Purpose

To enable the creation and deletion of System Letters. In particular, to produce letters that have been created by a related batch job.

Producing letters

The Produce Word Document button invokes Microsoft Word, where the appropriate template/s are obtained and information from Callista is merged into the pre-determined places. This letter/transcript can be printed from Word and sent to the student. Producing a letter/transcript creates a corresponding entry for the student in CORF2320, based on the correspondence type, and the letter/transcript is said to be issued.

Note: This function is not supported for MacOS based client browsers.

Rejecting letters

The Reject Letter Extract button rejects all instance of the letters, as well as the batch extract that may have been used to create the letters. Rejecting an issued letter maintains the letter entry, allowing phrases and text to be added or deleted as appropriate. All phrases and/or text previously saved are maintained, and the letter can be reissued via the batch job or the Produce Word Document button. Correspondence Items that may have been issued will be deleted from CORF2320.

Note: This function is not supported for MacOS based client browsers.

Swapping of templates

It may be appropriate to have several instances of templates (each with the same document name). These can be used to ensure that the appropriate template is used for the Batch Letter Extraction selected. For example, an institution may wish to use different templates for offers and rejections of applications for Direct Admission. By selecting the appropriate parameters in the required job (in this instance ADMJ5300), an extraction of students with offers can be created, and the appropriate template used for these students. Similarly, an extraction could be created for students who have been rejected, and the template swapped to allow for the particular circumstances of the rejection. The template in use should always have the same file name.

For example, when templates are swapped, the 'old' template should be renamed and the 'new' template should be given the previous name of the old template.

Admission Specialist.

Admission Letter Production (ADMJ5300)

Letter Parameter Types for Admission Correspondence.

Letter Template Design for Admission Correspondence.

Rules for Admission Correspondence.

Assessment Specialist

Produce Transcript - Multiple (ASSJ06V0)

Letter Parameter Types for Academic Transcript.

Transcript Template Design for Academic Transcript.

When entering this form, the user is in query mode. The user is able to query on correspondence type, request number, job name, etc. It is recommended that the request number or job name be used as this will ensure that the appropriate letter production or rejection should occur.

Correspondence Item block

• Correspondence Type
• Correspondence Reference Number
• Request Number
• Request Job ID
• Request Job Run ID
• Originator Person ID
• Job Name
• Scheduled Date Time
• Start Date Time
• Finish Date Time
• Comments

  Produce Word Document button

  Reject Letter Extract

Rules/Notes:

Letters produced by this process are registered as Correspondence Items. This can be confirmed against individual person records in CORF2320

These registered Correspondence Items can have the Date Sent field updated for all recipients, using CORJ2440.

Letters rejected by this process are, if previously produced, deleted from individual person records. This can be confirmed in CORF2320.

Letters produced by single letter production in particular sub-systems can be produced or rejected by using the Correspondence Reference Number as the query point.

Ensure you have the control.doc file in your c:\tmp directory and the correct template in the specified template directory.

Note: When printing the letter from Microsoft Word 2003 and 2007, a Header Record Delimiter box may ocasionally appear, prompting the user to enter the delimiter characters, '|' and '^' to successfully complete printing the letter.
Setting the Default Language in Microsoft Word to: 'English (United States) - US' has been found, in some instances, to prevent this from occurring.