Purpose

This job prints responses in batch mode

Anticipated Frequency

As required

This function enables a user to print responses in batch mode. It would be used where Response Method = Mail, Fax or In Person and Response Mode = Batch. The following details are added to each printed response: Date, Reference number of request, Salutation, Recipient’s address and Signature block. Salutation and Signature block details are taken from the Request Correspondence Configuration.

The function creates the following correspondence records:

• Correspondence item
• Correspondence detail
• Outgoing correspondence
• Service Request Response outgoing correspondence.

The Correspondence Type used is the Printed Correspondence Type defined in the Request Correspondence Configuration for the owner Org Unit and linked to this job.

The Issue Date and Message Content are populated in the Outgoing Correspondence/Correspondence Detail records.

The function creates a Person ID Group (PIG) containing the Person ID corresponding to each response printed. Note that a Person may be in the PIG more than once, since a Person my have more than one response in the same batch. The PIG can then be used to print mailing labels for the responses. The PIG will have a name that identifies it as a Service Request Response PIG, and will be date-stamped (date and time). The ownership of the Person ID Group defaults to the current user (i.e. the user who scheduled the job). This parameter allows the user access to the ID group for running IDGR2100 (see Produce Mailing Labels).

The function also creates a picking list that lists all the requests included in a batch print job, and the response method for each. There may be multiple requests per person ID in the same job. The list shows the following data:

• Request ID
• Person ID
• Name (in Context Block Name format)
• Response Method.

This job is accessed from the main menu.

The Send Batch Email Service Request Response block contains:

Parameters

Select either ...

• Log Creation Date (LOV)

Or a combination of the following parameters ...

• Correspondence Type (LOV)
• Service Request Organisational Unit (LOV)

Rules/Notes:

Validations include:

• No Correspondence Type defined for the job
• No current Correspondence address

Layout of Each Service Request Response

Mr John Jones <person_display_v.title_name>
3 Lorimer Street <person_addr_mail_v.addr_line> (record1)
South Melbourne <person_addr_mail_v.addr_line> (record2)
VIC 3333 <person_addr_mail_v.addr_line> (record3)

11 May 2005 <sysdate>

Re: Request ID 657665 <request_corr_configuration.request_id_ref_text||’ ‘||service_request.person_request_id>

Dear John, <Refer to the logic specified in processing for saluation name>

If you missed your exam for medical reasons or special circumstances you can apply for a deferred exam. The deferred exam application form is available on the Student Central web-site.

If you missed your exam because you misread the timetable you must contact your lecturer to see if he or she is able to make other arrangements for you.

Yours sincerely, <request_corr_configuration.signature_block>
V Helpful
Service Centre Manager

Rules/Notes:

A new page is started for each Response ID and the page number is restarted for each Request ID and Response ID. A page number is printed at the bottom right hand corner of each page.

Layout of the Picking List

Layout of the Batch Exception Report

Service Request Response – Batch Exception Report

Creation Date: <sysdate>