Setting Up Form Letters

These topics discuss how to:

  • Set up the Process Scheduler.

  • Set up WinWord security.

  • Set up document templates.

  • Run the WORDSAMP process.

  • Specify the output type and format of the SQR process.

Setting Up the Process Scheduler

To set up your Process Scheduler to generate form letters:

  1. Install the Microsoft Word on the same machine that runs the Process Scheduler.

  2. Define the WINWORD parameter in the Process Scheduler configuration file.

    The WINWORD parameter defines the location of the Microsoft Word executable file, winword.exe on the server. Make sure that there are no spaces in the path and the path does not end with a slash (/).

  3. Use the Process Scheduler Manager to define a server specifically for running the form letter processes.

    Select PeopleTools, and then Process Scheduler Manager, and then Use, and then Server Definitions to define the server. On the Distribution page, leave the Transfer Log Files to Report Repository check box deselected.

If you run the Process Scheduler as a service, modify the service to interact with the desktop:

  1. From the Windows Control Panel, open Administrative Tools, Services.

  2. Open the Process Scheduler service and access the log on tab.

  3. For the Log on as field, select Local System account and select the Allow service to interact with desktop check box.

    This enables Microsoft Word to run in the foreground of the server. You cannot run Microsoft Word macros as a background service.

See PeopleTools PeopleSoft Process Scheduler, “Using the PSADMIN Utility".

Setting Up Winword Security

To run the macro that completes the merge, you must set the macro virus protection to Low. To do this:

  1. Run Microsoft Word and select Tools from the menu bar.

  2. Configure security according to the version of Word you are running.

See Microsoft Word Legal User's Guide

Setting Up Document Templates

To generate form letters, the document templates and the macros must be located in the directory %PSHOME%\winword.

Check that the files psmerge.doc and psmerge.dot, and all the document templates in this directory are read-only.

Running the WORDSAMP Process

Before running any of the form letters processes, test your environment by running the WORDSAMP process. If this process runs successfully, this demonstrates that the environment is correctly configured to run Microsoft Word processes.

Note:

To verify that the WORDSAMP process has successfully completed verify that it has created a document called wordsamp.doc.

To run the WORDSAMP process:

  1. Select PeopleTools, Process Scheduler, System Process Requests. Select a Run Control ID and click Run.

  2. The Process Request Dialog page (PRCSSAMPLEPNL1) appears.

  3. Select your server in the Server Name field and select the Win Word Sample Process check box.

  4. Click OK.

  5. Click the Process Monitor link to check that the process runs successfully (Run Status is Success).

  6. Check that a document wordsamp.doc is created. This document is posted to the Report Repository as a normal report.

    If the process doesn't run successfully or the process doesn't create wordsamp.doc, then your environment is not set up correctly to run WinWord processes.

See PeopleTools PeopleSoft Process Scheduler, "Submitting and Scheduling a Process Request".

Specifying the Output Type and Format of the SQR Process

When you run the form letter report to generate letters, make sure that the Type and Format fields are set up correctly for the SQR data extract process. The SQR process must be set up with Type set to File and Format set to LP.

For example, if you are creating a training letter, check the output type and format as follows:

  1. Select Administer Training, and then Student Enrollment, and then Create Training Letters, and then Create Training Letters page (RUNCTL_TRN001).

  2. Enter run parameters and click Run.

  3. On the Process Scheduler Request page, click Training Letters to access the Job Detail page.

  4. In the Process List group box, which lists the three processes run to generate letters, locate the SQR process TRN001 and select File in the Type field and LP in the Format field.

For information about running the form letter reports, refer to the appropriate PeopleSoft Human Resources documentation.

See PeopleSoft Human Resources Manage Labor Administration: Tracking Disciplinary Actions.

See PeopleSoft Human Resources Administer Training and Tuition Reimbursement: Generating Student Form Letters.

See PeopleSoft Talent Acquisition Manager: Generate Recruitment Letters Page.