Correspondence Detail

Details of manually issued correspondence items are recorded using the Register Correspondence Item form (CORF2310). System generated correspondence is automatically recorded and can be queried using CORF2310. Copies of actual correspondence can be stored. This is an automatic process (but not a common one) for system generated correspondence with comment.

This form enables a copy of the correspondence item referred to in CORF2310 to be stored, retrieved and in rare cases edited. It is used to record the format of the stored item and as an entry point to the editor/viewer for that item. Format types are:

• Text - ASCII text format. Allows simple text based correspondence to be recorded and edited
• OLE - Object Linking and Embedding. Correspondence created in most software applications (including word processor and spreadsheet applications) is stored and retrieved using those applications
• Reference - Rather than recording a copy of an item within the system, this permits the location of a file containing a copy of the item to be recorded
• Undefined - The initial value for a new record. This must be changed in order to save a copy of an item

The Edit button invokes:

• For Text format items, the Edit Text Correspondence form (CORF2332) which provides a window in which the text item is viewed and simple text editing is performed
• For OLE format items, the Edit OLE Correspondence form (CORF2333 ) which displays a picture of the item and allows the application in which the item was created to be invoked

The View Attachment button allows a user to view attachments that come in with the correspondence.

The Back button returns you to either the Register Correspondence Item form or the Maintain Outgoing Correspondence form, depending on which one you invoked this form from.

Details of a correspondence item of type SPEC-LET (Special Letter) are recorded in CORF2310. This item is a letter sent to an individual student and we wish to store a copy of the letter on the system. The letter was created in Microsoft Word. In CORF2310, the record is displayed and the Detail button selected. This form, CORF2310 is invoked with the correspondence type of our letter displayed. The record is assigned the format type OLE and saved. The Edit button is selected to invoke CORF2333 where the letter copy is saved.

For further understanding of Email procedures, see CORINTR5

This form is accessed using the Detail button of Register Correspondence Item (CORF2310).

The Correspondence Item block contains:

• Correspondence Type
• Reference Number
• Creation Date

The Correspondence Detail block contains (paper trail with the Messaging check box selected in CORF2110):

• System Message Content Type

Button

• Edit (CORF2332)

The Correspondence Detail block contains (paper trail with the Messaging check box not selected in CORF2110):

• Detail Format Type
• External Reference

Button

• Edit (CORF2332)
• View (not used)

The Correspondence Detail block contains (email trail with the Messaging check box selected in CORF2110):

• Subject
• System Message Content Type

Button

• Edit (CORF2332)

The Attachment block contains (when the Messaging check box is selected in CORF2110):

• Attachment Number
• Description
• CLOB Attachment check box
• BLOB Attachment check box
• System Message Content Type
• URL Reference

Button

• View Attachment

Rules/Notes:

Validations include:

• Error if a record does not exist

The Attachment Block

If in the Maintain Correspondence Type (CORF2110), the Messaging check box is not selected, then this block will not display.

The View Attachment Button

When there is an attachment for the given Correspondence Type, Reference Number and Attachment No., the button can be selected. When there isn't an attachment, the button is disabled. When the button is selected, a new browser window opens showing the content of the attachment. The attachment parameters must consist of the Correspondence Type, Reference Number and Attachment number to be displayed.

To store a copy of a Correspondence item using the Correspondence Detail form:

• Find and select the Correspondence item for which a copy is being stored using either CORF2310 or CORF2320.
• Select the Detail button from these forms to invoke this form. The Correspondence Type of the item is displayed.
• Select the appropriate Detail Format Type for the item from the list of values (or key a valid value) in the field. (Text or OLE only)
• Save.
• Select the Edit button to invoke CORF2332 (text) or CORF2333 (OLE) to add the copy of the correspondence item.

Rules/Notes:

Understanding Correspondence describes the entire process of recording correspondence.

The Correspondence item must be registered using the Register Correspondence Item form (CORF2310) prior to storing a copy using this form.

To view a copy of a Correspondence item using the Correspondence Detail form:

• Find and select the Correspondence item you wish to view using either CORF2310 or CORF2320.
• Select the Detail button in these forms to invoke this form. The Correspondence and Format Type of the item are displayed.
• Select the Edit button to view text or OLE items. CORF2332 or CORF2333 are invoked for text or OLE respectively.

Rules/Notes:

To edit a copy of a Correspondence item using the Correspondence Detail form:

• Find and select the Correspondence item you wish to edit using either CORF2310 or CORF2320.
• Select the Detail button in these forms to invoke this form. The Correspondence and Format Type of the item are displayed.
• Select the Edit button to view text or OLE items. CORF2332 or CORF2333 are invoked for text or OLE respectively. See the instructions for those forms for further editing details.

Rules/Notes:

Copies of Correspondence items should not be edited once they have been sent to students.

Only text or OLE items can be edited.

To delete a copy of a Correspondence item:

A copy of a Correspondence item cannot be deleted using this form.

Correspondence items (and their copies) can be deleted using CORF2310. This is only possible where no records of students being sent the item exist. Check this in CORF2311.

Rules/Notes: