Automated Communication Assignment and Email Generation

1
Automated Communication Assignment and Email
Generation
2
Assignment Process Set-up

• Admin Function

• Record

• Department

3
Assignment Process Set-up

• Communication Speed Key

• Duplicate Communication

• Date Criteria Options

• Field Criteria

• Trigger Operators
• , gt, gt, lt, lt, ltgt
• IN
• LIKE ()
• BETWEEN

• Date Fields

4
Run Control

• Admin Function

• Record

• Department

• Report Only

• Run Date

5
How it Works
lthtmlgt ltheadgt ltmeta http-equiv"Content-Language"
content"en-us"gt ltmeta http-equiv"Content-Type"
content"text/html charsetwindows-1252"gt lttitlegt
California State Polytechnic University,
Pomonalt/titlegt lt/headgt ltbodygt lttable border"0"
cellspacing"0" style"border-collapse collapse
" bordercolor"111111" width"811" height"702"
id"table1"gt lttrgt lttd width"809"
height"60" valign"top"gt ltimg border"0"
src"http//www.csupomona.edu/admissions/images/l
etterhead/top.gif" alt"Letter head - Admissions
and Outreach Cal Poly Pomona" width"702"
height"72"gtlt/tdgt lt/trgt lttrgt lttd
width"809" valign"top"gtlt/tdgt lt/trgt lttrgt
lttd width"809" height"77" align"center"gt
lttable border"0" style"border-collapse
collapse" width"95" id"table4" cellpadding"0"
height"424"gt lttrgt lttd style"font-family
Verdana font-size 10pt" colspan"2"gt
lttable border"0" cellspacing"0"
style"border-collapse collapse
font-familyVerdana font-size10pt"
bordercolor"111111" width"673" height"62"
id"table5"gt lttrgt lttd
valign"top" align"left" width"170"gtHDATElt/tdgt
lttd width"260" valign"top"
align"right" height"1"gtBronco Numberlt/tdgt
lttd width"0" valign"top" height"1"gtlt/tdgt
lttd width"227" valign"top"
height"1"gtHEMPLIDlt/tdgt lt/trgt
lttrgt lttd width"170" valign"top"
align"right" height"19"gtnbsplt/tdgt
lttd width"260" valign"top" align"right"
height"19"gtTermlt/tdgt lttd width"0"
valign"top" height"19"gtlt/tdgt lttd
width"227" valign"top" height"19"gtHTERMlt/tdgt
lt/trgt
Custom template for specific communication.
Template contains variables for dynamic content.
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How it Works
Communication set-up page.
lthtmlgt ltheadgt ltmeta http-equiv"Content-Language"
content"en-us"gt ltmeta http-equiv"Content-Type"
content"text/html charsetwindows-1252"gt lttitlegt
California State Polytechnic University,
Pomonalt/titlegt lt/headgt ltbodygt lttable border"0"
cellspacing"0" style"border-collapse collapse
" bordercolor"111111" width"811" height"702"
id"table1"gt lttrgt lttd width"809"
height"60" valign"top"gt ltimg border"0"
src"http//www.csupomona.edu/admissions/images/l
etterhead/top.gif" alt"Letter head - Admissions
and Outreach Cal Poly Pomona" width"702"
height"72"gtlt/tdgt lt/trgt lttrgt lttd
width"809" valign"top"gtlt/tdgt lt/trgt lttrgt
lttd width"809" height"77" align"center"gt
7
How it Works
Communication set-up page.
8
How it Works
9
Variable Substitution
This
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10
How it Works
11
How it Works
Sequence number allows nested variables by
specifying variable substitution order. A higher
sequence numbered variable can be referenced in a
lower numbered sequenced variable.
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Variable Substitution
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Variable Substitution
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Run Control

• Communication Method

• Letter Code

• Completion Storage

• Date Range

• Name/Address Usage

• Email Info

Multiple communications on a single run control.
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Address Usage
The message is sent to whichever email address is
found with the lowest usage order number.
The mailing address printed in the email or put
in extract file is whichever address is found
with the lowest usage order number.
Address usage is specified on the run control
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Communication Management
Communication management pages are updated after
communication is processed.
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Custom Tracking Page
Integrated with 3C security. Users can only view
communications that their security allows them to
see.
Search page lists all emails sent to specified
emplid.
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Custom Tracking Page
Displays email header info as well as entire
email content as it was sent and displayed to the
recipient.
Graphics in template are not stored, but are
hosted on external web server
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Portal Integration
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Portal Integration
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Portal Integration
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Who uses it?
Human Resources
Financial Aid

• Admissions

Student Records
Student Financials
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Global Variables

• Variables available in all communications

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Other Variables

• The following variables are already in use by
  some admin functions, but need additional coding
  to access them in others.

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Yet More Variables

• The following are more variables in use by
  various functional areas.
• Not all variables are used by all areas.

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Other Possibilities?

• Allow process to send in batch mode.
• Automate delivery of extract file to other
  systems.
• Interface with web server that hosts graphics to
  provide tracking of if/when email is viewed

27
Questions?