Understanding Joint Communications
Important! Letter Generation (Letter Gen) is a deprecated product. It is strongly recommended that you use Communication Generation (Comm Gen) instead. For more information on Comm Gen, see Understanding the Communication Generation Process
PeopleSoft Campus Solutions enables you to communicate jointly with individuals at a common address rather than producing separate communications for each individual. For example, you can invite a married couple or two roommates to an event by sending a single invitation to their joint address.
Functions on the relationships and communications pages enable you to create joint communications for two individuals when at least one of the individuals exists in your database.
Detailed information about each page where you select an option or enter data to manage joint communications is included in the appropriate places throughout the documentation. The following procedure provides a high-level overview of the process and indicates where the relevant pages are documented.
To set up joint communications functionality:
Design how the two names appear in the greeting and in the address portion of the letter by setting up the joint salutation on the Joint Salutation Type Table page.
Set the Default Salutation Type on the Installation Defaults - CC page.
If no default salutation type is defined, the letter generation data extract process fails.
See Reviewing or Defining Campus Community Installation Settings.
Create joint usages on the Name Usage page.
Always include the default salutation type (from step 2) in usage orders for joint communications so that the process does not fail due to the lack of a salutation.
To generate a joint communication:
Set the letter code on the Standard Letters page to Allow Joint Communication.
Create the relationship on the Relationship page for the individual in your database.
Click the Manage Joint Communication button to access the Joint Communication Management page, where you set the relationship to Create Joint Communication, and define the joint salutation.
Identify the address to use for the joint communication and select the Joint Address check box on the Relationship Address page.
Assign the communication to the individual in your database; if both individuals are in your database, assign the communication to only one.
You can use the 3C engine to detect the related records and automatically assign the joint communication, or you can assign the communication manually on the Person Communication page, where you assign communications to individuals.
Select the Create Joint Communications check box on the Person Communication page. This check box is available for selection based on steps 1 and 2 and when the ID has a relationship set to enable joint communications and the letter code is set to enable joint communications.
See:
Run the Letter Generation or the Communication Generation process to create an extract file containing data for the joint IDs, including the specified joint salutation and joint address.
The Communication Generation process extracts the joint email address specified in the Relationships component.
(Optional) Review communications and verify when they were sent, to whom they were sent, and if they were joint.
You can review all communications in the system or review a summary of communications assigned to the primary individual or the related ID, if it exists. The joint communication is listed in the summary for both IDs even though the joint communication can be assigned to only one ID.