Campus Solutions Business Process Guide
CAMPUS COMMUNITY
Email CommGen Setup
Process Overview
This business process guide will walk you through creation of a general email communication.
Note: CommGen should only be configured in the production environment. Although it is encouraged that a user practice their setup in a lower
environment, this configuration cannot be migrated due to record sequencing that occurs upon setup. Please contact your BA for assistance if needed.
Access and Security Requirements
Required Role: UTZ_CS_CC_3C_USER
Recommended Browser: Chrome
Microsoft Word: With the BI Publisher Add-On
Summary of Steps
1. Communication Data Source
2. Email Template
3.Report Definition
4. Letter Code
5. Context
6. Category
7. 3C Group
8. 3C Security
9. Speed Key Table
10. User Defaults
11. Event Definition
12. Event Group
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1. Communication Data Source
Campus Solutions > Campus Community > Communications > Set up Communications > Communication Data Source
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Navigate to the Communication Data Source page.
Click the ‘Add a New Value’ tab.
Data Source Map ID: Two-character module code, Underscore, Three-character letter code
Take note of the three-character letter code created here, as it will be used through configuration. Also, verify that the three-character code is
not already being used. Contact your BA if you need assistance deciding on a unique code.
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Click ‘Add’
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Description: Enter something that easily identifies the letter.
Owner ID: Campus Community
Administrative Function: GEN
Custom Extract Data: Leave Blank
If specialized fields (beyond name/address/email) are needed in the communication, either a specialized administrative function or a custom
query would be attached at this point. This is an advanced CommGen setup. Please contact your BA for assistance.
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Click ‘Register Data Source’
Don’t Navigate Away…
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After registering the data source, a new link will appear. This link will allow you to download sample XML data which
can be used with the Microsoft Word, BI Publisher add-on.
Note: This method is using the Google Chrome browser. Methods of downloading XML may vary slightly with other browsers.
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Open Sample Data: Click ‘View/Download Sample Data File’
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Save XML: You should now see a long document containing XML code. Somewhere in the white space, right
click and select “Save As”
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Download XML to Your Computer: Verify that the file type is an ‘XML Document’. Save somewhere on your
local computer where you will be able to find it later.
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2. Email Template
Campus Solutions > Reporting Tools > BI Publisher > Report Definition
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Open Microsoft Word and Navigate to the BI Publisher tab.
Sample XML: Click the ‘Sample XML’ icon to import the file saved in step 1.
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Insert Student Name: Click on the ‘123 Field’ icon.
Search for the ‘FIRST_NAME’ field and click insert.
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Continue Composing Email by adding additional text and fields.
When Complete, Save as a Rich Text Document
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3. Report Definition
Campus Solutions > Reporting Tools > BI Publisher > Report Definition
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Navigate to the ‘Report Definition’ page / ‘Add a New Value’ tab.
Report Name: Two-character module code, Underscore, Three-character letter code
Data Source Type: XML Doc Object
Data Source ID: Two-character module code, Underscore, Three-character letter code (created in step 1)
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Definition Tab
o Report Description: Same as Description Used in Step 1
o Report Status: Active
o Report Category ID: ALLUSER
o Owner ID: PeopleTools
o Template Type: RTF
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Template Tab
o Description: Use same description as used in previous steps.
o Language Code: English
o Channel: Email
CRITICAL STEP: Email will not work if channel is not specified.
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Effective Date: 01/01/1901
Status: Active
Use the Upload Button to browse your computer and find the .RTF document created in the previous
step.
Output Tab
o Format Type: HTML
o SAVE
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4. Letter Code
Campus Solutions > Campus Community > Communications > Set up Communications > Standard Letter Table CS
 Navigate to the Standard Letter Table CS Page
 Add a New Value
 Letter Code: Use the same three-character letter code as created in step one.
Description: Use same description as used in previous steps.
Short Description: Use 3 Character letter code.
Function: General
Applicable to: Persons
Letter Type: Softcopy
Define Comm Gen Parameters: Check This Box
Template Selection: Click on the blue ‘Report Name’ link and choose the report definition created in
the previous step.
 SAVE
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5. Context
Campus Solutions > Campus Community > Communications > Set up Communications > Communication Context Table
 Navigate to the Communication Context Table
 Search for ‘GEN’
 Add a row and add your new letter code.
 Save
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6. Category
Campus Solutions > Campus Community > Communications > Set up Communications > Communication Category Table
 Navigate to the Communication Category Table
 Search for ‘Gen’
No further setup required at this point. The ‘GEN’ category has already been created. This step is just for
documentation and illustration of how each piece of setup connects together.
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7. 3C Group
Campus Solutions > Campus Community > Communications > Set up Communications > Communication 3C Groups
In this step, access to the ‘GEN’ communication category is given to the appropriate departments. If when you access this page, the
desired department/group is already added, then no further setup is required at this point. Move to the next step.
Also please note: Because the ‘GEN’ category is used generally across modules, it is ok to have more than one department assigned at
this level.
 Navigate to the Communication 3C Groups page
 Search for ‘GEN’
 Use the ‘Add’ button to add a row.
 Use the search glass to find the desired group/department.
 Save
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8. SACR 3C Security
Campus Solutions > Set Up SACR > Security > Secure Student Administration > User ID > 3C Group Security
This step is needed for the user to continue configuration, but it is also necessary to add this security to each user that
will be responsible for managing this email communication.
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Navigate to the Setup SACR 3C Group Security page.
Search for your own EMPLID (you are adding security to yourself at this point)
Verify that the Group/Department from the previous step is added to your profile here.
Save
 Inquiry / Update / Delete: All boxes should be checked for the user configuring the communication.
Functional users most likely will only require Inquiry/Update which allows them to view, add and update letters. Discuss this
decision with your ISA if unsure.
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9. Speed Key Table
Campus Solutions > Campus Community > Communications > Set up Communications > Communication Speed Key Table
 Navigate to the Communication Speed Key Table page.
 Search for ‘GEN’
 Add a row and fill in all information for your new email communication.
o Comm Key: Three-character letter code created in step 1.
o Description: Same as used in all previous steps.
o Short Description: Three-character letter code, created in step 1.
o Category: GEN
o Context: GEN
o Method: E
o Direction: OUT
o Letter Code: Three-character letter code created in step 1.
 Save
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10. User Defaults
Campus Solutions > Set Up SACR > User Defaults > Communication Speed Keys (tab)
Each user must complete this step themselves.
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Navigate to the User Defaults page, Communication Speed Keys tab.
Add a row for the ‘GEN’ administrative function, if it doesn’t already exist.
Add A row for the new communication key.
Save
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11. Event Definition
Campus Solutions > Campus Community > 3C Engine > Set Up 3C Engine > Event Definition
 Navigate to the Event Definition page, Add A New Value tab
 Event ID: Use the same 5-character code created in step 1.
 Add
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Effective Date: 01/01/1901
Status: Active
Description: Same as used in all previous steps.
Short Description: 5 Character code created in step 1.
Function: GEN
Comm Key: 3 Character Letter code, same as used throughout setup.
Save
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12. Event Group
Campus Solutions > Campus Community > 3C Engine > Set Up 3C Engine > Event 3C Groups
This setup grants users in these groups to run the event, and assign the communications in batch.
 Navigate to Event 3C Groups page.
 Search for your Event ID (create in previous step)
 As we did with the previous letter code, add the appropriate department/group
 Save
Note: Not covered in this configuration guide is creation of a pop-select for the 3C event. If a pop-select
query is needed, please submit a service now request and/or contact your BA.
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