Purpose

To allow the creation and maintenance of System Letters. In particular, to allocate letter parameters, repeating groups and templates that can be used in the creation of letters

System Letters are Correspondence Items that are produced by a combination of letter parameters, letter phrases and text on a Word template. System Letters must have been created as Correspondence Types in CORF2110.

The institution's specialist user(s) are able to determine what letter parameters (see CORF2510) are to be extracted from Callista. Additionally, the specialist user is able to determine which of these parameters are to appear in repeating groups. Repeating groups are special parameters that contain one or more parameters. Generally, these parameters will contain multiple values.

For example, a repeating group that contains a parameter mapped to SUA will return all instances of units the student has been enrolled into, if included on the template.

Creating a New System Letter

New System Letters can be created for any sub-system that includes letter production facilities. The specialist user determines the Correspondence Type, and the appropriate System Reference Type. A System Reference Type determines which sub-system will be able to use the System Letter. A template is mapped to the System Letter, and is used to determine the place and format of values for parameters. (See specialist links below for Letter Template Design ).

Allocating Letter Parameters to the System Letter

Letter Parameters that have been created in CORF2510 and haven't been restricted to another Correspondence Type are able to be selected for the System Letter. It is important to note that for each occurrence of a System Letter Parameter (excluding those contained in a repeating group) to appear on a template, a Letter Parameter mapped to the System Letter Parameter is required. See important notes for particular sub-systems below.

Allocation of Repeating Groups

Letter Parameters that have been selected for the System Letter, may be allocated to Repeating Groups. Typically, Letter Parameters that may have more than one value are contained within Repeating Groups. Repeating Groups are also able to be allocated as subordinate to other Repeating Groups. Each Repeating Group is required to contain at least one parameter.

Important Notes for Admission Correspondence Items

If Letter Parameters that have been mapped to System Letter Parameters that return text from the rules engine are required.

For example, System Letter Parameters ADM_RUL_1 to ADM_RUL_19, the Letter Parameter that has been mapped to the System Letter Parameter of type ADM_COURSE is required to be defined for the System Letter. The ADM_COURSE parameter may or may not appear on the template.

Where a repeating group contains course related parameters, the Letter Parameter that has been mapped to the System Letter Parameter of type ADM_COURSE is required to be be defined for the Repeating Group for the System Letter. The ADM_COURSE parameter may or may not appear on the template with in the repeating group.

Letter Parameters that have been mapped to type PHRASE require that the particular phrase(s) or phrase text be mapped to the parameter, for each individual letter, in ADMF3900.

Admission Specialist.

Letter Parameter Types for Admission Correspondence.

Letter Template Design for Admission Correspondence.

Rules for Admission Correspondence.

Assessment Specialist

Letter Parameter Types for Academic Transcript.

Letter Template Design for Academic Transcript.

Use this form to record the appropriate Letter Template, Letter Parameters and Repeating Groups to appear on a Correspondence Item.

System Letter Definition block

• Correspondence Type
  Select the Correspondence Type, and enter the Description of the letter, the System Reference Type, Letter Object, Template File Name only (not the path) and Letter Title.
• Letter Reference Number
• Description
• System Reference Type
• Letter Object
• Template File Name
• Closed check box
  System letters cannot be deleted if they have been used to create individual correspondence, rather this check box should be used.
• Letter Title
• Repeating Groups button
  Press this button for creation of Repeating Groups

Letter Parameter block

• Letter Parameter Type
  Select the appropriate Letter Parameters to appear in the System Letter (see Important Notes above).
• Description

Letter Repeating Group block

• Group Code
  Enter a unique Repeating Group Code, and allocate at least one parameter to the Repeating Group
• Description
• Superior Group Code
  If the Repeating Group is to be displayed within another Repeating Group, select this Code.

Letter Repeating Group Parameter block

• Parameter Type
• Description
• Back button

Rules/Notes:

Multiple letters can be created for Correspondence Types. The template is required to be in the directory specified in control.doc. The template must exist prior to recording a new System Letter. If more than one occurrence of the System Letter Parameter is required on the template, multiple Letter Parameters must be selected. The Letter Parameters must be uniquely named and should not be a subset of another parameter name.

For example, do not use ADMISSION and ADMISSION_NAME. Repeating groups can only be four levels deep. Only four levels of Repeating Groups can be subordinate to each other.