Purpose

Use this job to extract Communication Items

Find Applicant ID

This job is an alternative to the existing functionality accessed via ‘Generate Files & Download’ in CORW2000.

Use this job to generate large files, including PDFs, as a batch job. It is recommended that this job be run for the generation of large files as opposed to the immediate creation via CORW2000.

A zip file is created that contains each correspondence item as a separate file. The zip file created from this job will be written to the JBS_TMP_DIR directory. More information regarding the creation of these directories can be found in the JBS Install Guide Release Document.

These files are created in Item ID ascending order and when the job is run, only items with the Send Now indicator selected have their Sent Date updated.

The batch job can only be run in Scheduled mode. Errors will be logged.

Items that have been sent at a prior time and are included in this job, (i.e. Sent Date has at least one record) will have a new Re-Send date record created in the event that the ‘Send Now’ indicator is set.

This job also updates the method underlying the Send Now and Re-Send buttons (in CORW2000) to enable hardcopy items to be selected as current functionality does for non-hard copy items.

See Send Approved Communications Items (CORJ5000)

See Understanding Correspondence - How Correspondence Items are Created.

See Maintaining Correspondence Types (CORF2110).

See Register Correspondence Item (CORF2310).

Note

This job is not designed to utilise the standard Job Scheduler output functionality. Consequently, Callista recommends that no job output records be created for the job JBSF4110. Records created here can lead to errors being displayed in the job run log and the standard error log.

Performance Considerations

Communication Items that are created with a content of PDF or RTF require the use of the 3rd party Apache FOP software to perform the transformation to the required file format.
Different sized PDF and RTF templates and the number of items selected, can seriously impact the time required to extract the Communication Items and this should be taken into account when running CORJ5050.

To avoid long running instances of the CORJ5050 job, Callista recommends that each institution performs their own testing on generating and downloading different file sizes and volume of items.

For example

If 2,500 AHEG statements are required, smaller groups of graduands could be created via several runs of GRDJ6300 - Graduation Statement Job, then CORJ5050 can be run with the relevant Communication Type and Request Job Run ID to reduce the amount of files that will be created at once.

JBSF5210 - Maintain Request Details could then be used to queue up several instances of the CORJ5050 job to extract the files over several runs in the same request.

Additional controls can be utilised via Dynamic Person ID groups to further lower the number processed in a single job run.

This job is accessed from the main menu.

Extract Communication Items block

Parameters tab

• Log Creation Date
• Communication Type
• Communication Items Job Run ID
• Person ID, or
• Person ID Group, or
• Applicant ID
• Communication Items Issue Date From/To
• Only include Approved Items
• Send Items Now
• Set Send Date

You can specify either a Log Creation Date OR a combination of the remaining parameters.

For Person ID, Person ID Group and Applicant ID: one and only one of these must be specified.

Only Include Approved Items

1. If this indicator is not set, and the item requires approval but hasn’t been approved, then the following will happen:
   The file will still be generated and downloaded.
2. The existing send process validation will still check if the file has been approved (if required).
3. If that validation fails, the sent date will be set and the sending error field updated.
4. The job will log an error to the error log for the job run and will not remove the file.

Set Send Date

This field should only be enabled if the ‘Send Items Now:’ checkbox is selected.  If the checkbox is not checked, this field should be disabled and the date removed.