server, putting all letters of the same type in one file.

    Note: So that employees can receive training letter emails, course sessions must be defined with facility and room information.

Page Name

Definition Name

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Usage

Create Training Letters

RUNCTL_TRN001

Administer Training > Student Enrollment > Create Training Letters > Create Training Letters

Produce training letters.

Use the Create Training Letters page (RUNCTL_TRN001) to produce training letters.

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Administer Training > Student Enrollment > Create Training Letters > Create Training Letters

Image: Create Training Letters page

This example illustrates the fields and controls on the Create Training Letters page. You can find definitions for the fields and controls later on this page.

Create Training Letters page

Field or Control

Definition
From Date and Thru Date (through date)

Enter the start and end date to generate letters for all course sessions within a period.
Course Code

Enter the course code to generate letters for a specified course. Enter information in either:

  • The From Date and Thru Date fields, to print letters of all sessions in the period.

  • The Course Session Nbr (course session number) field, to print letters for a single session.

Run

Click the Run button to display the Process Scheduler Request page.

  • Select the Email Training Letters process (TRN001-J) (process type PSJob) if you want PeopleSoft Process Scheduler to automatically run the processes sequentially. The process:

    1. Runs the SQR report process to extract data.

    2. Initializes Winword.

    3. Runs the Application Engine that calls the Microsoft Word macro to merge the data.

    4. Runs the Application Engine process that sends email training letters to students with email addresses.

  • Select Training Letters process (TRN001DG) (Process Type PSJob) to create the letters without mailing them. To run the PSJob Training Letters process properly, at the first step of the PSJob (the SQR Report), select File in the Type File field and LP in the Format field. The PSJob generates the letters into the third step (PSMERGE). Then run the Application Engine process for emails.

  • Select the Training Letters Data Extract process (TRN001) (process type SQR Report) to create the data file in order to check the extracted data. Select File in the Type field and LP in the Format field. Then run the Application Engine process for emails. The file is posted on the web server, on the Report Repository.

No matter the output destination that you specify on Process Scheduler, the system always sends the data extract files and the form letter to the Report Repository. Use Word to print the letters. Always run the Email Training Letters and Training Letters PSJobs on with the Process Scheduler set for WinWord processes.