Purpose

To update the Date Sent details, after a bulk mail out of a Correspondence Item

Update Process

Most Correspondence Items produced in bulk as a result of a process being run (e.g. production of Assignment coversheets), cause a Registered Correspondence Item record to be created. Each record contains the date the correspondence was issued (produced). The correspondence may not be sent on the day it was issued. Correspondence Item records can be viewed using CORF2311 - Outgoing Correspondence Detail (accessed via CORF2310 - Register Correspondence Item).

This process allows the Date Sent to be updated for that Correspondence Item, for one or all recipients. It will only update the Date Sent field for a registered Correspondence Item where:

• The Date Sent field has a 'NULL' value.
• The Issue Date entered as a parameter matches the Issue Date of the item.

When no value is entered in the parameter Person ID, the process updates Date Sent for all recipients of the item.

The Update Outgoing Correspondence Date Sent block contains:

Parameters tab

• Reference Number
  Select the Reference Number - this is the reference number of the Registered Correspondence Item. Enter the Reference Number or select from the List of Values. The LOV displays Reference Number, Correspondence Type, Issue Date (and Surname for each recipient), but only the Reference Number is used as the parameter. The LOV will only display Reference Numbers for those Correspondence Items with a 'NULL' Date Sent value.
• Person ID
  Optionally select the Person ID. If omitted, Date Sent will update for all Correspondence Items of the selected Reference Number and Issue Date. If a Person ID is entered (via the LOV or directly), the Date Sent only updates for that individual's record.
• Issue Date
  Select the Issue Date - the date on which the Correspondence Item was issued. The date selected here must match the Issue Date shown against the Reference Number. This can be checked from the Reference Number field or via CORF2310 or CORF2311.
• Date Sent
  The Date Sent parameter defaults to the current date, but can be overwritten with another required date.

Rules/Notes:

This job is run in batch mode through the Job Control & Scheduling Subsystem.  

To update the Date Sent field manually see Understanding Correspondence - How Correspondence Items are Created.