Purpose

To enable the recording of institution defined Correspondence Types and their association with Job Outputs

This function enables the recording of institution-defined Correspondence Types and their associated Job Outputs. Correspondence Types are associated with Correspondence Categories. Assigning a Correspondence Category to a Student Course Attempt defines the valid set of correspondence items for the student. Messaging correspondence items can form a subset of these Correspondence Types.

Examples of message Correspondence Types are:

• Electronic notification of results
• Notification of change of Exam Venue
• Confirmation of enrolment
• Notification of change of Activity, Venue/Time.

The delivery mode/s available for selection for each Correspondence Type Job Output are derived from the Job Output System Output Type and mappings with content types. It is also possible to indicate whether each Correspondence Type Job Output delivery mode can be overridden by individual persons, meaning that a student could elect to stop specific messages being delivered by a specific delivery mode or modes.

Delivery modes are defined by valid combinations of:

• System Message Delivery Type - the electronic message media by which the e-message Correspondence Type can be delivered (e.g. EMAIL, SMS, WAP-SMS); and
• System Message Content Type (e.g. TEXT, HTML, PDF, WML).

For each Correspondence Type, it will be possible to record a 'Reply-To' destination for each System Message delivery type. These will be used as the target destinations for replies.

Correspondence Types cannot be deleted if they have any other data associated with them. Close them, preventing further use, instead.

Note: It is recommendaed that institutions do not use the same Correspondence Type for Incoming and Outgoing Correspondence to ensure that there are no conflicts.

Recording Correspondence Types and Linking Correspondence Types to the Outputs from Jobs provide further information.

This form is accessed from the main menu.

The Correspondence Type block contains:

• Correspondence Type
• Description
• System Generated check box
  Select the check box for those Correspondence Types generated by System run jobs.
• Messaging check box
  When selected the Destination For Reply Tab is displayed
• Closed check box

Job Output Tab

• Job Output
  Associate a selected Correspondence Type with those Job Outputs which produce that type of correspondence.
  
  If necessary, restrict the delivery type/content type combinations for a Correspondence Type Job Output.
  
• Job Name (LOV)
• Output Number
• Output Description
• Messaging Output check box
• Job Description

Button

• Message Delivery Details (Overlay)
  • System Message Delivery Type
  • Description
  • System Message Content Type
  • Restrict check box
  • Message Content
  • Type Description
  • MIME Content Type
  • Back button

Destination For Reply Tab

• System Message Delivery Type (LOV)
• Destination For Replies
• Message Delivery Type Description

More than one Job Output can be associated with a Correspondence Type.

An individual Job Output can be associated with more than one Correspondence Type.

The Messaging check box can only be selected if the System Generated check box is selected.

The Messaging check box can only be deselected if there are no message delivery restrictions recorded for the Correspondence Type.

The Message Content Type must be valid for the defined Correspondence Type Job Output.

Only Open Delivery Type and Content Type combinations can be recorded for a Correspondence Type.

Only Correspondence Types defined for Messaging can be specified for a Job Output of 'messaging output'.

Users are unable to delete or update a job from a Correspondence Type if the job name is Service Request Response Email (SRMJ0010), Service Request Response Email - Immediate (SRMJ0020, Service Request Response Report - Immediate (SRMJ0030 or Service Request Response Report - Batch (SRMJ0040)' and the Correspondence Type is utilised in a Service Request Response configuration.

When using the Destination For Reply Tab, ensure that EMAIL and SMS have a valid email address or valid telephone number for SMS.

Special Note:

The Request Correspondence Configuration (a web form) defines the configuration details to request correspondence. Records can be created, retrieved, updated or deleted.

When used in conjunction with SRM, configuration details are defined for each Organisational Unit involved in the recording and processing of Service Requests. The details recorded are:

• The Correspondence Types defined in this form that are to be used for email and printed responses
• The text to be used for the Subject of an email response
• The name to be used for the Salutation
• The Signature block text and the Request ID Reference details.

Special Rules/Notes:

Rules attached to the web form - Request Correspondence Configuration are:

• Can only use a Correspondence Type associated with a Service Request
• A given Organisational Unit and Start Date can only be associated to one Correspondence Type per Service Request job