Communication
Generation
LMJU PeopleSoft Campus
Solutions training program
Ernst La Haye, CY2
Liverpool, 28-05-2009
PeopleSoft CS boot camp : Communication Generation
Bootcamp
LMJU PeopleSoft Campus
Solutions training program
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PeopleSoft CS boot camp : Communication Generation
Contents
1
Setup for XML publisher and communication generation ..............................................................4
1.1
Define report categories.......................................................................................................4
1.2
Security ...............................................................................................................................5
2
Define the communication ............................................................................................................7
3
Create a query .............................................................................................................................7
3.1
4
Creating Valid PeopleSoft Queries for use in communication generation ..............................8
3.1.1
Valid prompts...................................................................................................................9
3.1.2
Descriptions of query record fields ................................................................................. 13
3.1.3
Naming conventions for queries ..................................................................................... 14
Create the data source ............................................................................................................... 15
4.1.1
Choose a query ............................................................................................................. 18
4.1.2
Register data source ...................................................................................................... 19
5
Download the XSD file ............................................................................................................... 21
6
Create RTF file (template) and import relevant variable data fields ............................................. 23
6.1
Load the XML schema ....................................................................................................... 23
6.2
Put the variable data fields in the RTF file (template).......................................................... 23
6.3
Validate the RTF file (template) .......................................................................................... 24
7
Create report definition ............................................................................................................... 27
8
Defining the letter code .............................................................................................................. 41
9
Attaching the letter code to a communication context ................................................................. 47
9.1
Attaching the context to a communication category ............................................................ 48
10
Create inquiry/update 3C group for communications .............................................................. 50
11
Attach the communication category to the 3C Update/Inquiry group ....................................... 51
12
Attach the user id to the 3C Update/Inquiry group .................................................................. 52
13
Adding Communication speed key ......................................................................................... 53
13.1
Attach speed key to default values user ............................................................................. 55
14
Create communication ........................................................................................................... 57
15
Communication Generation ................................................................................................... 59
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1 Setup for XML publisher and communication generation
1.1
Define report categories
Go to: Reporting tools > XML publisher > Report Category
Here you can define one or more report categories. These categories restrict the access to certain
groups of reports based on the role of the user.
Add:
Put in a description and define which roles and/or users will have access to the reports which belong
in this category.
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There is one defined category delivered by PeopleSoft:
If you decide to keep using this category be sure to change the role name or add another role(s)!!
Because we‘re not going to be using the PeopleSoft User role.
1.2
Security
There is some security attached to running XML reports:
XML Publisher menu access is permission list driven and depends on permission list and role
assignment. PeopleTools delivers permission list security and roles for XML Publisher report
developers and XML Publisher power users.
Permission list PTPT2600 is intended for report developers. Users assigned a role with this permission
list have access to all XML Publisher components, including set up capability on the advanced feature
Report Definition Bursting page.
Permission list PTPT2500 is intended for power users and provides access to Query data sources for
ad hoc reporting through Query Report Viewer and Query Report Scheduler. This permission list also
provides access to report definitions and to the Content Library, though access to the report definition
bursting information is view only.
Users assigned to other permission lists and roles, such as permission list PTPT1000, may only have
access to the XML Publisher Report Repository.
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This table illustrates delivered permission list security for XML Publisher:
XMLP Report Developer
(PTPT2600)
XMLP Power User
(PTPT2500)
PeopleSoft User
(PTPT1000)
Report Category
Yes
No
No
Design Helper
Yes
Yes
No
Data Source
Yes
No
No
Report Definition
Yes
Yes
No
Note. Display Only access for bursting.
Content Library
Yes
Yes
No
Template Translations
Yes
No
No
Query Report Viewer
Yes
Yes
No
Query Report Scheduler
Yes
Yes
No
Report Repository
Yes
Yes
Yes
In order to develop XML publisher reports, make sure that you have the XMLP Report
Developer role. If you don't have this role you won't be able to change the data source type from
PS Query when adding a new report definition.
The report definition search page is based on the report category ID and author ID. So if you can't see
any reports it may be because your operator ID is not an author ID or you do not have the appropriate
author ID role.
Here's a query to check: select * from PSXPRPTCATAUTH
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2 Define the communication
First thing to do is to define the communication. You need to think about what text should be in the
communication.
Define:


the fixed data (letter text)
the variable data (which variable text fields should be shown in the communication)
The variable data will have to be populated through a query (or application class).
You will need to define the communication as a RFT file, otherwise you can‘t use it for XML publisher
and communication generation.
3 Create a query
First thing to do when the letter data is defined is to get the variable data required for the
communication. This is done by creating a query.
Queries are built in the query manager (or the query tool).
Go to: Reporting tools > query > query manager
Click on create new query.
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Information on building queries in general can be found in PeopleBooks:
Enterprise PeopleTools 8.49 PeopleBook: PeopleSoft Query
3.1
Creating Valid PeopleSoft Queries for use in communication generation
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 re-use queries and application classes for different letter
codes.
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.
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.
When using a person related communication you can use any record that contains emplid to define
the person ID, when using an organisation related communication you can use any record that
contains ext_org_id to define the organization ID.
While creating the query, after identifying the fields to use as prompts (e.g. emplid and acad_career
and stdnt_car_nbr), 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.
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3.1.1
Valid prompts
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 as the prompt name 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 as the prompt name
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 variable data from the communication to prompt for administrative function data (which you will
do in almost all cases), 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, etc.
You need to define prompt values for all the variable data fields!! Otherwise the selection process will
not be able to select the right record belonging to the right variable data.
For example, if a person has 2 admissions and they both have a communication attached to them, via
the variable data; you can attach the right communication to the right admission.
Communication 1 with letter code AAA is attached to acad_career UGRD, stdnt_car_nbr 1,
adm_appl_nbr 12345678 through the use of variable data.
Communication 2 with letter code AAA is attached to acad_career PGRD, stdnt_car_nbr 2,
adm_appl_nbr 23456789 through the use of variable data.
When printing the letter code AAA, in order to get the right information onto the right letter (and no
crossover of data), we use the variable data to get the right information out onto the right letter. If we
would not define variable data in our prompt values for the query, it would not know which one to
choose and will print the highest row found in the query of the admissions onto both of the
communications.
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
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Query Prompt of SEQ_3C.The process searches for SEQ_3C and assigns the SEQ_3C for the
communication to the query prompt.
Warning! You must list each prompt that you create as criteria in the Criteria page of the Query
Manager component and connect them to the record you want to abstract the data from.
For example ADMA should have the following prompts:
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And the prompts need to be included in the criteria tab:
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:
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
Person only: Valid Unique Prompt Names include PERSON_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.
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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.
3.1.2
Descriptions of query record fields
To see what the descriptions are for the fields in the query (these fields will be your variable data in
your communication):
Go to the fields tab in your query:
Here you can see the descriptions for the fields used in the query extract. You will need the
descriptions (or understand the fieldnames themselves) when adding the variable data fields to your
communication template.
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3.1.3
Naming conventions for queries
You will need to set up a naming convention for queries.
For example you could use:
LJMU_CG_UGRD_XXX
LJMU => hereby you can divide your own queries from the ones build by PeopleSoft.
CG => hereby you can cluster all your communication generation queries
UGRD => hereby you can cluster your communication queries by academic career. You could
alternatively use administrative function or another grouping.
XXX => when you want, you can define the letter code (which is 3 positions) in this query name by
which you connect the letter code to the query. But if a query is attached to multiple data sources
and/or multiple letter codes this will not be appropriate of course.
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4
Create the data source
Go to: Campus Community > Communications > Setup Communications > Communication Data
Source
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.
Click adds a new value:
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Enter the component and add a description:
Choose an administrative function to use this data source with. This administrative function (and its
variable data) refers back to the query prompts we have set up earlier.
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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.
Type
Enter the type of tool to use to identify the data to extract, either Query or App
Class.
Do not add values or modify the delivered values.
Query Name or The field name changes based on the Type selected, either Query or App Class.
App Class Name For the Query Name field, available values are limited to queries to which the user
has security access. The Register Data Source feature evaluates each query and
registers only the queries that it validates to as executable by the Communication
Generation process.
For the App Class Name field, enter the application class in the same format as the
sample application class, which is
SCC_COMMGEN:Model:DSAdapters:AppClassAdapter.
See Creating Valid PeopleSoft Queries and Application Classes.
Max Nbr
(maximum
number)
(For queries only.) Enter the maximum rows of data for the query to extract.
Note! To extract all the possible values for an ID, leave the Max Nbr field blank. For
example, if your query includes the ACAD_CAREER field and an ID has an
application for 5 different academic careers, when the field is blank the query will
extract 5 of the values. If you want to extract only 2 values, set the maximum
number to 2.
The Max Nbr field on the Communication Data Source page does not apply when
you are using an application class for custom extract data. PeopleTools does not
support the ability to restrict the number of rows selected into a Standalone Rowset
by simply passing a maximum number into the Rowset Fill method. You can control
the number of rows of data to append to the extract either within the selection
criteria or by manipulating the Standalone Rowset after it has been filled.
View/Download Available only after the data source is registered.
Sample Data File Click to view the XML Publisher file to determine where the sample data
placeholders are for the data to extract.
You must download the XML Publisher file and load it into the XML templates using
the delivered design helper tool. The file contains all the fields that the
Communication Generation process will extract. You can include these fields as
variables in your templates. The collapsible sections in the XML file correspond to
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the folder names listed in the Generic Process Data group box in the
Communication Data Source page. If the Communication Data Source includes a
query or application class, the query or application name appears in the list at the
end of the XML file.
See Enterprise PeopleTools PeopleBook: XML Publisher for PeopleSoft Enterprise,
“Creating Report Templates.”
Register Data
Source
4.1.1
Click to create or update the data source ID in the PeopleTools record. When you
do, the Register Data Source button becomes unavailable, the View/Download
Sample Data File link appears, and the system populates the audit information
fields with the date and the user ID who registered the data.
To ensure that the data source created in the Campus Community component
remains synchronized with the data source stored in the PeopleTools record, each
time you make a change to the Campus Community data source, the system hides
the View/Download Sample Data File link, re-activates the Register Data Source
button and displays a message telling you to click the Register Data Source button
to update the XML Publisher data source. When you click the Register Data Source
button again, the system recreates the sample data file and updates the
PeopleTools record for you.
You can make as many changes as you want, but you must register the data
source again for the system to accept and use the changes and for the system to
update the Data Source Map ID in the PeopleTools record.
Choose a query
When you want to register a data source you have to connect a query to it.
Click on the magnifying glass on the right of the query name field.
The following page will appear:
Type in a few characters of the query you are looking for and click on the ―search‖ button:
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If you have set up your query correctly, it will show in the search results. If it does not appear changes
are that you did not set up the prompts for the query correctly. Please read the section on creating
valid queries to see what‘s wrong.
After choosing the query you can register the data source.
Be sure to delete the default number 1, which stands for the number of rows the query may select!
4.1.2
Register data source
Click the ―Register Data Source‖ button:
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When you have successfully registered your data source, you can see when it was last registered and
by whom.
Note:
If you change the query for selecting data, for instance put in a new field, the data source must be
registered again. The application will not prompt you for this!
If you want to see the changed result, you need to select the query again, thereby the register data
source is selectable again and you can register the new version of the data source. When you have,
you will see the new version of the results from the query.
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5 Download the XSD file
Go to: Reporting tools > XML publisher > Data Source
Now that the data source is registered, we can download the XSD file which contains the variable data
fields. These are the variable fields that will be inserted in the communication template (RTF) we
defined earlier.
Sample data file
The sample data file is an XML file with sample data that is used for the preview action from within a
desktop template designer or from within the report definition page. This file can be system-generated
when PeopleSoft Query is the data source by clicking the Generate link; however, it must be
constructed by the application developer and uploaded for non-query data sources.
Schema file
The schema file is an XSD file that defines the structure and elements that is in the extracted XML
data. The schema is required to map elements to a PDF form template and to insert form field tags
into RTF templates using Microsoft Word. It is also required for bursting functionality. This file can also
be system-generated when PeopleSoft Query is the data source by clicking the Generate link; nonquery data sources must upload the file.
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Note:
You will need the XML publisher plug in (BI publisher is the new name) to create valid RFT files in
Word with XML publisher capabilities.
You can download it from the oracle site:
http://www.oracle.com/technology/software/products/publishing/index.html
You will need to download the BI Publisher Desktop for Windows, just pick the last version available.
Or through PeopleSoft:
Go to: Reporting Tools > XML publisher > Setup > Design Helper and download it from there.
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6
Create RTF file (template) and import relevant variable
data fields
Install the plug-in for XML publisher; this will give you new menu items in your Word menu.
6.1
Load the XML schema
Go to: Data > Load XML Schema and choose the XSD file you have downloaded from the data
source. If you want you can also load the sample data file so you can see an actual sample of the
template with the variable data in it before you upload it back into PeopleSoft.
6.2
Put the variable data fields in the RTF file (template)
Type in the basic text and select the relevant variable data fields to be added to the template.
There is a separate XML publisher documentation PDF that you can download from the Oracle
website. This will tell you everything about the possibilities of XMP publisher. There are also
examples, etc. available.
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Go to: http://www.oracle.com/technology/products/xml-publisher/index.html for all information about
XML publisher (BI publisher is the new name for it).
6.3
Validate the RTF file (template)
Before you upload the template to the server, be sure to validate the template.
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If there are no errors, save the file as RFT and we can upload the file.
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In our example, the actual letter which we uploaded looks like this:
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7 Create report definition
Go to: Reporting Tools > XML publisher > Report definition
Add a new value:
Enter a report name.
Be sure to change the data source type from PS query to XMLDoc Object (because that is what we
created earlier and what we need to use for Communication Generation). And you won‘t find your data
source if you don‘t change it.....
Click on the magnifying glass to search for the data source which you want to attach to this report
definition.
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You can attach a data source to multiple report definitions, so there is no need to define data sources
for every report definition. If you define a broad data source (e.g. a data source per administrative
function, or administrative function – category) you can reuse it as much as you like.
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7.1
First page: definition
Data Source
Type
Select PSQuery, Rowset, XML Doc, or XML File.
Data Source
ID
Select the data source ID.
You can choose from data source IDs that are based on previously registered data
sources. Queries can be selected whether or not they have been previously
registered as data sources. For queries, the lookup table respects the public, private,
and query access group security for the current user ID.
Upon saving a report definition with an unregistered query data source, the query is
systematically registered as a data source. The query has no object owner ID, but
that value can be updated manually on the Data Source page, if required.
Data Source
Description
This is a read-only field that reflects the value that was entered when the data source
was registered.
For unregistered query data sources, this field reflects the query description.
Report
Description
(Optional) Enter descriptive text that provides more detail about the report.
If left blank, the report name appears by default.
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Note. For XML Publisher power users, the data source type is PSQuery only and the
drop-down list box is disabled.
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Report Status Select Active, In Progress, or Inactive.
Setting the report status allows work in progress as well as retirement of report
definitions. Active reports must have at least one active template. Only active reports
can be selected at runtime and run to success.
Report
Category ID
Select a report category ID.
This is a grouping mechanism for reports that provides row level security for editing
report definitions per the rights defined on the report category setup table.
See Setting Up Report Categories.
Object Owner (Optional) Indicate which product, feature, or application owns this report.
ID
Note. The default value that appears here is based on the Object Owner ID set in the
Report Category component.
Template Type Select PDF, RTF, eText, or XSL.
Only one template type is allowed per report. The type cannot be altered once the first
template file has been uploaded and saved.
The template file extension that can be uploaded on the Template page are controlled
by this choice. This value also controls which report templates appear on the
Translation component, as only RTF templates are translatable.
For communication generation, choose RTF file, because that is what you created
earlier.
Days Before
Purge
(Optional) Enter a value to set the option to purge the reports from the Report
Repository and archive the data to the Report Archive table.
The value entered here overrides the system setting for retaining reports. The
maximum value that can be entered is 999 days. If no value is selected, the value
from the PeopleTools, Process Scheduler, System Settings, System Purge Options
page applies.
Only XML Publisher report developers with permission list PTPT2600 can set this
value.
See Maintaining Reports.
Registered
Date/Time
This is a read-only field maintained by the system that indicates the date that the
initial report definition was registered.
Updated
Date/Time
This is a read-only field maintained by the system that indicates the date that the last
update to the report definition was made.
Registered By This is a read-only field maintained by the system that indicates the user ID of the
operator who initially registered the report definition.
Updated By
This is a read-only field maintained by the system that indicates the user ID of the
operator who last updated the report definition.
Download
Click Data Schema to detach the schema file or Sample Data to detach the data file.
Detaching the files enables the user the ability to view the data elements prior to
finalizing the report definition.
These links appear if the related files exist on the registered data source. For query
data sources, both links always appear whether the data source is registered or not,
because these files are system generated.
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7.2
second page: template
The Template group box of the Template page refers to a particular template layout, because one
report definition can associate multiple template layouts differentiated by Language Code or Channel.
Template ID Enter a unique template ID for this template.
The default template ID is a system-generated ID based on the report name. This ID
can be edited when a template is first added to the report definition, but it must be
unique across all templates in the system, not just within the current report definition.
Description (Optional) Enter descriptive text that provides more detail about the template and
identifies its use.
Entering a meaningful description helps the user select the proper template at runtime.
For example, indicate a unique layout or channel.
Language
Code
Select a language code for the template.
The default value reflects the default template language.
Default
Template
Indicate whether this is the default template.
Only one template can be selected as the default template. The first template added to
the report definition is automatically selected as the default. This selection can be
changed as necessary.
Default templates are automatically used at runtime if no other value is supplied.
Channel
(Optional) Select the distribution channel for the template.
The Channel attribute supports the need to identify different layout formats as required
by the various distribution mechanisms. For example, a printout may require a different
template layout than an email or a web posting. Leaving the channel blank would
indicate that this particular template does not have a format that is specifically suited to
just one channel.
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These values are for information only and do not trigger a particular Process Scheduler
distribution mechanism. Developers can drive a template choice based on channel
through the PeopleCode XML Publisher classes.
Adding Template Files
Within each template layout defined above is one or more effective-dated versions of the template. For
example, you may have a new government form for each year. In the Template Files group box, you
attach effective-dated files that are the actual report templates.
Effective
Date
Select an effective date for the template file in order to maintain new versions or versions
specific to a particular time period. For example, a new file could be uploaded to reflect a
new format, effective for reports as of the new date.
The default date for a newly added template file is the current system date. The user can
change the data per standard effective dating logic with Update, Update/Display, and
Correction modes.
See Using Effective Dates.
Status
Select a status of In Progress, Active, or Inactive for the template file.
This field indicates the usability of the template file. Runtime template file selection logic
uses this field in conjunction with the Effective Date field to determine which template file
should be used at runtime. At least one file must be active to save a report definition.
Template
File
A read-only field indicating the name of the template file.
Upload
Click this button to attach a template file to the template.
The file extension is checked against the template type value on the Definition page and
a warning is issued if there isn‘t a match.
Once the report definition is saved, this button becomes disabled. To reupload a new
version of the template, you must delete and re-add it.
Download Click this button to download the template file to your local computer for updating the field
or tag assignments.
Preview
Click this button to preview the report using the current template file based upon the
sample data file that was registered with the data source.
The preview button is not enabled when there is no sample data file registered with the
data source.
Note. The preview button uses the sample xml data file to generate report output, sometimes, if the
sample data does not match the real data you may find discrepancies between preview and real report
outputs. This is specifically true when the report template uses sample data in variables and
conditional formatting.
If we click on the upload button we can upload the RTF template we created earlier:
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Choose the template you want to upload and click upload.
The template file should be set to active, otherwise it will not be visible to the user!
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7.3
third page: output
If you want you can restrict the output format types.
PDF
report
output
may be
edited
Select this check box to indicate whether the internal Adobe flag of a PDF report output file
has the setting turned on to allow editing.
Format
Type
A read-only field that dynamically lists the available output formats based on the template
type.
Enabled
Select specific values here to limit the output choices for the user at runtime.
Default
Select a default format type.
This value is displayed at runtime on the prompt or run control page. It is also the output
format that the system uses if no other value is fed into the XML Publisher engine.
Location Select one of the following locations:
Any indicates that the user can select the output location at runtime.
File indicates that the output goes to a file server in a Process Scheduler server
directory location.
Enter the file path for the output in the Destination field. This field is available only when the
output location that you select is File.
Printer indicates that the output goes directly to a printer.
Specify the printer destination for the output in the Printer field. This field is
available
only when the output location that you select is Printer.
Printer is a valid selection only when PDF output format is enabled.
Web indicates that the output goes to a web report repository accessible by the
Report Manager.
Select the folder for the output from the Report Manager Folder Name lookup. This field is
available only when the output location that you select is Web.
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This is the default location used at runtime if no location is selected.
Note. The XML Publisher report definition output options are reflected in the output type and output
format prompts on the Process Scheduler Request page only when the application process that runs
the report is assigned the process type of XML Publisher.
Output Format Options
Based on the template type, the output options are as follows:
Template Type
Output Options
RTF
.pdf, .html, .rtf, .xls (html)
PDF
.pdf
E-Text
.txt
XSL
.pdf, .html, .rtf, .xls (html)
Printing XML Publisher Report Output
PeopleSoft supports batch printing XML Publisher reports directly from a server using PDF output
format. When Printer is selected as the output location, PDF is the only output format displayed in the
Process Scheduler Process Request Dialog page. When PDF format is not supported for a report
definition, printing is not supported for that report. If you are not printing directly upon posting the
report, you must open and print the report from Adobe Acrobat. All bursted output reports are sent to a
single printer, but as multiple print jobs.
It is also possible to convert the generated PDF files to other conventional printer output formats with
an external software program. PeopleSoft provides PeopleCode support for inserting conversion logic
from PDF to different printer formats.
It is actually possible to have output (in preview mode) that is in RTF format so you can alter the
document after it‘ s been composed. More on this subject on HEUG online and if needed through us.
See XML Publisher Classes, Scheduling Process Requests, Customizing Printed Report Output.
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7.4
Fourth page:security
No changes necessary initially, there are options as described here.
Allow viewer ID
assignment at report
runtime
Select this check box to indicate whether the report requestor can add to
the standard Distribute To values on the Process Scheduler Request,
Distribution Detail page.
ID Type
Select an ID type of either Role or User ID.
Distribution ID
Select a corresponding distribution ID based on the ID type.
Description
A read-only field that displays the related description of the distribution ID.
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7.5
Fifth page: bursting
No changes necessary initially, there are options as described here.
Bursting
Bursting is an optional advanced feature that is only available when reports are run through Process
Scheduler and is not intended for real-time online viewing. It is typically used when you are repeating
the generation of a templated report layout many times for multiple like sets of data. For example,
generating a batch run on vendor purchase orders or customer invoices. With bursting, you can
generate individual report files resulting in separate secured output. For example, generating a file for
each vendor, customer or employee.
Setting up bursting requires thorough knowledge and understanding of data values and schema
structures. It is possible to make entries on the Bursting page that would cause the report to fail at
runtime. When you generate a bursted report, separate document files are created for each unique
data value for a specified field tag.
Note. This burst by field tag must be from the highest level repeating group (node) in the XML
schema. For Bursting to work, there should be only one high level repeating group in the XML source.
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Bursting can only be defined when the report‘s data source has an associated schema file. Numerous
bursting instructions depend upon the data coming from the application as defined by the schema
tags.
As bursting is an advanced feature, PeopleTools delivers permission list security that is intended for
XML Publisher report developers (PTPT2600). When users are assigned a role with this permission
list, they have access to setup entries on the Bursting page. There is also a view only permission list
(PTPT2500) option for XML Publisher power users that provides view-only access to the bursting
information. The bursting page appears for the power user only when there are existing bursting
instructions for the report.
Note. In order for a schema field to take advantage of the bursting features, it must be registered with
the data source of the report definition.
Access the Bursting page.
Burst Select a Burst by field to enable report bursting.
by
All subsequent bursting features are disabled until this value is selected. The values in the
drop-down list box are the children from the highest repeating level (group node) in the XML
schema associated with the data source assigned to the report definition.
Once selected, the report generates multiple files at runtime with a separate report instance file
generated each time a unique value appears for the Burst by data tag. For example, this could
be one report file for each employee when bursting by EmplID or one report for each
department (that includes multiple occurrences of the report, one for each employee) when
bursting by DeptID.
Template Assignment for Bursting (Optional)
This feature dynamically drives the template assignment at runtime based upon the data value of a
designated schema tag. You can assign a language code to apply a specific template translation as
well. This means that the various bursted report occurrences in one batch run can each have an
appropriately assigned template and translation. For example, you can print Canadian paychecks in
English or French depending upon the employee‘s preference.
A template ID should be selected for each data value that requires a special template.
At runtime, the process looks for the specified template and language. If the language does not exist,
then the base untranslated template is applied. If a data value is encountered that is not assigned on
the report definition, then the template ID entered on the run control is assigned. If no Template ID
selection is captured at runtime, then the default template of the report definition is applied.
Template
controlled by
Select the schema tag value from first child level to indicate the field with the
template translation preference.
Data Value
Enter a row for each data value that requires a specific template or template
translation.
Template ID
Select the template ID to be applied when the data value specified above is found in
the XML data.
These drop-down list box values are dynamically determined by those already
defined on the report.
Language
(Optional) Select a language code for the desired translation of the template when
the specified data value is found in the XML data.
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The language choices in the drop-down list box reflect the complete list of available
languages and are not limited by the existing registered Translation XLIFF files.
See Maintaining Template Translations.
Security for Bursting (Optional)
When a report is set up to be bursted, the report designer can also designate how the generated
documents are secured when they are posted to the Report Manager. At runtime, this information is
used to determine who can view each bursted report instance. Bursting security can be utilized to
supplement or replace the basic report viewer security by role or user ID. Otherwise, the system limits
access to each report instance based on preexisting system security definitions.
The system automatically limits access to each report instance based on the Burst by field. For
example, if the report is burst by employee ID, only the users designated with access to each
employee ID are able to view the output file.
The report designer must provide the record name of the security join table and designate the
common fields to join with the bursting field. The system performs the join and determine who can
view the report instances. This matching allows the Report Manager‘s posting process to dynamically
identify the user IDs or roles that are assigned viewing rights for each report instance.
At least one type of security should be completed either on the Security page or on the Bursting page.
Set security in both places to secure bursted files differently from securing the report definition. If
security on the Bursting page is blank, then the security set on the Report Definition Security page
applies. If the Security page is also blank, then the report requestor gets put in as the viewer by default
and all the bursted report files are accessible only by the report requestor. Security can be assigned
from all three places, if desired.
Security Join
Table
Select the record name for the table that stores either a user ID or a permission list
assigned to a data value found in the XML data.
This prompt list is filtered for records that include security data.
Security Field Select the field from the Security Join Table that stores the user ID or permission list
to secure on.
Security ID
Type
Select either User ID or Permission List to indicate what type value is in the Security
Field.
Security Join
Table Field
Select the field from the Security Join Table that joins with the schema data tag to
identify the proper row from which to find the Security Field‘s value that's used to
secure the bursted file.
Data Source
Field
Select the schema tag that stores the values that determines the security
assignment.
This may require more than one tag, as they must be first child level tags. For
example, they could be employee, customer, department ID, or set ID/vendor ID
combination, and so on.
Search Keys (Optional)
When report results are burst into separate files, it is important to be able to locate the desired
individual report from the Report Manager repository. Delivered search keys include Burst By, Report
Definition Name, and Generated On Date. Additional search keys may be defined to provide even
more specific granularity.
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At report runtime, the report posting program uses this information to store the key names defined
here along with the specific data values for each burst report. From the XML Publisher Report Search
page, users can utilize these configurable search fields to locate a specific report occurrence. For
example, if the pay advice report runs regularly and posts numerous report files for self-service access
and as an employee you want to locate a particular dated advise, you would not want to browse
through all the advise files to locate the one you really want to see. By adding a data value in the data
source for ‗pay period‘ and assigning that field as a bursting search key, the employee is then able to
enter a date when searching their pay advises.
Search Select an additional field to search on from within the XML Publisher Report Search page.
Field
The drop-down list box values are taken from the children from the highest repeating level
(group node) in the XML schema. Make sure these values are unique per burst value.
At design time, you can select as many search fields as are required. However, at search
time, the XML Publisher Report search page allows only two search criteria in addition to the
Burst by value.
An API is provided to facilitate finding bursted XML Publisher reports in the Report Manager
repository. When reports are burst into multiple separate files and posted in the Report
Manager, the configurable search keys with their values are available as search keys in
addition to Report Name, Burst By, Date, and Process Instance ID.
See SearchAttribute Class.
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8 Defining the letter code
Go to: Campus Community > Communications > Setup Communications > Standard letter table CS
Choose add new value and type in the letter code (if possible meaningless code...)
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What needs to be done:





Fill in a description + short description for the letter.
Choose an administrative function (see PeopleBooks for more on these)
Choose letter type softcopy (otherwise Communication Generation is not possible for this
letter).
Check the checkbox ―Define Comm Gen Parameters‖
Choose the report name by clicking on the link:
If your report is not in this list, check:






Is the report definition active?
Is there a default template?
Is there a template file uploaded?
Is the template file active?
Is the effdt for the template <= today?
Do you have the right permissions to see the report (check chapter one and see if you have a
role which has access to the report category assigned to the report).
For more information on this page: see further on.
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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.
Set
Letter
Code
Select the category (such as Admit Letters, Inquiry Response Letters, Recruitment Letters,
and so on) that best describes the group of letters that includes this letter code. This field is
optional and for information only.
Values for this field are delivered with your system as translate values. You can modify
these translate values.
Processing Letter Details
Function
Select the function, from the Administrative Function Table page, that
identifies the variable data to extract for communications associated with
this letter code.
For example, if you are sending a letter to a freshman applicant under the
function of Student Term, the variable data of Academic Career and Term
are extracted for the communication. The variable data are set up in the
Administrative Function table and cannot be modified.
See Setting Up Administrative Functions.
Applicable To
When you select the function, the system indicates the types of IDs that
can receive communications associated with that function by selecting the
Person check box, the Organization check box, or both check boxes.
If the function permits communications with both persons and
organizations, both check boxes are available for editing. You can select or
clear the check boxes to limit the communications to either persons only or
organizations only.
Letter Type
Select the check box for the desired output form for this letter. Values are:
Hardcopy: Does not allow the system to extract data or merge into a
softcopy template. Indicates preprinted items, such as brochures or
pamphlets.
Softcopy: Allows the system to extract data and merge into a softcopy
template, which you can then print.
Values for this field are delivered with your system as translate values. Do
not modify these values in any way. Any modifications to these values
could require substantial programming effort.
Letter Printed Data
Enter the type of extracted data for the process to save for historical
purposes.
The Letter Generation process saves the data that you specify and
displays it on the Communication Letter Data page. You can select All to
save all of the communication headers and their data, Name/Address Data
to save only the name and address headers and their data, or None to
save no data.
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Warning! The Letter Generation process extracts a huge amount of data.
Saving all of the communication headers and their data can cause the table
to be huge and the Communication Letter Data page to take significant
time to load.
The Communication Generation process either saves the generated output
with all data or does not save the generated output. Select either All or
Name/Address Data to store the sample output and make it available from
the View Generated Communication link on the Person Communication
Management or the Organization Communication Management
components. Select None not to store a sample output or any data, in
which case, the View Generated Communication link does not appear.
This is actually not true for communication generation. There is no data
stored around the communication itself. Previews and samples are created
on the fly.
See Managing Communications.
The values for this field are delivered with your system as translate values.
Do not modify these values in any way. Any modifications to these values
could require substantial programming effort.
SQC Name
Not needed for Communication Generation.
Joint Communications
Allowed
Select to permit this letter to be addressed jointly to two people at the same
address, provided that they have a relationship defined in your database
that permits joint communications.
The sample Microsoft Word template CCLTRJNT.doc is provided for use
with joint communications generated by the Letter Generation process. For
the Communication Generation process, examples are provided in the
QA_CS_CC_LETTERCD_<letter code><language><method>.rtf template
definitons.
See Managing Communications.
Include Enclosures
Select to indicate that other letters must be grouped and sent with this
letter. When selected, the Enclosures group box appears.
Define Comm Gen
Parameters (define
communication
generation parameters)
Select to allow the Communication Generation process to generate
communications with this letter code.
Enable the Communication Generation process for letter codes that might
be used as enclosures, too. If you do not enable the process for a letter
code that is an enclosure, the process cannot produce it and will return an
error.
When selected, the Template Selection group box appears.
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.
Seq Number
(sequence
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Displays the number of this enclosure in the list of enclosures for this letter. The
system automatically enters the next sequential number for each enclosure that you
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number)
add. You can override the numbers manually to reorder the list of enclosures.
When you run the Letter Generation data extract process or the Communication
Generation process, the process lists, in the order identified here, up to 10 enclosures
on the main letter in the order identified here.
Enclosure
Code
Enter the code for the letter to include as an enclosure.
The letter codes available are those associated with the same function that you select
for the main letter code. For example, if you select the function ADMA for the main
letter code, the Enclosure Code prompt list displays the letter codes that exist and that
are associated with the function ADMA on the Standard Letters page.
Enclosure
Type
The system displays the type of output associated with the selected enclosure letter
code, either Softcopy or Hardcopy.
Both the Letter Generation and Communication Generation processes will extract
data for an enclosure set to Softcopy. Both processes will extract the enclosure code
descriptions whether they are set to Hardcopy or Softcopy and you can list them all as
attachments in the main letter template. A hardcopy enclosure is a printed brochure or
other item produced outside of your PeopleSoft system that you must insert to include
as an enclosure.
Required
Select this check box to indicate that the specific enclosure must accompany the main
letter at all times. Administrative users can remove optional enclosures when they
assign the communication to an individual on the Communication Management page
or to an organization on the Org Communication Management page.
Comment
Enter comments to further identify or describe this enclosure. Enclosure comments
are for information purposes only. They will not be printed in the communication.
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.
Report Name
The system displays the name of the report definition associated with the
specified letter code and administrative function. To replace a report, click the
Report Name link next to it and select the desired report on the Look Up Report
Name page. To add a report, add a new row and click Report Name, and select
the desired report.
The report names listed on the Standard Letters page when you save it are the
report definitions that will be available on the Communication Generation process
run control page for this letter code. Of those reports, only the reports to which the
user has security access will be available to that user.
Making multiple reports available can be useful if multiple users send different
templates or personalized templates for the letter code. For example, for a letter
code dedicated to sending admissions letters, Mary can use her own templates,
which might be set in a Report Definition named MaryAD,and John can use
personalized templates that might be set in a Report Definition named
John_Personal. Based on the security in the Report Definitions, only John has
access to the templates under John_Personal, and only Mary has access to
templates under MaryAD. When generating the communication, John will be able
to use only the Report Definitions to which he has access, and Mary will be able
to use only the Report Definiitions to which she has access.
See Creating a Data Source File.
Data Source ID
Displays the data source ID that is associated with the report name that you enter
and Template List and lists the Template IDs available for merging with that data source.
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Description,
Language,
Method, and
Default
The system displays information about the templates available for this
communication.
View Report
Definition
Click to open a new browser window displaying the Report Definition search page.
In the new browser window, enter the report name or other information about the
definition that you want to view and click Search to access the Report Definition
component for the report. View the definition to confirm that it is the definition that
you want to make available and to preview the templates.
You can make changes to the report definition.
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Note. The system will not allow you to save the Standard Letters page if a
selected report name includes more than one template with the same language
and method combination. The Communication Generation process evaluates the
language and method combination to determine which template to use when
multiple templates exist in a report definition
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9 Attaching the letter code to a communication context
Before you can do this you need to define a communication context. And if you have one (or many.
You can of course just add it to the context.
Go to: Campus Community > Communications > Setup Communications > Communication context
table
In this example I have created a context ―Admission conformation‖ and attached one letter code to it.
You can of course store more communications which are related to admissions conformation to this
context.
Method
Select the form of this communication (for example, letter, email, or phone call).
A communication context can have multiple methods. For example, for the context of
Award, you might send a letter and also make a phone call.
Values for this field are delivered with your system as translate values. The Letter value is
required for generating letters with the Letter Generation process; do not modify it. You
can, however, modify any of the other method translate values.
Direction Specify the direction of this communication, such as in person, incoming communication,
or outgoing communication.
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 for this communication. The code specifies the variable data associated
with this communication. The Letter Code field is available only when you specify Outgoing
Communication in the Direction field.
Available letter codes are from the Standard Letters page.
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9.1
Attaching the context to a communication category
Go to: Campus Community > Communications > Setup Communications > Communication category
table
In this example I have created a category Admissions which is related to administrative function
ADMA.
In this category one or more contexts can be stored. In this example I have stored our earlier created
context in this category.
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
Function Enter the functional area to include in this category. The function determines the variable
data that will be associated with communications in this category.
Available function codes are from the Administrative Functions page.
Communication Context
Context
Enter each context to include in this category.
Available context codes are from the Communication Contexts page.
Description The system displays the long description of the context that you select. This value is from
the Communication Contexts page.
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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
So remember!! Security for communications is done on category level so now we need to go and
create a 3C inquiry/update group for communications and attach this category to it.
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10 Create inquiry/update 3C group for communications
Go to: Setup SACR > Common definitions > 3C Update/Inquiry group table
In this example I have created a 3C Update/Inquiry group which relates to Admissions staff.
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
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11 Attach the communication category to the 3C
Update/Inquiry group
Go to: Setup SACR > Common definitions > communications > communication 3C groups
In this example I have attached the category admissions to the Update/Inquiry group ―Admissions
staff‖.
All users which are now attached to the Update/Inquiry group ―Admissions staff‖ have then access to
all the contexts and attached to the contexts the letters which are defined under category
―Admissions‖.
Group
Enter each group that should have access to this communication category.
Available group codes are from the 3C Update/Inquiry Groups page.
Description The system displays the long description, from the 3C Update/Inquiry Groups page, of
the group that you select.
See Also
Selecting the Type of 3C Group Access
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12 Attach the user id to the 3C Update/Inquiry group
Go to: Setup SACR > Security > Secure Student Administration > User ID > 3C group Security
In this example I have attached 3C Update/Inquiry group 0001 (admissions staff) to user PS. He can
now see all the letters under the category ―Admissions‖ because that is now connected to the 3C
Update/Inquiry group 0001 (admissions staff).
Institution
Enter an institution. Only institutions to which this user ID has access are available.
3C
Update/Inquiry
Group
Enter the 3C group that the user ID should have access to for the selected
institution. The 3C groups are defined inside the Group 3C Table page
(GRP_3C_TABLE page).
Inquiry Indicator Select to enable the user ID to view all data in the 3C group. The inquiry indicator is
used to widen or narrow searches on 3C inquiry pages throughout the system. For
example, a user that has inquiry access to a certain 3C group will only be able to
view the communications, checklists, or a comments assigned to an individual or to
an organization that is tied to the 3C group.
Update Indicator Select to enable the user ID to update—enter or alter—data in the 3C group. You
should also select this check box if you want the user ID to be able to process 3C
items by using the 3C engine. If the user ID does not have update access to the 3C
group, the 3C engine does not process a request by using the 3C group. This is
similar to the way the system manages manual assignments for communications,
checklists, or comments.
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13 Adding Communication speed key
Go to: Setup SACR > Common definitions > Communications > Communication Speed key table
Choose the academic institution and admistrative function for which this speed key is to be set.
In this example it will be ADMA because that‘s where our letter is connected to.
As you can see we have now used all of our earlier setup to create this speed key which the user can
use to easily create a communication for an applicant.
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
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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
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13.1 Attach speed key to default values user
Go to: Setup SACR > User Defaults
In this example I have attached the speed key which we created to the user PSERNST.
Communication speed keys enable you to create shortcuts for specifying common communication
data. Users can select from base default communication keys or modify them. Users can also set up
their own communication keys in addition to the base communication keys.
Administrative Function
Set default communication keys for multiple administrative functions by adding a row for each
administrative function.
Academic Institution
Enter the academic institution for the administrative function.
Administrative
Function
Enter the administrative function to which the default communication key is
assigned.
Default Comm Key
Displays the communication key that you select as the default for the
(default communication administrative function.
key)
No Default
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If you do not want to specify a default communication key for an
administrative function, either select this check box or do not select a default
communication key in the Comm Key (communication key) scroll area. The
Default Comm Key field remains blank.
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Comm Key
You can define only one default communication key for each administrative function. You can set
multiple communication keys (or comm keys) by adding rows in the Comm Key scroll area.
Comm Key
(communication key)
Enter the communication key that you want to use as a default for the
administrative function. After you enter a value in this field, the Category,
Context, Method and other comm key values appear.
Default Comm Key
(default communication
key)
Select to set this comm key as the default for the administrative function.
Print Comment
Select to have the system set the Print Comment flag to True by default for
communications using this comm key.
Activity Completed
Select to have the system set Activity Completed flag to True by default for
communications using this comm key.
Unsuccessful Outcome
Select to have the system set the Unsuccessful Outcome flag to True by
default for communications using this comm key.
See Also
Managing Communications
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14 Create communication
Go to: Campus Community > Communications > Person communications > Communication
Management
In this example I have created a communication for emplid 0055, by use of the speed key. But you can
also just fill in the different fields if you do not have a speed key.
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Don‘t forget to fill in the variable data!!
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15 Communication Generation
Go to: Campus community > Communications > Communication Generation
First create a run control id:
Choose a title which makes sense so you can reuse the run control id.
15.1 First page: Selection parameters
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There are multiple selection methods, in this example we just print the letter for 1 person.
You then have to choose the report name (if it does default in). If you see no report name or
your report is not in this list, check:






Is the report definition active?
Is there a default template?
Is there a template file uploaded?
Is the template file active?
Is the effdt for the template <= today?
Do you have the right permissions to see the report (check chapter one and see if you have a
role which has access to the report category assigned to the report).
All of the other things on this page are either explained in the Campus Community manual or in
PeopleBooks.
ID Selection
Select the type of IDs to process: All IDs, All Person IDs, One Person ID, All Org IDs,
or One Org ID. These are translate values and should not be modified.
IDs available for processing have a communication assigned to them using the
specified letter code, and are within the communication date range and not yet
completed.
Person ID
Available only when the ID Selection is One Person ID. You must enter the specific
person ID to process here.
Organization Available only when the ID Selection is One Org ID. You must enter the specific
ID
organization ID to process here.
Letter Code Selection
Letter Code
Enter the letter code to use.
Only letter codes set up for the Communication Generaton process and that
are currently assigned to the specified IDs are available. For example, if you
select All Person IDs and the FAN letter code is not assigned to any ID, the
FAN letter code is not available.
See Defining Letter Codes.
Administrative
Function
Displays the administrative function associated with the letter code.
Report Name,Data
Source ID, and
Template List
Only the reports to which the report definition gives you security access, are
available.
If the letter code is associated with only one report, the system displays the
report name, the data source file, and a list of the templates associated with
that report.
If the letter code is associated with more than one report, click Report Name to
select the additional reports to use. When you select a report, the system
displays the list of templates associated with that report along with the
language and method for which the template is created. The Template List
group box shows which template to use as a default template if no template is
specified.
Note. The Communication Generation process can use only one combination
of language and method. If two or more Template IDs have the same
combination of language and method, an error message appears. If you need
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to use an additional combination of language and method, you must attach a
new template in the Report Definition setup.
See Creating a Template.
See Enterprise PeopleTools . PeopleBook: XML Publisher for PeopleSoft
Enterprise, “Using XML Publisher,” Creating Report Definitions.
View Report
Definition
Click to open a new browser window displaying the Report Definition search
page. In the new browser window, enter the report name or other information
about the definition that you want to view and click Search to access the Report
Definition component for the report. View the definition to confirm that it is the
definition that you want to make available and to preview the templates.
You can make changes to the report definition if you have security access to
the page.
Enclosures Assigned (Softcopy)
Enclosure
Code,Data Source
ID, and Template
List
If the letter code includes softcopy enclosures for the IDs, the system displays
each enclosure code and its relevant information. Enter the report name to use for
each enclosure.
If no softcopy enclosures are included, the system collapses the group box.
Refresh
Enclosure List
Click to cause the Enclosures Assigned (Softcopy) section to include all available
softcopy enclosures including enclosures that were added to the system since the
last refresh of the process run control ID.
Refresh the list of enclosures periodically to make sure you are processing the
communications appropriately in scheduled runs of the process. Not refreshing
the list could result in producing missing enclosures for some IDs.
For example, assume that you schedule a run control ID of AAA to run every night
to generate a communication for all IDs that have the letter code ABC assigned.
The next day, an administrator assigns letter code ABC to John Smith and
includes enclosure XYZ. XYZ is not already included in the Enclosures Assigned
(Softcopy) group box for run control AAA. If you don't refresh the list to cause XYZ
to be included before the next run, the process will not generate the XYZ letter for
John Smith.
No Matching Template Found
Use Default Template
or Do Not Produce
Communication
Select an option to specify what to do if the language and method
combination to use for an ID is not listed in the template list for the report
name selected.
Select Use Default Template to use the template set as the default inside the
report ID, or select Do Not Produce Communication not to produce the
communication for an ID where no template is found.
For example, if in the Communication Language Usage section the language
to use is Preferred and the preferred language of the ID is Italian but no
italian template is associated with the specified report, do you want the
system to use the default template, which in this case is the English Letter
template, or do you want the system to skip the communication for that ID?
Note. The option that you select applies to the main letter code, not to the
enclosures. The process assumes that the report definition contains an
enclosure code with at least one language and method combination that is
the same as the one set for the main letter code. If the system does not find
at least one that is the same, a message appears when you try to save the
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run control component or when the process runs and encounters the
problem.
Communication Language Usage
Select options in this group box and in the Communication Method Usage box, to identify the template
for the Communication Generation process to use.
Specified and
Language, or
Preferred
The system selects the Specified option by default and sets the Language field to
the base language that was set at installation. You can change the language to
use, however, the Template List group box for the main letter code must include a
template that uses the language that you specify.
If your institution supports language preferences, you can select Preferred to cause
the system to evaluate and use the preferred language of each ID if any. When
Preferred is selected, the Language field becomes unavailable.
If your institution did not set communication preferences to Support multiple
languages on the Installation CC page, then the system automatically selects the
Specified option and makes both the Specified and Preferredoptions unavailable.
You must specify the language to use.
Communication Method Usage
Select options in this group box and in the Communication Language Usage group box, to identify the
template for the Communication Generation process to use.
Specified and
Method, or
Preferred
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The system selects the Specified option by default and sets the Method field to
Letter,. You can change the specified method, however the Template List group box
for the main letter code must include a template that uses the method that you
specify.
If your institution supports method preferences, you can select Preferred to cause
the system to evaluate and use the preferred method of each ID. When Preferred is
selected, the Method field is unavailable.
If your institution did not set communication preferences to Support multiple
methods on the Installation CC page, then the system automatically selects the
Specified option and makes both the Specified and Preferred options unavailable.
You must specify the method to use.
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15.2 Second page: Process parameters
On this page, define the person communication usage (setup is explained in the Campus Community
setup manual). I have chosen online preview because I don‘t have a printer server path at hand. But f
you know the printer path you can select send to printer (or file).
Be aware! If you set the communication data range selection to small, there will be no output. The
process will only print letters which were created within the data range. So set it very large if you want
to avoid problems.
Person Communication Usage
Fields in this group box are available for input only if the ID Selection field on the Selection Parameters
page is set to All IDs, All Person IDs, or One Person ID.
If the field is available, you must enter the usage to use.
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Address
Enter the type of address, from the Address Usage page, to extract for this
communication.You can list address types in a preferred search-and-use order. For
example, if you list an address usage that contains Mailing, Billing, and Home address
types, the system searches for the mailing address first; if none exists, then the billing
address; if none exists, the home address last.
Warning! If the Communication Generation process encounters IDs that are set to receive
an email but the address usage does not include email types, the process cannot send
the email and therefore will not generate the communication for those IDs. When the
method selected on the Selection Parameters page is Email or Preferred, then the
address usage must include email types or a combination or address types and email
types and at least one template for the main letter code must be for emails.
Address
Name
Enter the type of name, from the Name Usage page, to extract for the address section of
this letter. As with addresses, you can list address name types in a preferred search-anduse order.
Salutation Enter the type of name, from the Name Usage Table page, that the system should extract
for use in the opening or salutation of this communicaton. For example, you might want to
use the individual's primary full name in the address section of the letter, but use his
preferred first name in the salutation (Dear Dave). As with addresses, you can list
salutation name types in a preferred search-and-use order.
Extra
Name
The extra name is an additional way to extract name data using the name usage. For
example, you might want to use the individual's primary full name in the address section
of the letter (Mr. Juan M. Dominguez), his preferred first name in the salutation (Dear
Juan), and his last name in the text to say ―We are sure the Dominguez family will enjoy
participating in this event.‖As with addresses, you can list ID name types in a preferred
search-and-use order.
See Designing Campus Community.
Joint Salutation Usage
The Joint Name field is available for input only if the ID Selection field on the Selection Parameters
page is set to All IDs, All Person IDs, or One Person ID, and only if the letter code is set to permit joint
communications. The available Joint Name values are applicable values from the Name Usage Table.
If the field is available, you must enter the name type to use in the salutation for joint communications.
See Designing Campus Community.
Org Communication Usage
Fields in this group box are available for input only if the ID Selection field on the Selection Parameters
page is set to All IDs, All Org IDs, or One Org ID.
If the fields ares available, you must enter the usage.
Org
Recipient
Enter the usage to evaluate to find and retrieve the recipients to use for the organization
communication.
Contact
Name
Enter the usage to evaluate to find and retrieve the name type to use in the output for
each organization recipient contact.
See Defining Organization Communication Recipient Usages.
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Communication Date Range Selection
Enter the date range of the communication records from which to extract data. For example, you might
want to extract data only from IDs to which you assigned a specific letter code and set the
communication date to between January 1 and March 1 of the current year.
The from and to date ranges are inclusive of the dates that you enter.
Update Communication Generation Date With
Select the date to use as the date when the communication is generated. When the Communication
Generation process finishes, it enters this date in Communication Generation Datefield in the
Communication Management component for persons or organizations as appropriate.
Communication
Date
Select to use the communication assignment date from the Person
Communication page for individuals or the Organization Communication page for
organizations, to use as the date of generation.
System Date
Select to extract the current system date to use as the date of generation.
User Supplied
Date
Select to use the specified date as the date of generation. You must supply the
desired date.
Update Communication Completed Date With
Select the date for the system to use as the communication completed date on the communication
record.
Communication
Date
Select to use the date when the communication was assigned as the
communication completed date.
System Date
Select to use the current system date as the communication completed date.
User Supplied Date Select to use the specified date as the communication completed date. You
must supply the desired date.
Output Settings
Specify how to sort the generated output. You can choose to preview a sample of the output before
running the process, or if the communication is a letter, you can choose to send the output directly to
the printer for printing.
Warning! If you do not select either Preview Online or Send to Printer, when the process runs it
generates the communication. If, in the Standard Letter Table CS component, Letter Printed Data is
set to either Name/Address Only or All for the letter code, then the process saves the data indicated
and inserts the View Generated Communication link in the Person or Organization Communication
Management components. You must manually navigate to the Communication Management
component for each of the IDs processed to print or email the final outputs individually. If the Letter
Printed Data is set to None for the letter code, the process generates the letter, but does not save data
or make the output retrievable. If the communication is an email, the process sends the email to the
specified IDs.
Sort
Option
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Enter how to sort the generated outputs.
Available options are:
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All Alphabetically by ID Type to sort first, individual communications alphabetically by each
recipient's last name/first name, and then by organization communications sorted
alphabetically by the first letter of each recipient's name, contact, department, or location
name depending on how the output is addressed.
Country, Postal to sort by each recipient's postal or zip code. Use for mass mailings to
streamline handling by the postal service. This is the default value.
Country, Postal by ID Type to sort first, individual communications by each recipient's
country and postal address, and then organization communications by each recipient's
country and postal address.
Online
Preview
Select to preview the output online in PeopleSoft Report Manager.
When selected, the system sends a sample of all related outputs for letters and emails to
PeopleSoft Report Manager with corresponding links for you to click to preview each
output. For example, if an ID has 2 enclosures and 3 communication recipients, Report
Manager displays a total of 12 document links labelled with the report definition name for
each letter code and the name of each recipient. One document link is for the main letter
code output and 2 links are for the enclosures associated with the main ID. The same links
appear for each of the 3 recipients.
Note. Previews do not cause communications to be marked completed and no information
is entered in the Person or Organization Communication Management components for the
communication.
When generating communications for multiple IDs, the online preview functionality extracts
data for previews of only the first 10 IDs and their enclosures and recipients.
Email
Address
If Online Preview is selected, and if on the Selection Parameters page, the communication
method usage is either Email or Preferred, then the Email Address field appears.
Enter an email address that you can access to see how the emails will be sent. In this
case, continuing with the example from the Preview Online field, the email address that you
enter will receive 4 different emails: 1 for the main ID and 1 for each of the 3 recipients.
The enclosures will be attachments to the main email.
Note. When emails are generated, the main letter code template is used as the body text
of the email. To do so, the Communication Generation process automatically converts the
format of the main letter template to HTM format. If enclosures are assigned, they are sent
as attachments and their format is not converted. The process uses their default output
type as set in the report definition.
When you select Online Preview for an email communication, the system sends samples of
the generated outputs to the specified email address. It also includes the output samples in
PeopleSoft Report Manager. In Report manager, you can view the outputs for the main
letter code in HTM format.
When you enter an email address for online preview, all the outputs for the main letter code
are converted to HTM format. Because the Communication Generation process can
generate emails and letters at the same time (if you use Communication Preferences
feature), run the process a second time, but this time do not enter an email address for the
online preview. The outputs for the main letter code will not be converted into HTM format
and you can see exactly what the outputs will look like.
See Enterprise PeopleTools . PeopleBook: PeopleSoft Process Scheduler, “Using Report
Manager.”
Send to
Printer
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Select to send letter communications directly to the printer when the Communication
Generation process finishes.
When selected, the Destination Printer field appears. You must enter the path to the
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printer.
Note. If on the Selection Parameters page, the communication method usage is Email or
the Online Preview check box is selected, then the Send to Printer field is unavailable. You
cannot send an email to the printer, nor can you send communications set to Online
Preview to the printer.
See Enterprise PeopleTools PeopleBook: XML Publisher for PeopleSoft Enterprise, “Using
XML Publisher,” Setting Output Options.
Missing Critical Data
Produce
Communication
Select this check box for the process to produce the communication even if
critical data is missing, for example, even if address information or name of the
recipient is missing.
15.3 Third page: Email parameters
On this page you can set up parameters around sending e-mails.
You need to set up a e-mail server connection to use the e-mail sending.
If you are going to use this in a production environment you might want to gray the sender field so
there is no possibility to choose the sender e-mail address yourself but it is populated.
And in testing; don‘t use existing e-mail addresses or have the server configured so that all e-mails are
sent to a specific test e-mail address.
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From
Enter the email address of the person or entity that is sending the email.
This email address will replace any default email address that your institution's server
might use to indicate from whom an email was sent. You can use this for cosmetic
appearance. For example, if the Registrar Office sends the email, you might enter
Registrar_Office@university.com. The email address may be valid or not. If it is not, your
template should include text similar to: This email was sent by an automated system. Do
not reply to this email address.
This field is required if the communication method usage is Specific Email or Preferred.
Reply to,
(Optional) Enter values if your institution's email service uses these fields when sending
Sender, and emails.
Bounce to The Reply to email address must be valid. This is the email address that will appear
when the recipient replies to the sender. It overrides the Fromemail address.
The Bounce To address is a valid email address set to receive all emails that do not
send successfully.
Importance and Sensitivity
Options that you select in these group boxes appear in the email transmission for the recipient to see.
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15.4 Fourth page: checklist parameters
If you want to attach checklist information to your letter (e-mail), then use this page.
Administrative
Function
Enter the administrative function associated with the checklists to use.
If the checklists that you want to use are associated with different administrative
functions, use the add button to enter each administrative function and select the
checklists and items associated with that function.
Checklist Context
Checklist Type, Tracking Group, or
Checklist Code
Select the context by which to select the checklists to
extract. .
The fields on the page change based on the checklist
context that you select.
Checklist Type
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This group box appears regardless of which context you select.
Checklist
Type
Enter the types of checklists from which the process should extract data for this letter or
email.
You can select more than one checklist type for an administrative function. For example if
you select Requirement List, the process extracts checklist information for checeklist
codes set up with that checklist type.
Checklist Code and Checklist Code Status
This group box appears only if you select a Checklist Context of Checklist Code.
If you select Checklist Code, then you must select a checklist status to use. The process will include
only checklist codes with the status that you specify. You can select more than one checklist code for
an administrative function and more than one checklist status for each checklist code.
Checklist
Code
Enter the specific checklist codes whose checklist item data should be extracted for
this letter or email.
You can specify more than one checklist code.
Checklist
Status
Select the status of the checklists from which to extract data for this letter or email.
You can select either the status of Completed or Initiated, or you can add a row to list
both.
Tracking Group and Tracking Group Status
This group box appears only if you select a Checklist Context of Tracking Group.
If you select Tracking Group, then you must select a group status to use. The process will include
checklist items assigned to the tracking group and tracking group status that you specify. You can
select more than one tracking group for an administrative function and more than one group status for
each tracking group.
Tracking
Group
Enter the tracking group codes whose checklist item data should be extracted for this
letter or email.
You can enter more than one tracking group for an administrative function.
Group Status Select the group status from which to extract checklist data for this letter or email.
You can select Completedor Initiated,or you can add a row to select both.
Checklist Item Status
Regardless of the context that you select, you must specify the checklist item status to use. You can
select more than one checklist item status for an administrative function.
Available checklist item status values include: Completed, Waived, Notified, Second Notification, and
so on.
See Setting Up Checklists.
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