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Correspondence for the Subsystem Specialist

This section of the user manual provides specialist users such as System Administrators and Subsystem Specialists with the information required to set up and maintain the reference data used by the Correspondence Subsystem and the setup data required for Correspondence System Letters generated from other Subsystems.

Documentation for Correspondence Type Security is accessed through field help in form SECF0033.

An overview of the day to day operation of the Subsystem is provided in Understanding Correspondence.

Steps in Setting Up Correspondence Reference Data

There are four main steps in setting up Correspondence Reference Data:

• Recording Correspondence Types
• Linking Correspondence Types to the Outputs From System jobs
• Recording a New Correspondence Category
• Associating Correspondence Types with Correspondence Categories
• Steps in Setting Up Correspondence System Letters
  • Creating Letter Phrases
  • Creating Letter Parameters
  • Creating System Letters
  • Creating System Rules
  • Creating Letter Templates
  • Producing System Letters

Recording Correspondence Types

Institution defined Correspondence Types are recorded in the Maintain Correspondence Types form (CORF2110).

Linking Correspondence Types to the Outputs From System Jobs

When a System job which produces correspondence is run, the correspondence is registered against each student who is due to receive it. The System determines which students are to receive a Correspondence Item by checking that their Correspondence Category is associated with a Correspondence Type which is also related to the output from the job.

CORF2110 is used to associate the output from a correspondence generating job with a Correspondence Type.

Recording a New Correspondence Category

Correspondence Categories are recorded in the Maintain Correspondence Categories form (CORF2200). Establishment of Correspondence Categories is carried out at the time of setting up the System. Addition of new categories is an infrequent event but can occur to cater for a new type of student with non standard needs, such as may be the case for a new commercial client.

Each student is either assigned or defaulted a Correspondence Category in either the Admissions or Enrolments Subsystems.

Associating Correspondence Types with Correspondence Categories

Correspondence Types are associated with a Correspondence Category using CORF2200.

CORF2200 is also used to block the issue of correspondence to encumbered students.

Steps in Setting Up Correspondence System Letters

• Creating Letter Phrases
• Creating Letter Parameters
• Creating System Letters
• Creating System Rules
• Creating Letter Templates
• Producing System Letters

Creating Letter Phrases

When a System Letter is produced, it is possible to insert appropriate phrases, to personalise the letter for the individual. These phrases may be set up as a standard set by the institution or can be added as phrase text, prior to producing the letter. For phrases to appear on a letter, the appropriate letter parameter of type PHRASE must be included in the System Letter definition and the template.

Institution defined phrases are recorded in the Letter Phrase form (CORF2550).

Creating Letter Parameters

When a System Letter is produced, it is possible for data, text and phrases to be inserted either from Callista or the Rules engine. For items to appear on a letter, the associated Letter Parameters must be included in the System Letter definition and the template.

Institution defined Letter Parameters are recorded in the Letter Parameter Types form (CORF2510)

Creating System Lettters

System Letters can be created for a range of Correspondence Items. System Letters contain definitions of the template to be used, and the associated Letter Parameters to include in the letter.

Institution defined System Letters are recorded in the System Letter form (CORF2520)

Creating System Rules

System Rules can be created for individual Correspondence Items, within Subsystems. System Rules generally return text to be included in the letter.

Insitution defined System Rules are recorded in the Maintain Group Rules form (RULF2001)

Creating Letter Templates

Letter Templates are used by institutions to determine the layout of information, and the formatting of the information. Letter Templates are created using Microsoft Word and must be stored in the directory specified in control.doc. The file 'control.doc' must be in the c:\tmp directory of the client machine(s) being used to produce letters. This file contains Word macros and is supplied with Callista. Letter Templates are designed for particular instances of Correspondence Types.

Individual Letter Templates are created for specific Subsystems. See the links below for particular Subsystems;

Admission Correspondence Template Design

Producing System Letters

System Letters can be produced either singularly (within each Subsystems 'produce letter' functionality), or as a batch job. Each Subsystem has its own batch job, that extracts the data to be used for producing System Letters. All System Letters can be produced as batch jobs via the Batch Letter Production form (CORF2540).

See below for links to SubSystem Letter production .

• Admission Letter Production (singular) (ADMF3900)
• Admission Letter Production (batch job) (ADMJ5300)

Last Modified on 2 March, 2004