Communications Management

User Guide

Copyright (c) 2001 Jenzabar, Inc. All rights reserved. You may print any part or the whole of this documentation to support installations of Jenzabar software. Where the documentation is available in an electronic format such as PDF or online help, you may store copies with your Jenzabar software. You may also modify the documentation to reflect your institution's usage and standards. Permission to print, store, or modify copies in no way affects ownership of the documentation; however, Jenzabar, Inc. assumes no responsibility for any changes you make. Filename: ugcommgt Distribution date: 07/25/2001 Contact us at www.jenzabar.com

Jenzabar CX and QuickMate are trademarks of Jenzabar, Inc. INFORMIX, PERFORM, and ACE are registered trademarks of the IBM Corporation Impromptu, PowerPlay, Scenario, and Cognos are registered trademarks of the Cognos Corporation UNIX is a registered trademark in the USA and other countries, licensed exclusively through X/Open Company Limited Windows is a registered trademark of the Microsoft Corporation All other brand and product names are trademarks of their respective companies

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JENZABAR, INC. COMMUNICATIONS MANAGEMENT USER GUIDE

TABLE OF CONTENTS

SECTION 1 - GETTING STARTED.............................................................................................................. 1 Overview..................................................................................................................................................... 1

Introduction............................................................................................................................................. 1 Product Differences ................................................................................................................................ 1 Purpose of This Guide............................................................................................................................ 1 Intended Audience.................................................................................................................................. 1 Learning Objectives................................................................................................................................ 1 How to Use This Guide........................................................................................................................... 1 Structure of Jenzabar User Guides ........................................................................................................ 2

Other Information Resources ..................................................................................................................... 3 Introduction............................................................................................................................................. 3 Resource List.......................................................................................................................................... 3 Menus and Menu Options ...................................................................................................................... 3

Before You Begin Communications Management ..................................................................................... 4 Introduction............................................................................................................................................. 4 Purpose of Communications Management ............................................................................................ 4 Prerequisite Tasks.................................................................................................................................. 4 Background Knowledge.......................................................................................................................... 4 Communications Management Reports ................................................................................................. 5 Communications Management Process ................................................................................................ 5

Conventions Used in This Guide................................................................................................................ 6 Introduction............................................................................................................................................. 6 Style Conventions................................................................................................................................... 6 Jenzabar-Specific Terms........................................................................................................................ 6 Keystrokes.............................................................................................................................................. 7 Capitalized Words .................................................................................................................................. 7

SECTION 2 - USING THE COMMUNICATIONS MANAGEMENT SCREENS ........................................... 9 Overview..................................................................................................................................................... 9

Introduction............................................................................................................................................. 9 Screen Differences ................................................................................................................................. 9 Organization ........................................................................................................................................... 9 Screen Access...................................................................................................................................... 11 Commands in This Section................................................................................................................... 11 General Screen Commands................................................................................................................. 11

Accomplishment Notices Screen.............................................................................................................. 13 Purpose ................................................................................................................................................ 13 Access .................................................................................................................................................. 13 For More Information ............................................................................................................................ 13 Example................................................................................................................................................ 13 Fields .................................................................................................................................................... 13 Commands ........................................................................................................................................... 14

Add Chapter Records Screen .................................................................................................................. 15 Purpose ................................................................................................................................................ 15 Access .................................................................................................................................................. 15 For More Information ............................................................................................................................ 15 Example................................................................................................................................................ 15 Fields .................................................................................................................................................... 15 Commands ........................................................................................................................................... 16

Add Constituent Contacts by User Parameters Screen........................................................................... 17

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Purpose ................................................................................................................................................ 17 Access .................................................................................................................................................. 17 Example................................................................................................................................................ 17 Fields .................................................................................................................................................... 17 Commands ........................................................................................................................................... 19

Addressing Parameters Window.............................................................................................................. 20 Purpose ................................................................................................................................................ 20 Processes That Use the Screen........................................................................................................... 20 Access .................................................................................................................................................. 20 Example................................................................................................................................................ 20 Fields .................................................................................................................................................... 21 Commands ........................................................................................................................................... 21

Contact Batch Entry Screen ..................................................................................................................... 23 Purpose ................................................................................................................................................ 23 Access .................................................................................................................................................. 23 For More Information ............................................................................................................................ 23 Example................................................................................................................................................ 23 Fields .................................................................................................................................................... 23 Commands ........................................................................................................................................... 24

Contact Batch Entry Screen (ID List Window) ......................................................................................... 25 Purpose ................................................................................................................................................ 25 Access .................................................................................................................................................. 25 For More Information ............................................................................................................................ 25 Example................................................................................................................................................ 25 Fields .................................................................................................................................................... 25 Commands ........................................................................................................................................... 26

Contact Table Screen............................................................................................................................... 28 Purpose ................................................................................................................................................ 28 Access .................................................................................................................................................. 28 Example................................................................................................................................................ 28 Fields .................................................................................................................................................... 28 Commands ........................................................................................................................................... 30

Contacts Window...................................................................................................................................... 32 Purpose ................................................................................................................................................ 32 Access .................................................................................................................................................. 32 For More Information ............................................................................................................................ 32 Example................................................................................................................................................ 32 Fields .................................................................................................................................................... 32 Commands ........................................................................................................................................... 33

Create Acknowledge Letters Screen........................................................................................................ 35 Purpose ................................................................................................................................................ 35 Access .................................................................................................................................................. 35 For More Information ............................................................................................................................ 35 Example................................................................................................................................................ 35 Fields .................................................................................................................................................... 35 Commands ........................................................................................................................................... 36

Create Admissions Letters Screen........................................................................................................... 37 Purpose ................................................................................................................................................ 37 Access .................................................................................................................................................. 37 For More Information ............................................................................................................................ 37 Example................................................................................................................................................ 37 Fields .................................................................................................................................................... 37 Commands ........................................................................................................................................... 38

Create All Letters/Labels Screen.............................................................................................................. 39 Purpose ................................................................................................................................................ 39 Access .................................................................................................................................................. 39

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For More Information ............................................................................................................................ 39 Example................................................................................................................................................ 39 Fields .................................................................................................................................................... 39

Create Alumni Letters Screen .................................................................................................................. 41 Purpose ................................................................................................................................................ 41 Access .................................................................................................................................................. 41 For More Information ............................................................................................................................ 41 Example................................................................................................................................................ 41 Fields .................................................................................................................................................... 41 Commands ........................................................................................................................................... 42

Create Development Letters Screen........................................................................................................ 43 Purpose ................................................................................................................................................ 43 Access .................................................................................................................................................. 43 For More Information ............................................................................................................................ 43 Example................................................................................................................................................ 43 Fields .................................................................................................................................................... 43 Commands ........................................................................................................................................... 44

Create Letters by Zip Screen ................................................................................................................... 45 Purpose ................................................................................................................................................ 45 Access .................................................................................................................................................. 45 For More Information ............................................................................................................................ 45 Example................................................................................................................................................ 45 Fields .................................................................................................................................................... 45 Commands ........................................................................................................................................... 46

Create Pledge Reminders Screen ........................................................................................................... 47 Purpose ................................................................................................................................................ 47 Access .................................................................................................................................................. 47 For More Information ............................................................................................................................ 47 Example................................................................................................................................................ 47 Fields .................................................................................................................................................... 48 Commands ........................................................................................................................................... 48

Create School Letters Screen .................................................................................................................. 49 Purpose ................................................................................................................................................ 49 Access .................................................................................................................................................. 49 For More Information ............................................................................................................................ 49 Example................................................................................................................................................ 49 Fields .................................................................................................................................................... 50 Commands ........................................................................................................................................... 51

Create Subscription Labels Screen.......................................................................................................... 52 Purpose ................................................................................................................................................ 52 Access .................................................................................................................................................. 52 For More Information ............................................................................................................................ 52 Example................................................................................................................................................ 52 Fields .................................................................................................................................................... 52 Commands ........................................................................................................................................... 53

Graduates Notices Screen ....................................................................................................................... 54 Purpose ................................................................................................................................................ 54 Access .................................................................................................................................................. 54 For More Information ............................................................................................................................ 54 Example................................................................................................................................................ 54 Fields .................................................................................................................................................... 54 Commands ........................................................................................................................................... 55

Individual Subscription Screen ................................................................................................................. 56 Purpose ................................................................................................................................................ 56 Access .................................................................................................................................................. 56 Example (First Screen)......................................................................................................................... 56

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Example (Second Screen).................................................................................................................... 56 Segments.............................................................................................................................................. 57 Fields on the Individual Subscription Segment .................................................................................... 57 Fields on the Subscription Segment..................................................................................................... 58 Commands ........................................................................................................................................... 58

Interactive Tickler Screen......................................................................................................................... 61 Purpose ................................................................................................................................................ 61 Access .................................................................................................................................................. 61 Example................................................................................................................................................ 61 Fields .................................................................................................................................................... 62 Commands ........................................................................................................................................... 63

Interactive Tickler Screen (Display Step Detail Mode)............................................................................. 65 Purpose ................................................................................................................................................ 65 Access .................................................................................................................................................. 65 Example................................................................................................................................................ 65 Segments.............................................................................................................................................. 66 Fields on the Header Segment............................................................................................................. 66 Fields on the Step Segment ................................................................................................................. 66 Fields on the Step Detail Segment....................................................................................................... 67 Commands ........................................................................................................................................... 68

Interactive Tickler Screen (Display Step Mode) ....................................................................................... 69 Purpose ................................................................................................................................................ 69 Access .................................................................................................................................................. 69 Example................................................................................................................................................ 69 Segments.............................................................................................................................................. 69 Fields on the Header Segment............................................................................................................. 70 Fields on the Step Segment ................................................................................................................. 70 Commands ........................................................................................................................................... 71

Interactive Tickler Screen (Edit Contact Mode)........................................................................................ 72 Purpose ................................................................................................................................................ 72 Access .................................................................................................................................................. 72 Example................................................................................................................................................ 72 Segments.............................................................................................................................................. 72 Fields on the Header Segment............................................................................................................. 73 Fields on the Contact Segment ............................................................................................................ 73 Commands ........................................................................................................................................... 74

Involvements Notices Screen................................................................................................................... 75 Purpose ................................................................................................................................................ 75 Access .................................................................................................................................................. 75 For More Information ............................................................................................................................ 75 Example................................................................................................................................................ 75 Fields .................................................................................................................................................... 75 Commands ........................................................................................................................................... 76

Label Parameters Window ....................................................................................................................... 77 Purpose ................................................................................................................................................ 77 Processes That Use the Screen........................................................................................................... 77 Access .................................................................................................................................................. 77 Example................................................................................................................................................ 77 Fields .................................................................................................................................................... 78 Commands ........................................................................................................................................... 78

Letters/Labels Due Report Screen........................................................................................................... 79 Purpose ................................................................................................................................................ 79 Access .................................................................................................................................................. 79 For More Information ............................................................................................................................ 79 Example................................................................................................................................................ 79 Fields .................................................................................................................................................... 79

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Commands ........................................................................................................................................... 80 Name/Address/Phone Screen.................................................................................................................. 81

Purpose ................................................................................................................................................ 81 Access .................................................................................................................................................. 81 Example................................................................................................................................................ 81 Segments.............................................................................................................................................. 81 Fields on the Name/Address/Phone Segment ..................................................................................... 82 Fields on the Contact Segment ............................................................................................................ 82 Fields on the Contact Comments Segment.......................................................................................... 83 Commands ........................................................................................................................................... 84

Output Parameters and Scheduling Window ........................................................................................... 86 Purpose ................................................................................................................................................ 86 Processes That Use the Screen........................................................................................................... 86 Access .................................................................................................................................................. 87 For More Information ............................................................................................................................ 87 Example................................................................................................................................................ 87 Fields .................................................................................................................................................... 87 Commands ........................................................................................................................................... 88

Pledge Acknowledgements Screen ......................................................................................................... 89 Purpose ................................................................................................................................................ 89 Access .................................................................................................................................................. 89 For More Information ............................................................................................................................ 89 Example................................................................................................................................................ 89 Fields .................................................................................................................................................... 89 Commands ........................................................................................................................................... 90

Premium Labels Screen ........................................................................................................................... 91 Purpose ................................................................................................................................................ 91 Access .................................................................................................................................................. 91 For More Information ............................................................................................................................ 91 Example................................................................................................................................................ 91 Fields .................................................................................................................................................... 91 Commands ........................................................................................................................................... 92

Print Admissions Letters Screens ............................................................................................................ 93 Purpose ................................................................................................................................................ 93 Access .................................................................................................................................................. 93 Example................................................................................................................................................ 93 Segments.............................................................................................................................................. 93 Fields .................................................................................................................................................... 94 Commands ........................................................................................................................................... 94

Print Alumni Letters Screens.................................................................................................................... 95 Purpose ................................................................................................................................................ 95 Access .................................................................................................................................................. 95 Example................................................................................................................................................ 95 Segments.............................................................................................................................................. 95 Fields .................................................................................................................................................... 96 Commands ........................................................................................................................................... 96

Print Letters and Labels Screen (Current Status Segment)..................................................................... 97 Purpose ................................................................................................................................................ 97 Access .................................................................................................................................................. 97 Example................................................................................................................................................ 97 Segments.............................................................................................................................................. 98 Fields on the File to Be Printed Segment............................................................................................. 98 Fields on the Current Status Segment ................................................................................................. 98 Commands ........................................................................................................................................... 98

Print Letters and Labels Screen (Files to Be Printed Segment) .............................................................. 99 Purpose ................................................................................................................................................ 99

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Access .................................................................................................................................................. 99 Example................................................................................................................................................ 99 Segments............................................................................................................................................ 100 Fields on the File to Be Printed Segment........................................................................................... 100 Fields on the Files to Be Printed Segment ......................................................................................... 100 Commands ......................................................................................................................................... 101

Print Letters and Labels Screen (Print Log Segment) ........................................................................... 102 Purpose .............................................................................................................................................. 102 Access ................................................................................................................................................ 102 Example.............................................................................................................................................. 102 Segments............................................................................................................................................ 103 Fields on the File to Be Printed Segment........................................................................................... 103 Fields on the Print Log Segment ........................................................................................................ 103 Commands ......................................................................................................................................... 103

Print Letters and Labels Screen (Subtypes to Be Printed Segment) ..................................................... 104 Purpose .............................................................................................................................................. 104 Access ................................................................................................................................................ 104 Example.............................................................................................................................................. 104 Segments............................................................................................................................................ 105 Fields on the File to Be Printed Segment........................................................................................... 105 Fields on the Subtypes to Be Printed Segment.................................................................................. 105 Commands ......................................................................................................................................... 105

Re-Run Contact Batch Entry Screen ..................................................................................................... 107 Purpose .............................................................................................................................................. 107 Access ................................................................................................................................................ 107 Example.............................................................................................................................................. 107 Fields .................................................................................................................................................. 107 Commands ......................................................................................................................................... 107

Schedule Tickler Review Screen............................................................................................................ 108 Purpose .............................................................................................................................................. 108 Access ................................................................................................................................................ 108 For More Information .......................................................................................................................... 108 Example.............................................................................................................................................. 108 Fields .................................................................................................................................................. 108 Commands ......................................................................................................................................... 108

Select by User Parameters Screen........................................................................................................ 109 Purpose .............................................................................................................................................. 109 Access ................................................................................................................................................ 109 For More Information .......................................................................................................................... 109 Example.............................................................................................................................................. 109 Fields .................................................................................................................................................. 110 Commands ......................................................................................................................................... 112

Subscription Report Screen ................................................................................................................... 113 Purpose .............................................................................................................................................. 113 Access ................................................................................................................................................ 113 For More Information .......................................................................................................................... 113 Example.............................................................................................................................................. 113 Fields .................................................................................................................................................. 113 Commands ......................................................................................................................................... 113

Subscription Table Screen ..................................................................................................................... 114 Purpose .............................................................................................................................................. 114 Access ................................................................................................................................................ 114 Example.............................................................................................................................................. 114 Fields .................................................................................................................................................. 114 Commands ......................................................................................................................................... 115

Subscriptions Report Screen.................................................................................................................. 117

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Purpose .............................................................................................................................................. 117 Access ................................................................................................................................................ 117 For More Information .......................................................................................................................... 117 Example.............................................................................................................................................. 117 Fields .................................................................................................................................................. 117 Commands ......................................................................................................................................... 118

Test ADR Screen.................................................................................................................................... 119 Purpose .............................................................................................................................................. 119 Access ................................................................................................................................................ 119 Example.............................................................................................................................................. 119 Fields .................................................................................................................................................. 119 Commands ......................................................................................................................................... 120

Tickler Structure Report Screen............................................................................................................. 122 Purpose .............................................................................................................................................. 122 Access ................................................................................................................................................ 122 For More Information .......................................................................................................................... 122 Example.............................................................................................................................................. 122 Fields .................................................................................................................................................. 122 Commands ......................................................................................................................................... 122

Tickler System Entry Screen .................................................................................................................. 123 Purpose .............................................................................................................................................. 123 Access ................................................................................................................................................ 123 Example.............................................................................................................................................. 123 Segments............................................................................................................................................ 123 Fields on the Header Segment........................................................................................................... 124 Fields on the Step Segment ............................................................................................................... 124 Commands ......................................................................................................................................... 125

Tickler System Entry Screen (Step-Contacts Window/Contacts Group) ............................................... 128 Purpose .............................................................................................................................................. 128 Access ................................................................................................................................................ 128 Example.............................................................................................................................................. 128 Fields .................................................................................................................................................. 129 Commands ......................................................................................................................................... 131

Tickler System Entry Screen (Step-Contacts Window/Objective Group) .............................................. 132 Purpose .............................................................................................................................................. 132 Access ................................................................................................................................................ 132 Example.............................................................................................................................................. 132 Fields .................................................................................................................................................. 133 Commands ......................................................................................................................................... 134

Tickler System Entry Screen (Step-Contacts Window/Requirements Group) ....................................... 135 Purpose .............................................................................................................................................. 135 Access ................................................................................................................................................ 135 Example.............................................................................................................................................. 135 Fields .................................................................................................................................................. 136 Commands ......................................................................................................................................... 137

Tickler System Entry Screen (Detail Window) ....................................................................................... 138 Purpose .............................................................................................................................................. 138 Access ................................................................................................................................................ 138 Example.............................................................................................................................................. 138 Segments............................................................................................................................................ 138 Fields on the Step Segment ............................................................................................................... 139 Fields on the Group Segment ............................................................................................................ 139 Commands ......................................................................................................................................... 140

Word Processing - File Cabinet Screen ................................................................................................. 141 Purpose .............................................................................................................................................. 141 Access ................................................................................................................................................ 141

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Example.............................................................................................................................................. 141 Fields .................................................................................................................................................. 141 Commands ......................................................................................................................................... 141

Word Processing - File Cabinet/Drawer Screen .................................................................................... 143 Purpose .............................................................................................................................................. 143 Access ................................................................................................................................................ 143 Example.............................................................................................................................................. 143 Fields .................................................................................................................................................. 143 Commands ......................................................................................................................................... 143

Word Processing Using vi Screen.......................................................................................................... 147 Purpose .............................................................................................................................................. 147 Access ................................................................................................................................................ 147 Example.............................................................................................................................................. 147 Fields .................................................................................................................................................. 147 Commands ......................................................................................................................................... 147

SECTION 3 - MERGE FORM LETTERS.................................................................................................. 149 Overview................................................................................................................................................. 149

Introduction......................................................................................................................................... 149 Before You Begin ............................................................................................................................... 149 Merge Form Letter Example - Microsoft Word for Windows .............................................................. 149 Merge Form Letter Example - WordPerfect ....................................................................................... 150 Merge Form Letter Example - WPVI .................................................................................................. 150

ACE Reports........................................................................................................................................... 152 Using ACE Reports to Customize Letters .......................................................................................... 152 Available ACE Reports ....................................................................................................................... 152 Creating ACE Reports ........................................................................................................................ 153

SECTION 4 - CREATING A LETTER IN WPVI ....................................................................................... 155 Overview................................................................................................................................................. 155

Introduction......................................................................................................................................... 155 WPVI Basics ....................................................................................................................................... 155 WPVI Defaults .................................................................................................................................... 155

Using the vi Editor .................................................................................................................................. 156 Introduction......................................................................................................................................... 156 vi Editor Commands ........................................................................................................................... 156 Basic Commands ............................................................................................................................... 156 Cursor Movement Commands ........................................................................................................... 157 Line Commands ................................................................................................................................. 157 Deletion Commands ........................................................................................................................... 157 Copy Commands................................................................................................................................ 158 Special Purpose Commands.............................................................................................................. 158 Inserting Conditional Text................................................................................................................... 159

Formatting With nroff .............................................................................................................................. 161 Introduction......................................................................................................................................... 161 nroff Commands ................................................................................................................................. 161 nroff Qualifiers .................................................................................................................................... 161 Commands for Horizontal Layout....................................................................................................... 161 Commands for Vertical Layout ........................................................................................................... 162 Basic Commands ............................................................................................................................... 162 Commonly Used Word Processing Macros ....................................................................................... 163

Creating a Merge Form Letter ................................................................................................................ 165 Before You Begin ............................................................................................................................... 165 How to Create a Merge Form Letter................................................................................................... 165

Formatting Labels................................................................................................................................... 167 How to Format Labels ........................................................................................................................ 167

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SECTION 5 - USING CONTACT RECORDS TO MANAGE LETTER PRODUCTION........................... 169 Overview................................................................................................................................................. 169

Introduction......................................................................................................................................... 169 Creating Contact Resources .................................................................................................................. 170

Introduction......................................................................................................................................... 170 How to Create Contact Resources..................................................................................................... 170

Creating Contact Records ...................................................................................................................... 172 Introduction......................................................................................................................................... 172 Creating Contact Records Using SQL................................................................................................ 172 How to Create Contact Records Using the Contacts Window........................................................... 172 How to Create Contact Records Using the Select by User Parameters Screen ............................... 173 How to Create Contact Records Using the Name/Address/Phone Screen ....................................... 174 How to Create a File of ID or Social Security Numbers to Use for Contact Batch Entry ................... 174 How to Create Contact Records Using the Contact Batch Entry Screen .......................................... 175

SECTION 6 - PRODUCING THE CONTACT ACTION REPORT............................................................ 177 Overview................................................................................................................................................. 177

Introduction......................................................................................................................................... 177 The Process ....................................................................................................................................... 177 Contact Action Report Example - Detailed Format ............................................................................ 177 Fields on the Contact Action Report - Detailed Format...................................................................... 178 Contact Action Report Example - Summary Format .......................................................................... 179 Fields on the Contact Action Report - Summary Format ................................................................... 180

Creating the Contact Action Report........................................................................................................ 182 How to Create the Contact Action Report .......................................................................................... 182

SECTION 7 - CREATING MERGE DATA FILES FOR WORD PROCESSING...................................... 183 Overview................................................................................................................................................. 183

Introduction......................................................................................................................................... 183 For More Information .......................................................................................................................... 183 The Process ....................................................................................................................................... 183 Merge Data File Example - Microsoft Word for Windows .................................................................. 184 Merge Data File Example - WordPerfect............................................................................................ 185

Creating and Using Merge Data Files .................................................................................................... 187 How to Create a Merge Data File for Word Processing..................................................................... 187 Transmitting the Merge Data File for Word Processing ..................................................................... 188 Special Considerations for Producing School Letters ........................................................................ 188

SECTION 8 - CREATING AND SENDING E-MAIL MESSAGES............................................................ 191 Overview................................................................................................................................................. 191

Introduction......................................................................................................................................... 191 The Process ....................................................................................................................................... 191 How to Set Up and Use E-mail Addresses ........................................................................................ 191 How to Test E-mail Addresses ........................................................................................................... 191 How to Create and Send Mail Merge E-mail Messages .................................................................... 192

SECTION 9 - PRINTING LETTERS USING JENZABAR CX.................................................................. 195 Overview................................................................................................................................................. 195

Introduction......................................................................................................................................... 195 Printing Letters ....................................................................................................................................... 196

How to Print Letters Using the Print Letters and Labels Screen........................................................ 196 SECTION 10 - USING THE TICKLER PROGRAM.................................................................................. 199

Overview................................................................................................................................................. 199 Introduction......................................................................................................................................... 199

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Before You Begin ............................................................................................................................... 200 Tickler Strategy Components ............................................................................................................. 200 Ticklers ............................................................................................................................................... 200 Tracks ................................................................................................................................................. 200 Steps................................................................................................................................................... 201 Shared Steps...................................................................................................................................... 201 Step Date Ranges .............................................................................................................................. 201 Levels Within Tickler Track Strategies ............................................................................................... 205 Interrupting Tickler Strategies ............................................................................................................ 206 Non-Reissuable Contacts................................................................................................................... 207

Tickler Strategy Process ........................................................................................................................ 208 Introduction......................................................................................................................................... 208 Review Strategy ................................................................................................................................. 208 Data Entry Prerequisites..................................................................................................................... 208 Identify Tracks .................................................................................................................................... 209 Set the Scheduling Parameters.......................................................................................................... 209 Identify Each Step .............................................................................................................................. 209 Identify Step Details............................................................................................................................ 209 Verify Data Entry................................................................................................................................. 209 Test Data Entry................................................................................................................................... 210

Entering a Tickler Strategy ..................................................................................................................... 211 How to Enter a Tickler Strategy Using the Tickler System Entry Screen........................................... 211 Entering Details about the Requirements, Contacts, or Objectives ................................................... 213 Deleting Steps .................................................................................................................................... 213

Using the Tickler Structure Report ......................................................................................................... 214 Introduction......................................................................................................................................... 214 Example of a Tickler Structure Report ............................................................................................... 214 How to Create the Tickler Structure Report ....................................................................................... 215

SECTION 11 - SYSTEM MESSAGES...................................................................................................... 217 Overview................................................................................................................................................. 217

Introduction......................................................................................................................................... 217 Four Types of Messages.................................................................................................................... 217 Descriptions of Message Types ......................................................................................................... 217 Electronic Mail Messages................................................................................................................... 218

Responding to Messages....................................................................................................................... 220 How to Respond ................................................................................................................................. 220

INDEX ....................................................................................................................................................... 221

Communications Management 1 Getting Started

SECTION 1 - GETTING STARTED

Overview

Introduction Communications Management is an application developed by Jenzabar, Inc. that allows you to manage communications, particularly written communications, using information in CX. This application allows you to produce timely and accurate correspondence with prospects, including students, financial aid applicants, donors, and others. The system can schedule correspondence for a group of prospects or for each prospect allowing you to send correspondence when the recipient needs it.

Using Communications Management, you can personalize any form letter to include information specific to the prospect, such as a nickname, hometown associations, organizational affiliations, etc. You can select from several addresses for a prospect based on the time of year, date, type of mailing, or recipient preference. You can use any information stored in the database in your letters.

CX uses a Contact table to maintain Contact resources. The Contact table defines the unique characteristics of each Contact resource. You can add Contact resources and create Contact records from several applications within CX (e.g., Recruiting/Admissions, Alumni, Development, Student Services, Financial Aid, etc.). You can also add Contact resources by using other system tools, including the Query Language for Informix (SQL Informers), or the CX Tickler tables.

Product Differences This guide contains information for using all features developed for the Communications Management module. Your institution may or may not have all the features discussed in this guide.

Purpose of This Guide This guide serves as a learning tool and a reference guide for adding, updating, and deleting Communications Management information.

Intended Audience This guide is for all users who create and print letters and labels. These users include the Jenzabar coordinator, administrative assistants, and operators.

Learning Objectives Using this guide, you will be able to:

• Create Contact resources and add them to prospects’ Contact records • Create form letters and labels • Generate merge data files • Merge the data with form letters • Print the letters and labels • Develop and enter a Tickler strategy

How to Use This Guide If you are not familiar with how your institution maintains its Communications Management information, read this guide for detailed information about how to use Communications Management screens and procedures.

Getting Started 2 Communications Management

If you are familiar with how your institution maintains this information and just need information in a particular area of CX, look through the Table of Contents or Index; then refer to the pages you need.

Structure of Jenzabar User Guides Jenzabar user guides contain the following sections:

• Section 1 - An overview of general information • Section 2 - A reference of the screens, fields, and commands for the application • Section 3 (and up) - Detailed procedures for using the application • Last Section - A reference of application error and warning messages • Index

Communications Management 3 Getting Started

Other Information Resources

Introduction This user guide contains information about the screens, options, and procedures that are specific to Communications Management. However, some of these may be used in other CX applications. Documentation for these common features appears in the manuals or guides to which they most specifically relate.

Resource List The following provides references to other CX documentation for certain functions, screens, and options that are not described in this user guide.

For more information about: See:

Communications Management tables and table maintenance

Communications Management Technical Manual

CX menus and menu options Getting Started User Guide Jenzabar universal commands:

Help ID-type Query Scroll Table Lookup

Getting Started User Guide

Detail windows Getting Started User Guide PERFORM screens:

Common commands General description Ring menus

Getting Started User Guide

Program screens: Common commands General description Toolbars

Getting Started User Guide

Query tools Getting Started User Guide QuickMate Installing QuickMate and QuickMate online

help Reporting tools Getting Started User Guide Terminology Master Glossary

Menus and Menu Options Menus are not illustrated in CX documentation because they may have been modified by your institution. For information about what menus you can access, as well as the menu options available from them, refer to the section Using the Menus in Getting Started User Guide.

Getting Started 4 Communications Management

Before You Begin Communications Management

Introduction This section provides the following:

• A checklist of information you need to know and tasks you need to perform before using Communications Management

• Background knowledge you must possess to use Communications Management • A summary of the Communications Management process

Purpose of Communications Management The primary purpose of Communications Management is to enable you to track and manage communications between your institution and prospects. Communications Management enables you to produce timely, personalized, and correct correspondence with prospective students, financial aid applicants, donors, and others.

Prerequisite Tasks Use the following checklist to ensure that you have reviewed all required tasks before you begin using Communications Management.

• Identify all correspondence that is sent to and received from prospects • Identify the timetable for all correspondence to be sent to and received from prospects

Background Knowledge This list describes the necessary background information that you should know.

Jenzabar CX Know how to use the following:

• CX menus • CX screen command lines, toolbars, ring menus, and comment lines • CX universal commands, including:

− Help − ID-type − Query − Detail − Table Lookup

Authorized personnel Know answers to the following questions:

• Who is authorized to add, delete, and update the Contact table? • Who is authorized to receive electronic mail messages relative to the Tickler review?

Important dates Know when the following occur:

• When all correspondence must be completed

Communications Management policies and procedures Know answers to the following questions:

• What information needs to be gathered from prospects? • Who are the other individuals or organizations from which you should gather

information? • Who is authorized to use other names (e.g., nicknames) in letters?

Communications Management 5 Getting Started

Communications Management Reports The Communications Management product contains reports to support its various functions. For example, the Contact Action report and the Tickler Structure report.

Because CX is table-driven, you can also produce reports containing the table values that your institution uses.

You can access and run reports from the CX menus to which they relate. For example, table reports appear on the Table Maintenance menu, the Contact Action report appears on the Communications Management menu, and the Tickler Structure report appears on the Tickler menu. A variety of other reports appears on the Reports menu.

The initial screen appearing when you select a report prompts you to enter any required parameters for producing it. For example, to produce the Contact Action report, on the Letters/Labels Due Report screen, you:

1. Select the tickler that identifies the correct prospects and Contact resources to process.

2. Enter the due date for the Contact resource(s) used to select letters and labels that are ready to be printed.

3. Enter the appropriate code to print the report in summary or detail format.

Jenzabar CX also provides two report writers that you can use to produce customized reports for your institution. ACE and IQ can help you display and format the information you need for both formal and ad hoc reporting. Depending on the program you use to create additional reports, you can find these in the Utility Menu (for SQL Informers) or Word Processing (for ACE reports).

Communications Management Process This list describes the overall process involved in using Communications Management.

Note: The process shown below is an example and is not intended as policy guidance. Your institution's Communications Management process may vary.

1. Prepare and format letters.

2. Enter and maintain prospect information including address data.

3. Enter Contact resource codes in the Contact table.

4. Associate the individual Contact resource codes with letters scheduled to be sent to prospects.

5. Establish your letter production schedule in the Tickler System Entry program.

6. Use the Tickler program to automatically produce letters as you need them.

7. Merge your letters.

8. Print and mail your letters.

Getting Started 6 Communications Management

Conventions Used in This Guide

Introduction Jenzabar has established a set of conventions to help you use this guide. The following list of conventions is not exhaustive, but it includes the more frequently used styles and terms.

Style Conventions Jenzabar guides observe the following style conventions:

Boldface type Represents text that you type into the system (e.g., Type UNDG.), command names (e.g., Finish), or keys you use to execute a command or function (e.g., <Enter>).

Bulleted list Show items not ranked or without a sequential performance.

CAUTION: Indicates a caution or warning of a potential risk or condition.

<Enter> Represents the Enter, Return, Line Feed, or ↵ key on your keyboard.

Italic type Is used in any of these ways:

• To represent a new or key term • To add emphasis to a word • To cross-reference a section of text • To represent a variable for which you substitute another variable (e.g., substitute

filename with an appropriate filename)

<Key name> Represents a key that you must press.

Note: Indicates a note, tip, hint, or additional information.

Numbered lists Show ranking of items or sequence of performance.

Quotation marks Represent information written in this guide exactly as it appears on the screen (e.g., The message, "Now Running..." appears.).

Jenzabar-Specific Terms Some terms used in this guide may be unfamiliar to you, either because they are terms you have not used before or because Jenzabar as assigned a slightly different meaning to a familiar term. The following list identifies and explains the most common Jenzabar-specific terms:

ADR A CX program that formats a name/address label or salutation based on a variety of parameters.

Application One or more software programs that enable you to perform a particular procedure, such as entering information.

Contact record

Communications Management 7 Getting Started

A record identifying the recipient(s) of a form of communication (e.g., a letter or telephone call) and the characteristics of that form (e.g., incoming or outgoing).

Contact resource A code identifying a specific form a communication (e.g., a letter or telephone call) between your institution and prospects.

Data Specific information you enter into fields on a particular data entry screen.

F key Any of the function keys located on your keyboard (e.g., <F1>).

Hot key The capitalized and highlighted letter of a command on a command line, menu bar, or ring menu.

ID record The record identifying an individual. This record provides name, address, and personal information for the individual.

Parameter A variable in the system that you can give a constant value for a specific application (e.g., a date can be a parameter for producing a report).

Prospect Any individual with whom you are communicating. This individual could be a prospective student, donor, financial aid applicant, etc.

Select To execute a command by any of the following actions:

• Performing the keystrokes • Pressing the hot key • Highlighting the command or option and pressing <Enter> • Clicking on the icon or button with the mouse

System The Jenzabar product, CX.

Keystrokes When you see two keys separated by a dash (e.g., <Ctrl-c>), hold down the first key (<Ctrl>) while pressing the second (<c>).

Capitalized Words In Jenzabar guides, the first letter of each word in a command, option, field name, or menu or screen title is capitalized to set those terms apart from regular text.

Communications Management 9 Screens

SECTION 2 - USING THE COMMUNICATIONS MANAGEMENT SCREENS

Overview

Introduction The purpose of this section is to show each screen you use in Communications Management and to provide explanations for each of the fields on those screens. This section also provides a quick reference of the commands and options you use to perform procedures in Communications Management. These include, for example, such major procedures as creating a Contact resource. They also include more simple but very important procedures such as producing a Tickler Structure report.

Refer to this section when you have questions about a specific field, command, or when you are completing the procedures in this guide.

Screen Differences The screens and windows in this section represent those contained in the Jenzabar standard product in GUI format. If your institution changes these screens and windows to meet its specific needs, then your screens and windows will look different from those shown in this section. Your screens will also look different if you use CX in character-based format.

Note that all fields on the sample screens are standard length, and that your institution may use values with different length fields.

Organization The screens, field names, and commands appear in alphabetical order in this section, unless otherwise noted. However, since many of the screens in Communications Management relate to different applications, the following is a list of the screens by application.

Alumni Association • Accomplishment Notices screen • Add Chapter Records screen • Contact Batch Entry screen • Contact Table screen • Contacts window • Create Alumni Letters screen • Create Letters by Zip screen • Create Subscription Labels screen • Detail windows • Graduates Notices screen • Individual Subscription screen • Interactive Tickler screen • Involvements Notices screen • Letters/Labels Due Report screen • Print Alumni Letters screen • Print Letters and Labels screen • Re-Run Contact Batch Entry screen • Schedule Tickler Review screen • Subscription Report screen • Subscription Table screen • Subscriptions Report screen

Screens 10 Communications Management

• Tickler Structure Report screen • Tickler System Entry screen

Development • Accomplishment Notices screen • Add Constituent Contacts by User Parameters screen • Contact Batch Entry screen • Contact Table screen • Contacts window • Create Acknowledge Letters screen • Create Development Letters screen • Create Pledge Reminders screen • Create Subscription Labels screen • Detail windows • Graduates Notices screen • Individual Subscription screen • Interactive Tickler screen • Involvements Notices screen • Letters/Labels Due Report screen • Pledge Acknowledgements screen • Premium Labels screen • Print Letters and Labels screen • Re-Run Contact Batch Entry screen • Schedule Tickler Review screen • Subscription Report screen • Subscription Table screen • Subscriptions Report screen • Tickler Structure Report screen • Tickler System Entry screen

Public Relations • Accomplishment Notices screen • Contact Table screen • Contacts window • Create Alumni Letters screen • Create Letters by Zip screen • Create Subscription Labels screen • Detail windows • Graduates Notices screen • Individual Subscription screen • Interactive Tickler screen • Involvements Notices screen • Letters/Labels Due Report screen • Print Letters and Labels screen • Schedule Tickler Review screen • Subscription Report screen • Subscription Table screen • Subscriptions Report screen • Tickler Structure Report screen • Tickler System Entry screen

Recruiting/Admissions • Admission Status/Contact screen • Contact Batch Entry screen

Communications Management 11 Screens

• Contact Table screen • Contacts window • Create Admissions Letters screen • Create All Letters/Labels screen • Detail windows • Interactive Tickler screen • Letters/Labels Due Report screen • Print Admissions Letters screen • Re-Run Contact Batch Entry screen • Schedule Tickler Review screen • Select by User Parameters screen • Tickler Structure Report screen • Tickler System Entry screen

In addition, some Communications Management processes result in other windows. These may include any or all of the following three windows. For more information about these windows and a list of processes that use them, see the appropriate pages in this section.

• Addressing Parameters window • Label Parameters window • Output Parameters and Scheduling window

Screen Access The access to screen information in this guide presumes you are starting at the main menu for the application in which you are working.

Commands in This Section The commands on the CX screens can change, depending on procedures that you perform or commands that you have previously selected. For example, Query mode and Update mode display different commands. This guide describes all the commands associated with a screen. Remember, you can use a specific command only when it appears on the current command line, menu bar, ring menu, or toolbar.

This section explains the commands associated with Communications Management, except for the following universal program commands: ID-type, Query, and Table Lookup. For complete details about these universal program commands, see the Jenzabar guide Getting Started User Guide.

General Screen Commands The commands you can use on many program screens are described below. Note that on the GUI-format screens you can access the commands in any of the following ways:

• Pressing the corresponding keys on your keyboard • Clicking on the icons or buttons on the toolbar or command line • Selecting Commands from the menu bar and then selecting the desired command from the

list that appears

Cancel Does one or all of the following without saving any of the field entries you have made:

• Backs out of the current command • Returns to the previous command • Exits from the current screen

Finish Saves your field entries when you have completed your work and want to continue.

Help

Screens 12 Communications Management

Displays help information about the associated screen or process.

Communications Management 13 Screens

Accomplishment Notices Screen

Purpose The Accomplishment Notices screen enables you to create letters for prospects who have the accomplishment in the session and year you specify. The Letter resource used to create the high school letter is assumed to be ACCOMPHS. The Letter resource used to create the newspaper letter is assumed to be ACCOMPNS. You can find these resources in the Letters drawer of the Publicity file cabinet in WPVI.

Note: This process does not use Contact records to create letters. Consequently, the system maintains no history of this process. You can print the letters later by running the Print Letters and Labels process.

Access Access the Accomplishment Notices screen by selecting the menu option Communications Management, then selecting the menu option Accomplishment Notices.

For More Information The Accomplishment Notices process results in an Addressing Parameters window, a Label Parameters window, and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Accomplishment Notices screen.

Fields The following is a list of fields and their descriptions that appear on the Accomplishment Notices screen.

Screens 14 Communications Management

Accomplishment A code identifying the specific accomplishment (e.g., DEAN for those on the Dean’s List). Use Table Lookup for a list of valid codes.

Date The date to be expanded and printed on all the letters in the format mm/dd/yyyy. Defaults to the current date.

Format The type of output desired. Valid types are:

� stdlps (creates output needed for standard CX letter production using LPS) � wordp (creates output needed for merge into the WordPerfect word processing

application) � rtf (creates output needed for merge into the Microsoft Word word processing

application)

Letter The name of the resource or contact that produces your accomplishment notices.

Letters/Labels/Both/None A code identifying the desired output. Valid codes are:

• BOTH (Creates letters, envelopes, and labels) • LABELS (Creates labels only) • LETTERS (Creates letters and envelopes only) • NONE (Creates no output)

Note: Generally, you do not use the code NONE.

Runcode The ADR run code assigned to the accomplishment (e.g., SINGLEI for an informal address such as Dear John or SINGLE for a formal address such as Dear Mr. Jones). Use Table Lookup for a list of valid codes.

Session The session in which the prospect(s) achieved the accomplishment (e.g., FA for the fall session). Use Table Lookup for a list of valid values.

Year The year in which the prospect(s) achieved the accomplishment in the format yyyy (e.g., 1995). Use Table Lookup for a list of valid values.

Commands The following is a list of the commands that appear on the Accomplishment Notices screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 15 Screens

Add Chapter Records Screen

Purpose The Add Chapter Records screen enables you to add Tickler records for alumni associated with the chapter you specify. The system automatically sets the completion date on the record to the date of the visit you specify.

Access Access the Add Chapter Records screen by selecting the menu option Communications Management, then selecting the menu option Add Chapter Records.

For More Information The Add Chapter Records process results in an Output Parameters and Scheduling window. For more information about this window, see Output Parameters and Scheduling Window in this section.

Example Following is an example of the Add Chapter Records screen.

Fields The following is a list of fields and their descriptions that appear on the Add Chapter Records screen.

Date The date of the visit to the chapter in the format mm/dd/yyyy. Defaults to the current date.

Chapter

Screens 16 Communications Management

The ID number of the chapter to be visited. The alumni associated with this chapter will have Tickler records added.

Commands The following is a list of the commands that appear on the Add Chapter Records screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 17 Screens

Add Constituent Contacts by User Parameters Screen

Purpose The Add Constituent Contacts by User Parameters screen enables you to create a Contact record for all donors who match the parameters you specify. The more parameters you specify, the narrower the search.

Access Access the Add Constituent Contacts by User Parameters screen by selecting the menu option Communications Management, then selecting the menu option Contacts by User Parameters.

Example Following is an example of the Add Constituent Contacts by User Parameters screen.

Fields The following is a list of fields and their descriptions that appear on the Add Constituent Contacts by User Parameters screen.

Alumni A code indicating if you want to include alumni (Y) or not (N).

Begin Class Year The minimum alumni class year or zero (0) to include all years.

Beginning Zip Code The beginning zip code or 00000-0000 for no restrictions. Use Table Lookup for a list of valid values.

Contact Already Received

Screens 18 Communications Management

A Contact resource that the donor(s) has received. Leave blank for no restrictions. Use Table Lookup for a list of valid codes.

Country The country of the permanent address appearing in the search group’s records. Use Table Lookup for a list of valid values.

County The county of the permanent address appearing in the search group’s records. Use Table Lookup for a list of valid values.

Donor Total Beg Date The beginning date of donor totals for selecting on yearly giving in the format mm/dd/yyyy.

Donor Total Type A code identifying the donor type used to determine yearly giving (e.g., AF to include those giving to your annual fund). Use Table Lookup for a list of valid codes.

Due Date The due date for the Contact resource being added in the format mm/dd/yyyy. Defaults to the current date.

End Class Year The maximum alumni class year or zero (0) to include all years.

Ending Zip Code The ending zip code or 99999-9999 for no restrictions. Use Table Lookup for a list of valid values.

Exclude Constituent (both fields) A code identifying up to two specific constituent groups to be excluded (e.g., BUS/CORP to exclude all businesses and corporations). Use Table Lookup for a list of valid codes.

Giving Club 1 A code identifying a specific giving club (e.g., FACU for the faculty giving club). Leave blank to include all giving clubs. Use Table Lookup for a list of valid codes.

Giving Club 2 A code identifying a specific giving club (e.g., FRIE for Friends of College giving club). Leave blank to include all giving clubs. Use Table Lookup for a list of valid codes.

Include Constituent (both fields) A code identifying up to two specific constituent groups to be included (e.g., ALUMNI to include all graduates of your institution). Use Table Lookup for a list of valid codes or leave blank for no restrictions.

Involvement 1 A code identifying a specific involvement (e.g., BASE for those on the baseball team). Use Table Lookup for a list of valid codes or leave blank for no restrictions.

Involvement 2 A code identifying a specific involvement (e.g., DEB for those in the debate society). Use Table Lookup for a list of valid codes or leave blank for no restrictions.

Max Giving for Year The maximum yearly giving of the search group based on the date entered in the Donor Total Beg Date field and the code entered in the Donor Total Type field.

Max Lifetime Giving The maximum lifetime giving of the search group.

Min Giving for Year

Communications Management 19 Screens

The minimum yearly giving of the search group based on the date entered in the Donor Total Beg Date field and the code entered in the Donor Total Type field.

Min Lifetime Giving The minimum lifetime giving of the search group.

Resource The Contact resource to be added to all records matching the specified parameters (e.g., ACK for an acknowledgement letter). Use Table Lookup for a list of valid codes.

State The two-letter abbreviation of the state you want to search. Use Table Lookup for a list of valid values.

Tickler A code identifying the tickler to which the Contact resource is associated. The following codes are standard. Your institution can create additional codes to meet its needs. Use Table Lookup for a list of valid codes.

• ADM (Recruiting/Admissions) • ADMG (Graduate Admissions) • ALPR (Alumni Association or Public Relations) • DEV (Development)

Commands The following is a list of the commands that appear on the Add Constituent Contacts by User Parameters screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Screens 20 Communications Management

Addressing Parameters Window

Purpose Many of the processes relating to Communications Management result in an Addressing Parameters window. This window enables you to specify certain parameters for addressing letters.

Processes That Use the Screen The following is a list by application of the processes relating to Communications Management that result in an Addressing Parameters window:

Alumni Association • Accomplishment Notices • Create Alumni Letters • Create Letters by Zip • Create Subscription Labels • Graduates Notices • Involvements Notices

Development • Accomplishment Notices • Create Acknowledge Letters • Create Development Letters • Create Pledge Reminders • Create Subscription Labels • Graduates Notices • Involvements Notices • Pledge Acknowledgements • Premium Labels

Public Relations • Accomplishment Notices • Create Alumni Letters • Create Letters by Zip • Create Subscription Labels • Graduates Notices • Involvements Notices

Recruiting/Admissions • Create Admissions Letters

Access The Addressing Parameters window automatically appears on the screen for specific processes. The window appears when you have completed your data entry or selection and want to continue by selecting Finish.

Example Following is an example of the Addressing Parameters window. In this example, it appears on the Accomplishment Notices screen.

Communications Management 21 Screens

Fields The following is a list of fields and their descriptions that appear on the Addressing Parameters window.

ID# Used to Select Individual Records Identifies the ID number of the employee designated as having exclusive permission to use another name on an address label or in the salutation of a letter (e.g., a counselor who uses the prospect’s nickname). Leave as zero (0) if you do not enter another ID number.

Include Deceased Individuals A code identifying if you want to include deceased individuals in the output (Y) or not (N).

Include Incorrect Addresses A code indicating if you want to include incorrect addresses in the output (Y) or not (N).

Join Records A code indicating if you want to join records (Y) or not (N), only if the system selects both records.

Note: If you enter Y and the system selects two records that can be joined (e.g., a husband and wife who are both alumni of your institution), the system produces only one letter to be sent to both.

Commands The following is a list of the commands that appear on the screen command line and their purposes. You select one of these commands after you enter data into the fields on the Addressing Parameters window.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish

Screens 22 Communications Management

Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 23 Screens

Contact Batch Entry Screen

Purpose The Contact Batch Entry screen enables you to enter a list of ID or social security numbers for which you are creating Contact records. You can create Contact records for a group of prospects for whom you create a file containing their ID or social security numbers in your home directory. You can also create Contact records for a group of prospects by listing their ID or social security numbers one at a time in the ID List window.

Access Access the Contact Batch Entry screen by selecting the menu option Communications Management, then selecting the menu option Contact Batch Entry.

For More Information For more information about creating a file of ID or social security numbers, see How to Create a File of ID or Social Security Numbers to Use for Contact Batch Entry in this guide.

Example Following is an example of the Contact Batch Entry screen.

Fields The following is a list of fields and their descriptions that appear on the Contact Batch Entry screen.

Due Date The due date for the Contact resource in the format mm/dd/yyyy. Defaults to the current date.

File

Screens 24 Communications Management

The name of the file in your home directory containing the group of ID or social security numbers of those prospects to whose records the system will add the Contact resource.

Note: If you have not created a file, leave this field blank.

Resource The Contact resource to be added to the prospects’ records (e.g., ACTIVITY for an activity letter). Use Table Lookup for a list of valid codes.

Status A code identifying the status of the Contact resource. Valid codes are as follows. Defaults to E.

• C (Completed) • E (Expected)

Note: You cannot use the code V (voided).

Tickler A code identifying the tickler to which the Contact resource is associated. The following codes are standard. Your institution can create additional codes to meet its needs. Use Table Lookup for a list of valid codes.

• ADM (Recruiting/Admissions) • ADMG (Graduate Admissions) • ALPR (Alumni Association or Public Relations) • DEV (Development)

Commands The following is a list of the commands that appear on the Contact Batch Entry screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Note: If you did not enter a filename in the File field and you select Finish, the Contact Batch Entry screen with the ID List window appears. You can then list the prospects’ ID or social security numbers in the ID List window.

Help Displays help information about the associated screen or process.

Communications Management 25 Screens

Contact Batch Entry Screen (ID List Window)

Purpose The Contact Batch Entry screen with the ID List window enables you to do one or all of the following:

• Review those prospects in the file, if a file was created • Add additional prospects to those in the file, if a file was created • Enter ID or social security numbers for prospects one at a time • Add an optional correspondent in the CORR ID field for any of the prospects listed in the ID

List window • Add additional Contact resources to the Contact records of those prospects listed in the ID

List window

Access Access the Contact Batch Entry screen by selecting the menu option Communications Management, then selecting the menu option Contact Batch Entry. The Contact Batch Entry screen with the ID List window appears after you select Finish on the first screen.

For More Information For more information about creating a file of ID or social security numbers, see How to Create a File of ID or Social Security Numbers to Use for Contact Batch Entry in this guide.

Example Following is an example of the Contact Batch Entry screen with the ID List window.

Fields The following is a list of fields and their descriptions that appear on the Contact Batch Entry screen with the ID List window.

Screens 26 Communications Management

CORR ID The ID number of an optional correspondent (e.g., a faculty member scheduled to meet with the prospect).

Due Date The due date for the Contact resource in the format mm/dd/yyyy. Defaults to the current date.

File The name of the file in your home directory containing the group of ID or social security numbers of those prospects to whose records the system will add the Contact resource.

Note: If you have not created a file, leave this field blank.

FULLNAME The full name of the prospect whose ID number appears in the ID# field.

ID# The system-generated number identifying the prospect in the CX database.

Resource The Contact resource to be added to the prospects’ records (e.g., ACTIVITY for an activity letter). Use Table Lookup for a list of valid codes.

SSN# The social security number of the prospect whose ID number appears in the ID# field.

Status A code identifying the status of the Contact resource. Valid codes are as follows. Defaults to E.

• C (Completed) • E (Expected)

Note: You cannot use the code V (voided).

Tickler A code identifying the tickler to which the Contact resource is associated. The following codes are standard. Your institution can create additional codes to meet its needs. Use Table Lookup for a list of valid codes.

• ADM (Recruiting/Admissions) • ADMG (Graduate Admissions) • ALPR (Alumni Association or Public Relations) • DEV (Development)

Commands The following is a list of the commands that appear on the Contact Batch Entry screen with the ID List window toolbar and their purposes. Remember, you can use a specific command only when it appears when you select Commands from the menu bar or as an icon on the toolbar.

Add Line Opens a line in the ID List window. Enables you to add another ID number.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Done Saves your field entries when you have completed your data entry or selection and want to continue.

Edit Contact

Communications Management 27 Screens

Enables you to update the Due Date, File, Resource, Status, and Tickler fields.

Erase Line Deletes a line in the ID List window.

Page Back Enables you to move back one screen of data, if additional screens exist.

Page Forward Enables you to move forward one screen of data, if additional screens exist.

Screens 28 Communications Management

Contact Table Screen

Purpose The Contact Table screen enables you to view, add, and update Contact resources in the Contact table. The Contact table defines the unique characteristics of each Contact resource. It identifies the type of communication (e.g., letters, labels, or both), the code name, the tickler, and ACE report for each Contact resource. All Contact resources used by the standard ACE reports to produce letters must be in the Contact table. You then add Contact resources are to any prospect’s Contact record on the database in order to create and track letters and labels.

Access Access the Contact Table screen by selecting the menu option Table Maintenance, then selecting the menu option Common (A-C). At the Table Maintenance: Common (A-C) Menu, select the menu option Contact.

Example Following is an example of the Contact Table screen.

Fields The following is a list of fields and their descriptions that appear on the Contact Table screen.

Ace Report The name of the ACE report used by the Contact resource (e.g., ltradmit). The ACE report selects prospect-related data from a variety of records (e.g., name, address, semester of enrollment, etc.) and associates them with the appropriate macro within the ACE report.

Admission Status The enrollment status in a prospect’s Admissions record that the system will automatically change when the Contact resource is completed for the prospect (e.g., the Contact resource ACCEPTED may automatically change the enrollment status from APPLIED to ACCEPTED).

Bulk Mail A code indicating if the Contact resource is to use the bulk mail sorting feature (Y) or not (N).

Code

Communications Management 29 Screens

The code identifying the Contact resource. The code can be no more than eight alpha-numeric characters or the underscore character. All alphabetic characters must be upper-case (e.g., ACCEPTED). This code is the same as the name of the file containing the letter.

Comm Code The communication code for the Contact resource. The following codes are standard. Your institution can create additional codes to meet its needs.

• DOCU (Documents, such as an application) • LABL (Labels) • LETT (Letters and envelopes) • LTLB (Letters, envelopes, and labels) • MEMO (Memorandums) • PHON (Telephone calls)

Note: Contact resources used to create letters and labels must use one of the following codes:

− LABL (To create labels only) − LETT (To create letters and envelopes) − LTLB (To create letters, envelopes, and labels)

Default type The standard type of output desired. Valid types are:

� stdlps (creates output needed for standard CX letter production using LPS) � wordp (creates output needed for merge into the WordPerfect word processing

application) � rtf (creates output needed for merge into the Microsoft Word word processing

application)

Description A description of the Contact resource (e.g., Acceptance letter).

Letter Text A description (up to 50 characters) of the contact. Ace reports that use this field are: ltrenclose, ltrincapp, ltrmistran, and ltrpreapp. Currently in use by the Admissions product only, it enables the user to print better descriptions of the required documents in letters.

Reissued A code indicating if Tickler can schedule the Contact resource more than once (Y) or not (N).

Routing A code indicating if the Contact resource is incoming (I) or outgoing (O).

Run Code The ADR run code for the Contact resource (e.g., SINGLEI for an informal address such as Dear John or SINGLE for a formal address such as Dear Mr. Jones).

Span Waived A code indicating that the span of time between Contact resources may be waived if Tickler needs to be able to schedule the Contact resource immediately.

Note: If the minimum span for your Tickler strategy is greater than one day and you want to schedule the Contact resource immediately regardless of the minimum span, enter a Y (e.g., if the Contact resource schedules an acceptance letter). For more information, see Tickler System Entry Screen and the section Using the Tickler Program in this guide.

Tickler

Screens 30 Communications Management

A code identifying the tickler to which the Contact resource is associated. The following codes are standard. Your institution can create additional codes to meet its needs.

• ADM (Recruiting/Admissions) • ADMG (Graduate Admissions) • ALPR (Alumni Association or Public Relations) • DEV (Development)

Commands The following is a list of the commands that appear on the Contact Table screen ring menu and their purposes. Remember, you can use a specific command only when it appears on the current ring menu.

Add Puts the screen into Add mode. Adds a row to the active database table.

Append In Output mode, adds new data to existing output file.

Create In Output mode, creates a new output file.

Current Displays the current row of the current database table.

Current-list In Output mode, writes the current list to the output file.

Detail Selects the Detail table of the current database table. (Currently not used.)

Escape In Query mode, performs a query. In Add mode, adds the new data. In Update mode, changes the data.

Exit Quits the program and returns you to the menu.

Interrupt (<Ctrl-c>) In Query mode, discards a query and exits the mode. In Add mode, discards new data and exits the mode.

Master Selects the Master table of the current database table. (Currently not used.)

Next Shows the next row in the current list.

No In Remove mode, does not remove the selected row from the active database table.

One-page In Output mode, writes the displayed screen to the output file.

Output Puts the screen into Output mode. Outputs the selected row(s) in form or report format.

Previous Shows the previous row in the current list.

Query

Communications Management 31 Screens

Puts the screen into Query mode. Searches the active database table for Contact resources matching the data you enter into one or more fields. If you do not enter any data, the system selects the entire database beginning with the first record.

Remove Puts the screen into Remove mode. Deletes the selected row from the active database table.

Note: Jenzabar does not recommend deleting Contact resources because you may lose the complete history for prospects who have the Contact resource in their Contact records. See your Jenzabar coordinator.

Screen Shows the next page of the form, if additional pages exist. (Currently not used.)

Screen-format In Output mode, writes the selected output in screen format.

Table Selects the current table. (Currently not used.)

Update Puts the screen into Update mode. Changes the selected row in the active database table.

Upload-format In Output mode, writes the selected output in ASCII format.

View Runs vi editor commands to display an additional BLOB (Binary Large Object) field that can contain a variable amount of text. (Currently not used.)

Yes In Remove mode, removes the selected row from the active table.

Screens 32 Communications Management

Contacts Window

Purpose The Contacts window enables you to view, add, and update an individual’s Contact records.

Access Access the Contacts window by selecting the appropriate entry program (e.g., Admissions Entry or Constituent Entry), then selecting the appropriate form option (e.g., Application or Alumni).

Select Auto-mode, which enables you to select an ID number and automatically puts the screen into Update mode. (The screen must be in Update mode for you to add and update the Contact records). Then select Detail. At the Detail windows, select Contacts. The Contacts window will overlay the entry program screen.

For More Information You can access the Contacts window from many of the entry screens throughout CX by selecting the Detail command. For more information about the Contacts window, see the Jenzabar user guide for the application in which you are working (e.g., Using Recruiting and Admissions) and the Jenzabar guide Getting Started User Guide.

Example Following is an example of the Contacts detail window used within the Admissions Entry program.

Fields The following is a list of fields and their descriptions that appear on the Contacts window.

Added The date the system added the Contact record to the prospect’s record in the format mm/dd/yy. The system automatically enters this date. Defaults to the current date, if the Contact record is being added.

CGC Also known as Computer-Generated Contact, a Y/N flag indicating whether you want the Tickler program to always control the time spans between contacts (or, alternatively, enable users to override the time spans). For example, assume Tickler schedules a letter contact for an individual, setting the Due Date to have as specific time span since the previous contact it scheduled was completed and defining the CGC field to Y. Further assume a Communications Management user wants to send the letter, already scheduled by Tickler, on an earlier date, but leaves the CGC field set to Y. When Tickler reviews the individual’s Contact records (assuming the letter contact has an Expected status), it will detect that the

Communications Management 33 Screens

changed Due Date for the letter contact in question does not comply with the tickler time span strategy. Tickler will therefore reset the contact’s Due Date to its original value, overriding the change made by the user. In contrast, if the user had changed the CGC field to N when the contact’s Due Date was changed, Tickler would have ignored the contact and not reset the Due Date.

Note:Tickler also will not reset the Due Date of Contact records if the CGC field is blank or null.

Complete The date the Contact resource was completed, in the format mm/dd/yyyy (i.e., the date you created the letter or made the telephone call).

Contact A code identifying the Contact resource. A brief description of the Contact resource appears in the field to the right. Use Table Lookup for a list of valid codes.

Corresp The ID number of the person whose name is used in a letter (e.g., an admissions counselor whose name is used in a letter, or a faculty member who will interview the student). Press <F6> to perform a query. When a merge file is created, the ID number entered into this field is associated with the WP_CORR_ID macro, and the name of the person with the Correspondent ID number is associated with the WP_CORR_NAME macro.

Expected The due date for the Contact resource in the format mm/dd/yyyy. Defaults to the current date, if the Contact record is being added.

Record The number of the Contact record being viewed, added, or updated, and the total number of Contact records for the prospect (e.g., Record 1 of 3 indicates you are viewing the first of three total records).

Rt A code indicating if the Contact resource is incoming (I) or outgoing (O).

St A code identifying the status of the Contact resource. Valid codes are as follows. Defaults to E, if the Contact record is being added.

• C (Completed) • E (Expected) • V (Voided)

Time The appointment time for the contact (e.g., the time the prospect is scheduled for a campus visit) using a 24-hour clock (e.g., 2:30 p.m. = 1430). When a merge file is created, the time entered in this field will be associated with the WP_APPT_TIME macro.

Commands The following is a list of the commands that appear on the screen toolbar and their purposes. Remember, you can use a specific command only when the command appears when you select Commands from the menu bar or as an icon on the toolbar. Note that the commands do not appear on the window, but on the screen that the window overlays.

Back Enables you to move back one screen of data, if additional screens exist.

Cancel Does one or all of the following without saving any of the field entries you have made:

• Backs out of the current command

Screens 34 Communications Management

• Returns to the previous command • Exits from the current screen

Del-line Deletes a line in the list of Contact records.

Note: Jenzabar does not recommend deleting Contact records because you may lose the complete history for the record. See your Jenzabar coordinator.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Forward Enables you to move forward one screen of data, if additional screens exist.

Insert Opens a blank line in the Contact record and enables you to add a Contact record.

Scroll Returns you to the Detail windows.

Sort Brings up a Table Lookup window. Enables you to select another method of sorting the Contact records (e.g., list all those with an expected status first) or to view the Contact records for other offices.

Communications Management 35 Screens

Create Acknowledge Letters Screen

Purpose The Create Acknowledge Letters screen enables you to select donors who are to receive acknowledgement letters based on the existence of the proper Contact record for gifts which are in the DA group you specify. You create a letter for each donor selected.

Note: You can print the letters later by running the Print Letters and Labels process. For more information, see the Jenzabar guide Using Alumni Development.

Access Access the Create Acknowledge Letters screen by selecting the menu option Communications Management, then selecting the menu option Create Acknowledge Letters.

For More Information The Create Acknowledge Letters process results in an Addressing Parameters window, a Label Parameters window, and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Create Acknowledge Letters screen.

Fields The following is a list of fields and their descriptions that appear on the Create Acknowledge Letters screen.

Date The date to be expanded and printed on all the letters in the format mm/dd/yyyy. Defaults to the current date.

Due Date

Screens 36 Communications Management

The due date for the Contact resource in the format mm/dd/yyyy. Defaults to the current date. The system uses this date to select expected Contact resources with a due date less than or equal to the date entered.

Format The format desired for the file. Valid codes are:

• rtf (To create a merge data file for Microsoft Word for Windows) • stdlps (To create a merge data file for WPVI and the CX Letter Production System) • wordp (To create a merge data file for WordPerfect)

Group Number The number of the DA group to be processed.

Letters/Labels/Both/None A code identifying the desired output based on the communication code assigned to the Contact resource. Valid codes are:

• BOTH (Contact resources with the communication code LTLB) • LABELS (Contact resources with the communication code LABL) • LETTERS (Contact resources with the communication code LETT) • NONE (Does not create any output; updates the Contact resource status to

completed)

Note: Generally, you do not use the code NONE.

Report The ACE report used to extract the information for the letters. Use Table Lookup for a list of valid values.

Resource The Contact resource used to produce the output (e.g., ACTIVITY for an activity letter). Use Table Lookup for a list of valid codes.

Note: If you do not enter data into this field, this system will select any expected Contact resources that match the communication code specified in the Letters/Labels/Both/None field and that are associated with gifts in the DA group specified in the Group Number field.

Tickler The strategy name associated with the letters (e.g., DEV or HS). Use Table Lookup for a list of valid codes.

Commands The following is a list of the commands that appear on the Create Acknowledge Letters screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 37 Screens

Create Admissions Letters Screen

Purpose The Create Admissions Letters screen enables you to create letters and labels based on the parameters you specify.

Note: If you create a letter in WPVI (the Jenzabar word/text processor), the letter must be in the Letters drawer of the Admissions file cabinet. You can print the letters created in WPVI later by running the Print Admissions Letters or the Print Letters and Labels process.

Access Access the Create Admissions Letters screen by selecting the menu option Communications Management, then selecting the menu option Create Admissions Letters.

For More Information The Create Admissions Letters process results in an Addressing Parameters window, a Label Parameters window, and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Create Admissions Letters screen.

Fields The following is a list of fields and their descriptions that appear on the Create Admissions Letters screen.

Bulk Mail Processing A Y/N flag indicating whether you want to create an output file for use with the Jenzabar Mailer’s +4 product. A Y causes the process to create a .blk file in the Merge drawer that

Screens 38 Communications Management

you can download to a PC for further processing. For more information, see the Jenzabar online help Using the CX Bulk Mailing System.

Date (first field) The date to be expanded and printed on all the letters in the format mm/dd/yyyy. Defaults to the current date.

Date (second field) The due date for the Contact resource in the format mm/dd/yyyy. Defaults to the current date. The system uses this date to select expected Contact resources with a due date less than or equal to the date entered.

Format The format desired for the file. Valid codes are:

• rtf (To create a merge data file for Microsoft Word for Windows) • stdlps (To create a merge data file for WPVI and the CX Letter Production System) • wordp (To create a merge data file for WordPerfect)

Letters/Labels/Both/None A code identifying the desired output based on the communication code assigned to the Contact resource. Valid codes are:

• BOTH (Contact resources with the communication code LTLB) • LABELS (Contact resources with the communication code LABL) • LETTERS (Contact resources with the communication code LETT) • NONE (Does not create any output; updates the Contact resource status to

completed)

Note: Generally, you do not use the code NONE.

Report The name of the ACE report used by the Contact resource (e.g., ltradmit). The ACE report selects prospect-related data from a variety of records (e.g., name, address, semester of enrollment, etc.) and associates them with the appropriate macro within the ACE report.

Resource The Contact resource used to produce the output (e.g., ACTIVITY for an activity letter). Use Table Lookup for a list of valid codes.

Note: If you do not enter data into this field, this process will select any expected Contact resources that match the communication code specified in the Letters/Labels/Both/None field and that match the criteria given in the ACE report specified in the Report field.

Commands The following is a list of the commands that appear on the Create Admissions Letters screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 39 Screens

Create All Letters/Labels Screen

Purpose The Create All Letters/Labels screen enables you to create letters and labels based on the parameters you specify. The system creates all letters and labels that are due as opposed to only one letter and label job. This process creates all letters for all Contact records that have a due date less than or equal to the due date you specify, which is usually the current date.

Note: Jenzabar recommends you initially create letters and labels one at a time (e.g., by running the Create Admissions Letters process) to ensure the output is correct. After you ensure everything is correct, you can run the Create All Letters/Labels process every night by using the Output Parameters and Scheduling window or automatically by using cron.

Access Access the Create All Letters/Labels screen by selecting the menu option Communications Management, then selecting the menu option Create All Letters/Labels.

For More Information The Create All Letters/Labels process results in a Label Parameters window and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Create All Letters/Labels screen.

Fields The following is a list of fields and their descriptions that appear on the Create All Letters/Labels screen.

Screens 40 Communications Management

Date (first field) The date to be expanded and printed on all the letters in the format mm/dd/yyyy. Defaults to the current date.

Date (second field) The due date for the Contact resource in the format mm/dd/yyyy. Defaults to the current date. The system uses this date to select expected Contact resources with a due date less than or equal to the date entered.

Tickler The strategy name associated with the letters (e.g., DEV or HS). Use Table Lookup for a list of valid codes.

The following is a list of the commands that appear on the Create All Letters/Labels screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 41 Screens

Create Alumni Letters Screen

Purpose The Create Alumni Letters screen enables you to create letters for alumni of your institution.

Note: You can print the letters later by running the Print Alumni Letters or the Print Letters and Labels process.

Access Access the Create Alumni Letters screen by selecting the menu option Communications Management, then selecting the menu option Create Alumni Letters.

For More Information The Create Alumni Letters process results in an Addressing Parameters window, a Label Parameters window, and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Create Alumni Letters screen.

Fields The following is a list of fields and their descriptions that appear on the Create Alumni Letters screen.

Bulk Mail Processing

Screens 42 Communications Management

A Y/N flag indicating whether you want to create an output file for use with the Jenzabar Mailer’s +4 product. A Y causes the process to create a .blk file in the Merge drawer that you can download to a PC for further processing. For more information, see the Jenzabar online help Using the CX Bulk Mailing System.

Date The date to be expanded and printed on all the letters in the format mm/dd/yyyy. Defaults to the current date.

Due Date The due date for the Contact resource in the format mm/dd/yyyy. Defaults to the current date. The system uses this date to select expected Contact resources with a due date less than or equal to the date entered.

Format The type of output desired. Valid types are:

� stdlps (creates output needed for standard CX letter production using LPS) � wordp (creates output needed for merge into the WordPerfect word processing

application) � rtf (creates output needed for merge into the Microsoft Word word processing

application)

Letters/Labels/Both/None A code identifying the desired output based on the communication code assigned to the Contact resource. Valid codes are:

• BOTH (Contact resources with the communication code LTLB) • LABELS (Contact resources with the communication code LABL) • LETTERS (Contact resources with the communication code LETT) • NONE (Does not create any output; updates the Contact resource status to

completed)

Note: Generally, you do not use the code NONE.

Report The name of the ACE report that extracts the information for the letters. Use Table Lookup for a list of valid codes.

Resource The Contact resource used to produce the output (e.g., ACTIVITY for an activity letter). Use Table Lookup for a list of valid codes.

Tickler The strategy name associated with the letters (e.g., DEV or HS). Use Table Lookup for a list of valid codes.

Commands The following is a list of the commands that appear on the Create Alumni Letters screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 43 Screens

Create Development Letters Screen

Purpose The Create Development Letters screen enables you to create letters and labels based on the parameters you specify.

Note: You can print the letters later by running the Print Letters and Labels process.

Access Access the Create Development Letters screen by selecting the menu option Communications Management, then selecting the menu option Create Development Letters.

For More Information The Create Development Letters process results in an Addressing Parameters window, a Label Parameters window, and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Create Development Letters screen.

Fields The following is a list of fields and their descriptions that appear on the Create Development Letters screen.

Date The date to be expanded and printed on all the letters in the format mm/dd/yyyy. Defaults to the current date.

Due Date

Screens 44 Communications Management

The due date for the Contact resource in the format mm/dd/yyyy. Defaults to the current date. The system uses this date to select expected Contact resources with a due date less than or equal to the date entered.

Format The type of output desired. Valid types are:

� stdlps (creates output needed for standard CX letter production using LPS) � wordp (creates output needed for merge into the WordPerfect word processing

application) � rtf (creates output needed for merge into the Microsoft Word word processing

application)

Letters/Labels/Both/None A code identifying the desired output based on the communication code assigned to the Contact resource. Valid codes are:

• BOTH (Contact resources with the communication code LTLB) • LABELS (Contact resources with the communication code LABL) • LETTERS (Contact resources with the communication code LETT) • NONE (Does not create any output; updates the Contact resource status to

completed)

Note: Generally, you do not use the code NONE.

Report The name of the ACE report that extracts the information for the letters. Use Table Lookup for a list of valid codes.

Resource The Contact resource used to produce the output (e.g., ACTIVITY for an activity letter). Use Table Lookup for a list of valid codes.

Note: If you do not enter any data into this field, this process will select any expected Contact resources that match the communication code specified in the ACE report ltrsol.

Tickler The strategy name associated with the letters (e.g., DEV or HS). Use Table Lookup for a list of valid codes.

Commands The following is a list of the commands that appear on the Create Development Letters screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 45 Screens

Create Letters by Zip Screen

Purpose The Create Letters by Zip screen enables you to create letters for alumni of your institution within a range of zip codes you specify. You can specify one or two ranges of zip codes for which to create letters.

Note: This process does not use Contact records to create letters. Consequently, the system maintains no history of this process. The Letter resource used to create the letters must be in the Letters drawer of the Alumni file cabinet in WPVI (the CX word/text processor). You can print the letters later by running the Print Alumni Letters or the Print Letters and Labels process.

Access Access the Create Letters by Zip screen by selecting the menu option Communications Management, then selecting the menu option Create Letters by Zip.

For More Information The Create Letters by Zip process results in an Addressing Parameters window, a Label Parameters window, and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Create Letters by Zip screen.

Fields The following is a list of fields and their descriptions that appear on the Create Letters by Zip screen.

Screens 46 Communications Management

Bulk Mail Processing A Y/N flag indicating whether you want to create an output file for use with the CX Mailer’s +4 product. A Y causes the process to create a .blk file in the Merge drawer that you can download to a PC for further processing. For more information, see the CX online help Using the CX Bulk Mailing System.

Date The date to be expanded and printed on all the letters in the format mm/dd/yyyy. Defaults to the current date.

Format The type of output desired. Valid types are:

� stdlps (creates output needed for standard CX letter production using LPS) � wordp (creates output needed for merge into the WordPerfect word processing

application) � rtf (creates output needed for merge into the Microsoft Word word processing

application)

Letter The Letter resource used to produce the output.

Letters/Labels/Both/None A code identifying the desired output. Valid codes are:

• BOTH (Creates letters, envelopes, and labels) • LABELS (Creates labels only) • LETTERS (Creates letters and envelopes only) • NONE (Creates no output)

Note: Generally, you do not use the code NONE.

Runcode The ADR run code for the Letter resource (e.g., SINGLEI for an informal address such as Dear John or SINGLE for a formal address such as Dear Mr. Jones). Use Table Lookup for a list of valid codes.

Zip Code Range (first fields) The beginning of the first zip code range. Use Table Lookup for a list of valid values.

Zip Code Range (second fields) The beginning of the second zip code range. Use Table Lookup for a list of valid values.

Commands The following is a list of the commands that appear on the Create Letters by Zip screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 47 Screens

Create Pledge Reminders Screen

Purpose The Create Pledge Reminders screen enables you to create reminders for individuals who have pledged a donation. The system evaluates pledges according to the payments due prior to the passed due date, which makes them past due, or payments due prior to the next due date, which makes them current due. Pledges with a Pledge Reminder code of L (for late) will only get reminders when the amount is past due. Pledges with a Pledge Reminder code of C (for current) will get reminders when the amount is currently due (due prior to next due date).

Note: This process does not use Contact records to create reminders. Consequently, the system maintains no history of this process. For more information, see the Jenzabar guide Using Alumni Development.

CAUTION: Do not skip any days between the ending date of the previous pledge reminder run and the beginning of this run.

Access Access the Create Pledge Reminders screen by selecting the menu option Communications Management, then selecting the menu option Create Pledge Reminders.

For More Information The Create Pledge Reminders process results in an Addressing Parameters window, a Label Parameters window, and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Create Pledge Reminders screen.

Screens 48 Communications Management

Fields The following is a list of fields and their descriptions that appear on the Create Pledge Reminders screen.

Date The date to be expanded and printed on all the letters in the format mm/dd/yyyy. Defaults to the current date.

Due Date The due date against which the system analyzes payments due in the format mm/dd/yyyy. Defaults to the current date.

Format The type of output desired. Valid types are:

� stdlps (creates output needed for standard CX letter production using LPS) � wordp (creates output needed for merge into the WordPerfect word processing

application) � rtf (creates output needed for merge into the Microsoft Word word processing

application)

Letter The name of the letter in the WPVI Letters drawer used to create reminders (i.e., REMPLDG).

Letters/Labels/Both/None A code identifying the desired output. Valid codes are:

• BOTH (Creates letters, envelopes, and labels) • LABELS (Creates labels only) • LETTERS (Creates letters and envelopes only) • NONE (Creates no output)

Note: Generally, you do not use the code NONE.

Next Due Date The next due date against which the system analyzes payments due in the format mm/dd/yyyy. The system uses his date to determine the amount currently due.

Pledge Period The pledge reminder period code for pledges to select. Use Table Lookup for a list of valid codes or leave blank to include all.

Runcode The ADR run code for the output (e.g., SINGLEI for an informal address such as Dear John or SINGLE for a formal address such as Dear Mr. Jones). Use Table Lookup for a list of valid codes.

Commands The following is a list of the commands that appear on the Create Pledge Reminders screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 49 Screens

Create School Letters Screen

Purpose The Create School Letters screen enables you to create letters and/or labels to send to other schools, typically high schools. If a Relationship record exists between the school and an employee of the school, (e.g., guidance counselor or coach), you can personalize each letter with the employee's name.

Contacts used with this menu option must be defined in the Contact table with ltrschlabl as the Ace Report field. Since schools do not have an Admission record, a Tickler code other than TICK_ADM or TICK_ADMG should be used so the Admissions Status program does not generate error messages.

For more information about how to set up letters to key personnel at high schools, see Using Macros in School Letters in Communications Management Technical Manual.

Note: You can print the letters later by running the Print School Letters or the Print Letters and Labels process.

Access From the Admissions Main menu, select the Communications Management submenu, then select the Create School Letters menu option.

For More Information The Create School Letters process results in an Addressing Parameters window, a Label Parameters window, and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Create School Letters screen.

Screens 50 Communications Management

Fields The following is a list of fields and their descriptions that appear on the Create School Letters screen.

Bulk Mail Processing A Y/N flag indicating whether you want to create an output file for use with the CX Mailer’s +4 product. A Y causes the process to create a .blk file in the Merge drawer that you can download to a PC for further processing. For more information, see the CX online help Using the CX Bulk Mailing System.

Date The date to be expanded and printed on all the letters in the format mm/dd/yyyy. Defaults to the current date. Communications Management will associate the date entered in this field with the WP_TODAY macro for use as the date at the beginning of a letter. For example, if you expect to need three days to fold, stuff, seal, and post a mailing, you could enter a date in this field three days in the future.

Default Addressee The text to be used in a letter salutation (e.g., Guidance Counselor) if your institution does not maintain an ID for the counselor at the school. The system links the value entered for this parameter to the WP_DEF_ADDRESSEE word processing macro. For more information about the if/then/else logic required if some schools have individuals with relationships to them and others do not, see Using Macros in School Letters in Communications Management Technical Manual.

Due Date The due date for the Contact resource in the format mm/dd/yyyy. Defaults to the current date. The system uses this date to select expected Contact resources with a due date less than or equal to the date entered.

Format The type of output desired. Valid types are:

� stdlps (creates output needed for standard CX letter production using LPS) � wordp (creates output needed for merge into the WordPerfect word processing

application) � rtf (creates output needed for merge into the Microsoft Word word processing

application)

Letters/Labels/Both/None A code identifying the desired output based on the communication code assigned to the Contact resource. Valid codes are:

• BOTH (Contact resources with the communication code LTLB) • LABELS (Contact resources with the communication code LABL) • LETTERS (Contact resources with the communication code LETT) • NONE (Does not create any output; updates the Contact resource status to

Completed)

Note: Generally, you do not use the code NONE.

Relationship Code The code in your institution’s Relationship table that links individuals to their schools of employment, if any. This parameter will select the specified Relationship records that are associated with the schools for whom you are processing letters. For example, if letters are being sent to high school guidance counselors and you want to print the name of each guidance counselor in the address label and salutation of each letter, select the HSGC (High School/Guidance Counselor) relationship code. It is also possible to use a wildcard symbol within this parameter to select multiple relationship records. For example, you may want to send an athlete recruitment letter to multiple coaches at various high schools. You would track the coaches working at each high school by entering them in the First Relationship

Communications Management 51 Screens

detail window of the school form within Admissions Entry. You would then use unique relationship codes to indicate the role each coach assumes at the school (e.g., HSFC for the high school football coach or HSSC for the high school swimming coach). With this type of relationship codes, you could enter HS?C in the Relationship Code field to select all the High School coaches. The ? symbol replaces a single character within the Relationship Codes in your database. To ensure you can create multiple letters from a single expected contact, make sure you define the contact in the Contact table with a Runcode that allows duplicates.

(Report) The name of the ACE report that selects data from a variety of records and associates them with the appropriate word processing macros. Although it does not appear as a field on the screen, the use of this menu option automatically causes the ltrschlabl report to extract data.

Resource The Contact resource used to produce the output (e.g., HSCHOOLS for a letter to high schools). Use Table Lookup for a list of valid codes.

Note: If you do not enter a resource code in this field, the process will select any expected Contact resources that match the communication code specified in the Letters/Labels/Both/None field and that match the criteria given in the ACE report specified in the Report field. A contact would first need to be defined in the Contact table where the contact code field is blank, the Tickler Code field is SCHL, and the ACE report field is ltrschlabl.

Tickler The strategy name associated with the letters (e.g., HS). Use Table Lookup for a list of valid codes.

Commands The following is a list of the commands that appear on the Create School Letters screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Screens 52 Communications Management

Create Subscription Labels Screen

Purpose The Create Subscription Labels screen enables you to create a file of letters and labels based on Subscription records. The system checks subscription dates to ensure the records are active.

Note: This process does not use Contact records to create letters. Consequently, the system maintains no history of this process. You can print the letters later by running the Print Letters and Labels process.

Access Access the Create Subscription Labels screen by selecting the menu option Communications Management, then selecting the menu option Create Subscription Labels.

For More Information The Create Subscription Labels process results in an Addressing Parameters window, a Label Parameters window, and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Create Subscription Labels screen.

Fields The following is a list of fields and their descriptions that appear on the Create Subscription Labels screen.

Bulk Mail Processing A Y/N flag indicating whether you want to create an output file for use with the CX Mailer’s +4 product. A Y causes the process to create a .blk file in the Merge drawer that you can

Communications Management 53 Screens

download to a PC for further processing. For more information, see the CX online help Using the CX Bulk Mailing System.

Date (first field) The date to be expanded and printed on all the letters in the format mm/dd/yyyy. Defaults to the current date.

Date (second field) The date for subscription and alternate address verification in the format mm/dd/yyyy. Defaults to the current date. Must be less than or equal to the default date.

FileCabinet The name of the file cabinet in WPVI for an optional letter (e.g., Alumni).

Format The type of output desired. Valid types are:

� stdlps (creates output needed for standard CX letter production using LPS) � wordp (creates output needed for merge into the WordPerfect word processing

application) � rtf (creates output needed for merge into the Microsoft Word word processing

application)

Letters/Labels/Both/None A code identifying the desired output based on the communication code assigned to the subscription. Valid codes are:

• BOTH (Subscriptions with the communication code LTLB) • LABELS (Subscriptions with the communication code LABL) • LETTERS (Subscriptions with the communication code LETT) • NONE (Creates no output)

Note: Generally, you do not use the code NONE.

Subscription A code identifying the subscription (e.g., ALUMNEWS for the alumni news mailing). Use Table Lookup for a list of valid codes.

Commands The following is a list of the commands that appear on the Create Subscription Labels screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Screens 54 Communications Management

Graduates Notices Screen

Purpose The Graduates Notices screen enables you to create letters for prospects who have graduated in the session and year you specify. The Letter resource used to create the letter to high school graduates is assumed to be GRADHS. The Letter resource used to create letters to the newspapers is GRADNS. You can find these resources in the Letters drawer of the Publicity file cabinet in WPVI.

Note: This process does not use Contact records to create letters. Consequently, the system maintains no history of this process. You can print the letters later by running the Print Letters and Labels process.

Access Access the Graduates Notices screen by selecting the menu option Communications Management, then selecting the menu option Graduates Notices.

For More Information The Graduates Notices process results in an Addressing Parameters window, a Label Parameters window, and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Graduates Notices screen.

Fields The following is a list of fields and their descriptions that appear on the Graduates Notices screen.

Communications Management 55 Screens

Academic Year The calendar year in which the prospect graduated in the format yyyy. Use Table Lookup for a list of valid values.

Date The date to be expanded and printed on all the letters in the format mm/dd/yyyy. Defaults to the current date.

Format The type of output desired. Valid types are:

� stdlps (creates output needed for standard CX letter production using LPS) � wordp (creates output needed for merge into the WordPerfect word processing

application) � rtf (creates output needed for merge into the Microsoft Word word processing

application)

Letter The name of the resource or contact that produces your graduate notices.

Letters/Labels/Both/None A code identifying the desired output. Valid codes are:

• BOTH (Creates letters, envelopes, and labels) • LABELS (Creates labels only) • LETTERS (Creates letters and envelopes only) • NONE (Creates no output)

Note: Generally, you do not use the code NONE.

Runcode The ADR run code for the Letter resource (e.g., SINGLEI for an informal address such as Dear John or SINGLE for a formal address such as Dear Mr. Jones). Use Table Lookup for a list of valid codes.

Session The session in which the prospect graduated (e.g., FA for the fall session). Use Table Lookup for a list of valid values.

Commands The following is a list of the commands that appear on the Graduates Notices screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Screens 56 Communications Management

Individual Subscription Screen

Purpose The Individual Subscription screen enables you to enter and update subscription information for a selected individual. A subscription is an assignment indicating where to send a report or correspondence. Subscription records are a means for sending periodical-type mailings (e.g., monthly, quarterly, or annual mailings). When using Subscription records, the system does not keep a specific record each time you send out a mailing, in contrast to the Contact records, which the system uses to keep specific records of each mailing.

Access Access the Individual Subscription screen by selecting the menu option Communications Management, then selecting the menu option Subscriptions. At the Utilities: Subscription Letters and Label Menu, select the menu option Query/Maintain Subscript.

Access the second Individual Subscription screen by selecting Screen on the Individual Subscription screen.

Example (First Screen) Following is an example of the first Individual Subscription screen.

PERFORM: Query Next Previous View Add Update Remove Table Screen ... Searches the active database table. ** 1: sbscr_rec table** INDIVIDUAL SUBSCRIPTION ID No......[3 ] SS No.. 371-38-2001 Add Date... 06/27/1986 Title...... HJ The Hon. Last Upd... 02/16/1995 Name....... Collins, Frank H Telephone.. 513-874-8755 Address.... 777 Seventh St. ..... City....... West Chester State/Zip.. OH 45220 Country.. USA UNITED STATES =============================================================================== SUBSCRIPTION Resource.........[ALUMNEWS] Alumni News Mailing Date Added..[07/31/1985] Track............[D] Begin Date..[07/31/1985] Office Added By..[DEVL] Development End Date....[ ]

Example (Second Screen) Following is an example of the second Individual Subscription screen.

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PERFORM: Query Next Previous View Add Update Remove Table Screen ... Searches the active database table. ** 1: sbscr_rec table** Tickler...[SBSC]

Segments The Individual Subscription screen is divided into two segments.

• The Individual Subscription segment identifies the individual • The Subscription segment identifies specific information about the individual’s Subscription

record

Fields on the Individual Subscription Segment The following is a list of fields and their descriptions that appear on the Individual Subscription segment of the Individual Subscription screen.

Add Date The date the system added the ID record to the CX database in the format mm/dd/yyyy.

Address The individual’s permanent address appearing in the individual’s record. You can have up to two lines of information.

City The city of the individual’s permanent address appearing in the individual’s record.

Country The country of the individual’s permanent address appearing in the individual’s record.

ID No The system-generated number identifying the individual in the CX database.

Last Upd The date the ID record was last updated in the format mm/dd/yyyy.

Name The individual’s name in the format: last name, first name middle name (or initial) (e.g., Collins, Frank H).

SS No The individual’s social security number in the individual’s record.

State/Zip The two-letter state abbreviation and zip code of the individual’s permanent address appearing in the individual’s record.

Telephone

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The individual’s permanent telephone number appearing in the individual’s record.

Title A code identifying the title of the individual (e.g., MR or MRS).

Fields on the Subscription Segment The following is a list of fields and their descriptions that appear on the Subscription segment of the Individual Subscription screen.

Begin Date The beginning date for the subscription in the format mm/dd/yyyy. Defaults to the current date, if the subscription is being added.

Date Added The date the record is (or was) added in the format mm/dd/yyyy. Defaults to the current date, if the subscription is being added.

End Date The ending date for the subscription in the format mm/dd/yyyy.

Office Added By A code identifying the office adding the record (e.g., DEVL for the Development office).

Resource The subscription to be added to the individual’s record (e.g., ALUMNEWS for the alumni news mailing).

Tickler The code SBSC used to categorize the subscription.

Note: This field is visible on the second Individual Subscription screen.

Track A code identifying the specific population group to which the prospect belongs. Valid codes are:

• A (Admissions) • C (Common) • D (Development) • F (Financial) • S (Student)

Commands The following is a list of the commands that appear on the Individual Subscription screen ring menu and their purposes. Remember, you can use a specific command only when that command appears on the current ring menu.

Add Puts the screen into Add mode. Adds a row to the active database table.

Append In Output mode, add new data to the existing output file.

Create In Output mode, creates a new output file.

Current Displays the current row of the current database table.

Current-list

Communications Management 59 Screens

In Output mode, writes the current list to the output file.

Detail Selects the Detail table of the current database table. (Currently not used.)

Escapes In Query mode, performs a query. In Add mode, adds the new data. In Update mode, changes the data.

Exit Quits the program and returns you to the menu.

Interrupt (<Ctrl-c>) In Query mode, discards a query and exits the mode. In Add mode, discards new data and exits the mode.

Master Selects the Master table of the current database table. (Currently not used.)

Next Shows the next row in the current list.

No In Remove mode, does not remove the selected row from the active database table.

One-page In Output mode, writes the displayed row to the output file.

Output Puts the screen into Output mode. Outputs the selected row(s) in form or report format.

Previous Shows the previous row in the current list.

Query Puts the screen into Query mode. Searches the active database table for individuals who match the data you enter into one or more fields. If you do not enter any data, the system selects the entire database beginning with the first record.

Remove Puts the screen into Remove mode. Deletes a row from the active database table.

Note: CX does not recommend deleting subscriptions because you may lose the complete history for the record. See your Jenzabar coordinator.

Screen Shows the next page of the form, if additional pages exist.

Screen-format In Output mode, writes the selected output in screen format.

Table Selects the current database table.

Update Puts the screen into Update mode. Changes a row in the active database table.

Upload-format In Output mode, writes the selected output in ASCII format.

View

Screens 60 Communications Management

Runs vi editor commands to display an additional BLOB (Binary Large Object) field that can contain a variable amount of text. (Currently not used.)

Yes In Remove mode, removes the selected row from the active database table.

Communications Management 61 Screens

Interactive Tickler Screen

Purpose The Interactive Tickler screen enables you to test your Tickler strategy after you enter it in the Tickler System Entry program. When you test your Tickler strategy, you should use a “test” prospect and ID record so you do not alter the contact history for an actual prospect. You can then can add and delete various Contact records to set up a variety of hypothetical situations to see how your strategy works. You can also user the Interactive Ticker screen to create and update a Tickler record for an individual.

When you select an ID number and/or depending on the command you select, the Interactive Tickler screen can appear in one of the following modes:

• Add Contact mode • Change Date mode • Display Step Detail mode • Display Step mode • Edit Contact mode • Tickler Update mode

Access Access the Interactive Tickler screen by selecting the menu option Communications Management, then selecting the menu option Tickler Menu. At the Communications Management: Tickler Menu, select the menu option Interactive Tickler. If a Tickler parameter appears on the screen, enter the desired tickler code, and select Finish.

Example Following is an example of the Interactive Tickler screen.

Screens 62 Communications Management

Fields The following is a list of fields and their descriptions that appear on the Interactive Tickler screen. These fields appear in the same area of every subsequent Interactive Tickler screen and do not change. This area is referred to as the Header segment on the subsequent screens.

ID/Name The system-generated number and the associated name identifying the individual in the CX database.

Last Review Date The date the Tickler program last reviewed the Contact records for the selected ID number, in the format mm/dd/yyyy. The system automatically enters this date.

Level A code identifying the individual’s Tickler record level. Levels permit you to prioritize prospects. The higher the level, the more Contact resources Tickler will schedule.

Note: In Tickler Update mode, use Table Lookup for a list of valid codes.

Manual A code indicating if Tickler is activated (N) or deactivated (Y).

Next Review Date The date the Tickler program will next review the selected individual’s Contact records, in the format mm/dd/yyyy. When Tickler automatically runs each night, it reviews those individuals who either have the current date as their Next Review Date or who have had Contact records added or completed since their last review. Note: When Tickler is run in a batch mode to review all students within a tickler strategy, the Tickler program only reviews students who have a Next Review Date less than or equal to the current date. If there is no date entered in this field, the Tickler program will not review that student’s Contact records. The Tickler program will automatically set the Next Review Date of a student’s Tickler record to a null (blank) value under either of the following conditions: • An interrupt step becomes active for a student • A student has completed the last step listed in his/her tickler strategy In both of these situations, there are no more contacts for Tickler to schedule, and therefore no need for the review process to take place.

Target Date The date a prospect is expected to complete all required steps and activated selective steps in the format mm/dd/yyyy (e.g., if you want all letters sent to a prospect by the first day of classes, September 1, the Target Date would be 09/01/yyyy). This date ensures the begin and due dates of the steps are reasonable for different target dates.

Tickler The specific tickler system to review. The following codes are standard. One automatically appears depending on the application in which you are working. Your institution can create additional codes to meet its needs.

• ADM (Recruiting/Admissions) • ADMG (Graduate Admissions) • ALPR (Alumni Association or Public Relations) • DEV (Development)

Today’s Date The date used by Tickler for review in the format mm/dd/yyyy. Defaults to the current date.

Track

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A code identifying the specific population group to which the individual belongs (e.g., HS for high school prospects interested in applying for admission). Tracks are specific to a particular tickler (e.g., the ADM tickler controls the HS track).

Note: In Tickler Update mode, use Table Lookup for a list of valid codes.

Commands The following is a list of the commands that appear on the Interactive Tickler screen toolbar and their purposes. Remember, you can use a specific command only when it appears when you select Commands from the menu bar or as an icon on the toolbar.

Cancel Does one or all of the following without saving any of the field entries you have made:

• Backs out of the current command • Returns to the previous command • Exits from the current screen

Contact-edit Puts the screen into Edit Contact mode. Enables you to display, add, delete, and update the Contact records associated with the selected ID number.

Note: For more information about the screen in Edit Contact mode, see Interactive Tickler Screen (Edit Contact Mode) in this section.

Date-change Puts the screen into Change Date mode. Enables you to change the Today’s Date field to a past or future date.

Display-ID-type Displays the view-only ID Type/Associated Records window containing information about the prospect. The window contains a variety of logical (Y/N) fields; the codes in the fields vary, depending on the types of records that exist in CX for the prospect. For example:

• If the prospect has a Student Enrollment record, the Student field contains Y. • If the prospect is currently enrolled, the Currently Enrolled field contains Y.

Done In Change Date and Tickler Update modes, saves your field entries when you have completed your data entry or selection and want to continue.

Exit Quits the program and returns you to the menu.

Finished When performing a query, saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Output Enables you to print the Tickler records for the selected ID number to the screen, to a printer, or to a file. You can use the output to review the status of the prospect.

Query Enables you to select an ID number to review the Tickler records associated with that ID number.

Note: You must perform a query before using the Contact-edit, Output, Step, and Update commands.

Step

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Puts the screen into Display Step mode. Displays all the required and optional steps, as well as any active or completed interrupt and selective steps, the selected prospect is expected to complete for an assigned tickler and track. The screen displays each step in priority order with its current status. Selection of the Step command activates the Tickler review process on the prospect. The Tickler program changes statuses on steps based on the updates made to the Contact records.

Note: For more information about the screen in Display Step mode, see Interactive Tickler Screen (Display Step Mode) in this section.

Update Puts the screen into Tickler Update mode. Enables you to update the following fields in the Tickler record for the selected ID number.

• Level • Manual • Target Date • Track

Communications Management 65 Screens

Interactive Tickler Screen (Display Step Detail Mode)

Purpose The Interactive Tickler screen enables you to test your Tickler strategy after you enter it in the Tickler System Entry program. When you test your Tickler strategy, you should use a “test” prospect and ID record so you do not alter the contact history for an actual prospect. You can then add and delete various Contact records to set up a variety of hypothetical situations to see how your strategy works.

The Interactive Tickler screen in Display Step Detail mode displays the Contact, Objective, and Requirement groups for a particular step that your “test” prospect is expected to complete for an assigned tickler and track.

• The Requirement group displays each Contact resource or step that is a requirement • The Contact group displays each Contact resource to be scheduled by Tickler while the

step is active • The Objective group displays each possible Contact resource that can satisfy the objective

of the step

Access Access the Interactive Tickler screen in Display Step Detail mode by selecting the menu option Communications Management, then selecting the menu option Tickler Menu. At the Communications Management: Tickler Menu, select the menu option Interactive Tickler.

After you select an ID number, select Step (which puts the screen in Display Step mode). Move the cursor to the step you want to view and select Step-detail.

Example Following is an example of the Interactive Tickler screen in Display Step Detail mode.

Screens 66 Communications Management

Segments The Interactive Tickler screen in Display Step Detail mode is divided into three segments.

• The Header segment displays the ID number, name, tickler, and track you are reviewing. This segment appears in the same area of every subsequent screen and does not change.

• The Step segment displays the particular step for which you are displaying step-detail information.

• The Step Detail segment displays the Contact, Objective, and Requirement groups associated with the selected step.

Fields on the Header Segment For a list of the fields and their descriptions that appear on the Header segment of the Interactive Tickler screen in Display Step Detail mode, see Interactive Tickler Screen in this section.

Fields on the Step Segment The following is a list of fields and their descriptions that appear on the Step segment of the Interactive Tickler screen in Display Step Detail mode.

Begin The earliest date the step could become active in the format mm/dd/yyyy.

Date The date the status for the step became active in the format mm/dd/yyyy.

Description A brief description of the step.

Due The last date the step will remain active in the format mm/dd/yyyy.

Intr A code indicating if the step can interrupt subsequent steps (Y) or not (N). An activated interrupt step will stop all steps with a lower priority (i.e., all steps listed below it in the list of steps).

Note: For more information, see Interactive Tickler Screen (Display Step Mode) in this section.

No. The priority order of the step. (Not used on this screen.)

Stat A code identifying the status of the step. Valid codes are:

• A (Active [currently in progress]). A code of A indicates the current date is within the date range of the step, and all step requirements have been met/completed. An active step will begin scheduling contacts defined in the step.

• C (Complete [done]). A code of C indicates at least one of the step objectives has been met/completed.

• F (Forecasted [expected to occur in the future]). A code of F indicates the current date is not within the date range of the step, and also that some of the step requirements have not been met/completed.

• I (Interrupted [stopped by the activation of an interrupt step with a higher step priority.])

• P (Pending [waiting for unmet requirements]). A code of P indicates the current date is within the date range of the step but one or more of the step requirements have not yet been met/completed.

Communications Management 67 Screens

• R (Ready [waiting until the Begin date is reached]). A code of R indicates all requirements for the step have been met/completed, but the current date is not yet within the date range of the step.

• S (Skipped [due to completion of step objective]). A code of S indicates that at least one of the step objectives was met/completed before the step ever became active.

• U (Unmet [objective was never met]). A code of U indicates that none of the step objectives were met/completed before the current date went beyond the End Date of the step. This is an acceptable status for an optional step.

Step The code identifying the step for which you are displaying the detail.

Type A code identifying the type of step. Valid codes are:

• O (Optional) • R (Required) • S (Selective)

Fields on the Step Detail Segment The following is a list of fields and their descriptions that appear on the Step Detail segment of the Interactive Tickler screen in Display Step Detail mode.

Complete The date the status for the Contact resource became active in the format mm/dd/yyyy.

CONTACT The code identifying the Contact resource(s) to be scheduled by the Tickler program.

Corresp The ID number of an optional correspondent (e.g., an admissions counselor whose name is used in a letter or a school whose name is used in requesting a transcript).

Date (Objective group) The date the Contact resource is expected to be (or was) completed in the format mm/dd/yyyy.

Date (Requirement group) The date the Contact resource or step is expected to be completed or was completed in the format mm/dd/yyyy.

Due The due date for the Contact resource, or the date Tickler will schedule or did schedule the Contact resource in the format mm/dd/yyyy.

OBJECTIVE A code identifying the purpose, or goal, of the step (e.g., to receive an application).

REQUIREMENT A requirement that must be met for a step to be active.

Stat (Contact, Objective, and Requirement groups) A code identifying the status of the Contact resource, objective, and requirement. Valid codes are:

• C (Complete [done]) • E (Expected [scheduled to occur]) • F (Forecasted [expected to occur in the future]) • I (Interrupted [stopped by the activation of an interrupt step]) • O (Overdue [late in happening]) • S (Skipped [due to completion of step objective])

Screens 68 Communications Management

• V (Void [due to interruption of an active step])

Type A code identifying the type of requirement. Valid codes are:

• C (Contact resource) • S (Step)

Commands The following is a list of the commands that appear on the Interactive Tickler screen in Display Step Detail mode toolbar and their purposes. Remember, you can use a specific command only when it appears when you select Commands from the menu bar or as an icon on the toolbar.

Cancel Does not save any of the field entries you have made and backs out of the current command.

Done Saves any of the field entries when you have completed your data entry or selection and backs out of the current command.

Help Displays help information about the associated screen or process.

Next Group Enables you to move among the Contact, Objective, and Requirement groups.

Page Backward Enables you to move back one screen of data, if additional screens exist.

Page Forward Enables you to move forward one screen of data, if additional screens exist.

Communications Management 69 Screens

Interactive Tickler Screen (Display Step Mode)

Purpose The Interactive Tickler screen enables you to test your Tickler strategy after you enter it in the Tickler System Entry program. When you test your Tickler strategy, you should use a “test” prospect and ID record so you do not alter the contact history for an actual prospect. You can then can add and delete various Contact records to set up a variety of hypothetical situations to see how your strategy works.

The Interactive Tickler screen in Display Step mode displays the status of each step the “test” prospect is expected to complete for an assigned tickler/track. The screen displays each step in priority order with its current status.

Access Access the Interactive Tickler screen in Display Step mode by selecting the menu option Communications Management, then selecting the menu option Tickler Menu. At the Communications Management: Tickler Menu, select the menu option Interactive Tickler.

After you select an ID number, select Step.

Example Following is an example of the Interactive Tickler screen in Display Step mode.

Segments The Interactive Tickler screen in Display Step mode is divided into two segments.

• The Header segment displays the ID number, name, tickler, and track you are reviewing. This segment appears in the same area of every subsequent screen and does not change.

• The Step segment displays all the steps that the prospect must follow in order to accomplish a specific objective.

Screens 70 Communications Management

Fields on the Header Segment For a list of the fields and their descriptions that appear on the Header segment of the Interactive Tickler screen in Display Step mode, see Interactive Tickler Screen in this section.

Fields on the Step Segment The following is a list of fields and their descriptions that appear on the Step segment of the Interactive Tickler screen in Display Step mode.

Begin The earliest date the step could become active, in the format mm/dd/yyyy.

Date The date the status for the step is expected to become active or when it became active, in the format mm/dd/yyyy.

Description A brief description of the step.

Due The last date the step will remain active, in the format mm/dd/yyyy.

Intr A code indicating if the step can interrupt subsequent steps (Y) or not (N). An activated interrupt step will stop all steps with a lower priority (i.e., all steps listed below it in the list of steps).

No. The priority order of the steps.

Stat A code identifying the status of the step. Valid codes are:

• A (Active [currently in progress]). A code of A indicates the current date is within the date range of the step, and all step requirements have been met/completed. An active step will begin scheduling contacts defined in the step.

• C (Complete [done]). A code of C indicates at least one of the step objectives has been met/completed.

• F (Forecasted [expected to occur in the future]). A code of F indicates the current date is not within the date range of the step, and also that some of the step requirements have not been met/completed.

• I (Interrupted [stopped by the activation of an interrupt step with a higher step priority.])

• P (Pending [waiting for unmet requirements]). A code of P indicates the current date is within the date range of the step but one or more of the step requirements have not yet been met/completed.

• R (Ready [waiting until the Begin date is reached]). A code of R indicates all requirements for the step have been met/completed, but the current date is not yet within the date range of the step.

• S (Skipped [due to completion of step objective]). A code of S indicates that at least one of the step objectives was met/completed before the step ever became active.

• U (Unmet [objective was never met]). A code of U indicates that none of the step objectives were met/completed before the current date went beyond the End Date of the step. This is an acceptable status for an optional step.

Step A code identifying the series of actions which must be taken in order to accomplish a specific objective. The screen displays each step in priority order.

Type

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A code identifying the type of step. Valid codes are: • O (Optional) • R (Required) • S (Selective)

Commands The following is a list of the commands that appear on the Interactive Tickler screen in Display Step mode toolbar and their purposes. Remember, you can use a specific command only when it appears when you select Commands from the menu bar or as an icon on the toolbar.

Cancel Does not save any of the field entries you have made and backs out of the current command.

Done Saves any of the field entries when you have completed your data entry or selection and backs out of the current command.

Help Displays help information about the associated screen or process.

Page Backward Enables you to move back one screen of data, if additional screens exist.

Page Forward Enables you to move forward one screen of data, if additional screens exist.

Step Detail Puts the screen into Display Step Detail mode. Displays the Contact, Objective, and Requirement groups relevant to a particular step on one screen.

Note: For more information about the screen in Display Step Detail mode, see Interactive Tickler Screen (Display Step Detail Mode) in this section.

Screens 72 Communications Management

Interactive Tickler Screen (Edit Contact Mode)

Purpose The Interactive Tickler screen enables you to test your Tickler strategy after you enter it in the Tickler System Entry program. When you test your Tickler strategy, you should use a “test” prospect and ID record so you do not alter the contact history for an actual prospect. You can then can add and delete various Contact records to set up a variety of hypothetical situations to see how your strategy works.

The Interactive Tickler screen in Edit Contact mode displays a list of Contact records associated with the “test” prospect. You can view, add, and update Contact records in this mode to see how your Tickler strategy works.

Access Access the Interactive Tickler screen in Edit Contact mode by selecting the menu option Communications Management, then selecting the menu option Tickler Menu. At the Communications Management: Tickler Menu, select the menu option Interactive Tickler.

After you select an ID number, select Contact-edit.

Example Following is an example of the Interactive Tickler screen in Edit Contact mode.

Segments The Interactive Tickler screen in Edit Contact mode is divided into two segments.

• The Header segment displays the ID number, name, tickler, and track you are reviewing. This segment appears in the same area of every subsequent screen and does not change.

• The Contact segment displays all the Contact records associated with the prospect.

Communications Management 73 Screens

Fields on the Header Segment For a list of the fields and their descriptions that appear on the Header segment of the Interactive Tickler screen in Edit Contact mode, see Interactive Tickler Screen in this section.

Fields on the Contact Segment The following is a list of fields and their descriptions that appear on the Contact segment of the Interactive Tickler screen in Edit Contact mode.

CGC Also known as Computer-Generated Contact, a Y/N flag indicating whether you want the Tickler program to always control the time spans between contacts (or, alternatively, enable users to override the time spans). For example, assume Tickler schedules a letter contact for an individual, setting the Due Date to have as specific time span since the previous contact it scheduled was completed and defining the CGC field to Y. Further assume a Communications Management user wants to send the letter, already scheduled by Tickler, on an earlier date, but leaves the CGC field set to Y. When Tickler reviews the individual’s Contact records (assuming the letter contact has an Expected status), it will detect that the changed Due Date for the letter contact in question does not comply with the tickler time span strategy. Tickler will therefore reset the contact’s Due Date to its original value, overriding the change made by the user. In contrast, if the user had changed the CGC field to N when the contact’s Due Date was changed, Tickler would have ignored the contact and not reset the Due Date.

Note:Tickler also will not reset the Due Date of Contact records if the CGC field is blank or null.

Complete The date the Contact resource was completed, in the format mm/dd/yyyy (i.e., the date you created the letter or made the telephone call).

Contact The code identifying the Contact resource. Use Table Lookup for list of valid codes.

Corres The ID number of the person whose name is used in a letter (e.g., an admissions counselor whose name is used in a letter, or a faculty member who will interview the student). When a merge file is created, the ID number entered into this field is associated with the WP_CORR_ID macro, and the name of the person with the Correspondent ID number is associated with the WP_CORR_NAME macro. Press <F6> to perform a query.

Description A brief description of the Contact resource.

Due The due date for the Contact resource in the format mm/dd/yyyy. Defaults to the current date, if the Contact resource is being added.

Rte A code indicating if the Contact resource is incoming (I) or outgoing (O).

Stat A code identifying the status of the Contact resource. Valid codes are as follows. Defaults to E, if the Contact resource is being added.

• C (Complete [done]) • E (Expected [scheduled to occur]) • F (Forecasted [expected to occur in the future]) • I (Interrupted [stopped by the activation of an interrupt step]) • S (Skipped [due to completion of step objective])

Screens 74 Communications Management

• V (Void [inappropriate record])

Time The appointment time for the contact (e.g., the time the prospect is scheduled for a campus visit) using a 24-hour clock (e.g., 2:30 p.m. = 1430).

Commands The following is a list of the commands that appear on the Interactive Tickler screen in Edit Contact mode toolbar and their purposes. Remember, you can use a specific command only when it appears when you select Commands from the menu bar or as an icon on the toolbar.

Add Line Puts the screen into Add Contact mode. Creates a blank line and enables you to add a new Contact record.

Cancel Does not save any of the field entries you have made and backs out of the current command.

Done Saves your field entries when you have completed your data entry or selection and backs out of the current command.

Erase Line Deletes a line in the list of Contact records.

Help Displays help information about the associated screen or process.

Page Backward Enables you to move back one screen of data, if additional screens exist.

Page Forward Enables you to move forward one screen of data, if additional screens exist.

Communications Management 75 Screens

Involvements Notices Screen

Purpose The Involvements Notices screen enables you to create letters for prospects with the involvements in the session and year you specify. The Letter resource used to create the high school letter is assumed to be INVLHS. The Letter resource used to create the newspaper letters is assumed to be INVLNS. You can find these resources in the Letters drawer of the Publicity file cabinet in WPVI.

Note: This process does not use Contact records to create letters. Consequently, the system maintains no history of this process. You can print the letters later by running the Print Letters and Labels process.

Access Access the Involvements Notices screen by selecting the menu option Communications Management, then selecting the menu option Involvements Notices.

For More Information The Involvements Notices process results in an Addressing Parameters window, a Label Parameters window, and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Involvements Notices screen.

Fields The following is a list of fields and their descriptions that appear on the Involvements Notices screen.

Screens 76 Communications Management

Beginning Date The date for the involvement in the format mm/dd/yyyy. Defaults to the current date. Must be less than or equal to the default date.

Date The date to be expanded and printed on all the letters in the format mm/dd/yyyy. Defaults to the current date.

Format The type of output desired. Valid types are:

� stdlps (creates output needed for standard CX letter production using LPS) � wordp (creates output needed for merge into the WordPerfect word processing

application) � rtf (creates output needed for merge into the Microsoft Word word processing

application)

Involvement A code identifying the specific involvement (e.g., FOOT for football). Use Table Lookup for a list of valid codes.

Letter The name of the resource or contact that produces your involvement notices.

Letters/Labels/Both/None A code identifying the desired output. Valid codes are:

• BOTH (Creates letters, envelopes, and labels) • LABELS (Creates labels only) • LETTERS (Creates letters and envelopes only) • NONE (Creates no output)

Note: Generally, you do not use the code NONE.

Runcode The ADR run code for the involvement (e.g., SINGLEI for an informal address such as Dear John or SINGLE for a formal address such as Dear Mr. Jones). Use Table Lookup for a list of valid codes.

Commands The following is a list of the commands that appear on the Involvements Notices screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

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Label Parameters Window

Purpose Many of the processes relating to Communications Management result in a Label Parameters window. This window enables you to specify certain parameters for creating address labels.

Processes That Use the Screen The following is a list of the processes relating to Communications Management that result in a Label Parameters window by application:

Alumni Association • Accomplishment Notices • Create Alumni Letters • Create Letters by Zip • Create Subscription Labels • Graduates Notices • Involvements Notices

Development • Accomplishment Notices • Create Acknowledge Letters • Create Development Letters • Create Pledge Reminders • Create Subscription Labels • Graduates Notices • Involvements Notices • Pledge Acknowledgements • Premium Labels

Public Relations • Accomplishment Notices • Create Alumni Letters • Create Letters by Zip • Create Subscription Labels • Graduates Notices • Involvements Notices

Recruiting/Admissions • Create Admissions Letters • Create All Letters/Labels

Access The Label Parameters window automatically appears on the screen for specific processes. The window appears when you have completed your data entry or selection and want to continue by selecting Finish.

Example Following is an example of the Label Parameters window.

Screens 78 Communications Management

Fields The following is a list of fields and their descriptions that appear on the Label Parameters window.

Capitalize Labels A code indicating if you want to capitalize the names and addresses on the labels (Y) or not (N). (Used primarily for bulk mailings.)

Form(s) A code identifying the form(s) to use for the labels (e.g., 1up5x35 which represents a sheet of one column of labels, up to 5 lines per label, and no more than 35 characters per line). Use Table Lookup for a list of valid codes.

Note: If a valid code has two forms listed (e.g., 3up5x35 1up8x40), the system saves any label too long for the first form in another file which you can print later on the larger label. If you select such a code, enter N in the Truncate Labels field.

Print ID# and Date A code indicating if you want to print the ID number and date on the first line of each label (Y) or not (N).

Rows or Columns A code indicating if you want to print the output in row (R) or column (C) format.

Truncate Labels A code indicating if you want to truncate (cut-off) the labels so they fit the form used (Y) or not (N).

Note: If you entered two forms in the Form(s) field, enter N.

Commands The following is a list of the commands that appear on the screen command line and their purposes. You select one of these commands after you enter data into the fields on the Label Parameters window. Note that the commands appear on the command line of the screen that the window overlays, not the window itself.

Cancel Exits from the window without saving any of the field entries you have made.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

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Letters/Labels Due Report Screen

Purpose The Letters/Labels Due Report screen enables you to produce the Contact Action report. This report lists Contact resources with an expected status, representing letters and labels, that are ready for the letter and label creation process. You can produce the Contact Action report in two formats: detailed or summary. The detailed format lists the names of the prospects associated with the Contact resources. The summary format lists only the names and totals of each letter and label category. The system sorts each format by the ACE report used to create the letters and labels (e.g., ltradmit, ltrstat, etc.)

Access Access the Letters/Labels Due Report screen by selecting the menu option Communications Management, then selecting the menu option Letters/Labels Due Report.

For More Information The Letters/Labels Due Report process results in an Output Parameters and Scheduling window. For more information about this window, see Output Parameters and Scheduling Window in this section.

Example Following is an example of the Letters/Labels Due Report screen.

Fields The following is a list of fields and their descriptions that appear on the Letters/Labels Due Report screen.

Date

Screens 80 Communications Management

The due date for the Contact resource in the format mm/dd/yyyy. Defaults to the current date. The system uses this date to select letters and labels that are ready to be printed. The system only selects Contact resources with a due date less than or equal to the date entered.

Summary A code indicating if the report will print in summary format (Y) or detail format (N). If you enter an N, the report lists the names of the prospects associated with the Contact resources. If you enter a Y, the report lists only the names and totals of each letter and label category.

Tickler A code identifying the tickler to which the Contact resource is associated. The following codes are standard. One automatically appears depending on the application in which you are working. Your institution can create additional codes to meet its needs. Use Table Lookup for a list of valid codes.

• ADM (Recruiting/Admissions) • ADMG (Graduate Admissions) • ALPR (Alumni Association or Public Relations) • DEV (Development)

Commands The following is a list of the commands that appear on the Letters/Labels Due Report screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 81 Screens

Name/Address/Phone Screen

Purpose The Name/Address/Phone screen is a Contact PERFORM screen used exclusively by the Recruiting/Admissions product. It enables you to view, add, and update Contact records for an individual prospect. Using this screen, you can review admissions contacts (i.e., the tickler code is ADM or ADMG) as well as contacts created for a student by other offices (e.g., REG from the Registrar’s office, or FY** from the Financial Aid office).

This screen can be helpful when an Admissions office must correct Contact records that have caused Admissions Statistics (admstats) errors. For example, if the Contact Batch Entry process accidentally created an ADM tickler Contact record for a high school, Admissions Statistics would detect an error because the high school would not have an Admissions record. However, if the Admissions office attempted to use the Admissions Entry program to delete or void the contact from the Inquiry or Application form, Admissions Entry would automatically create an Admissions record, and undesired consequence. Under these circumstances a user could use this screen to query for the school with the ADM tickler contact and then void the contact or change the tickler code to SCHL without causing the creation of an Admissions record for the school.

This screen can also be used to create a Contact record for an individual without leaving the Communications Management menu.

Access Access the Name/Address/Phone screen by selecting the menu option Communications Management from the Recruiting/Admissions menu, then selecting the menu option Create One Contact Record.

Note: A similar screen is available in the Student Placement application. The Student Placement screen contains ID and contact information only.

Example Following is an example of the Name/Address/Phone screen.

Segments The Contact screen is divided into three segments.

• The Name/Address/Phone segment identifies the prospect. This segment of the screen is used to access ID records in the database. This segment of the screen is display only.

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• The Contact segment displays specific information about the prospect’s Contact records. This segment of the screen is used to access Contact records in the database.

• The Contact Comments segment provides access to narrative about the contact(s). This segment of the screen is used to access Contact BLOB (Binary Large Object, or unlimited text) records.

Fields on the Name/Address/Phone Segment The following is a list of fields and their descriptions that appear on the Name/Address/Phone segment of the Name/Address/Phone screen.

Add Date The date the system added the ID record to the CX database in the format mm/dd/yyyy.

Address The prospect’s permanent address appearing in the prospect’s ID record. You can have up to two lines of information.

City The city of the prospect’s permanent address appearing in the prospect’s ID record.

Country The country of the prospect’s permanent address appearing in the prospect’s ID record.

ID No The system-generated number identifying the prospect in the CX database.

Last Upd The date the ID record was last updated in the format mm/dd/yyyy.

Name The prospect’s name in the format: last name, first name middle name (or initial) (e.g., Campbell, Carol Leslie).

SS No The prospect’s social security number appearing in the prospect’s ID record.

State/Zip The two-letter state abbreviation and zip code of the prospect’s permanent address appearing in the prospect’s ID record.

Telephone The prospect’s permanent telephone number appearing in the prospect’s ID record.

Title A code identifying the prospect’s title (e.g., MR or MRS).

Fields on the Contact Segment The following is a list of fields and their descriptions that appear on the Contact segment of the Name/Address/Phone screen.

Admission status at time of contact The admission status of the prospect/applicant the last time the Admissions Status program reviewed the contact (e.g., INQUIRED or APPLIED). This field is display only.

ADMSTAT Code A code indicating how the Admissions Status program processed the contact. X indicates the contact has caused an Admissions Status error. Other codes include C (completed), E (expected), and V (void). This field is display only.

CGC

Communications Management 83 Screens

Also known as Computer-Generated Contact, a Y/N flag indicating whether you want the Tickler program to always control the time spans between contacts (or, alternatively, enable users to override the time spans). For example, assume Tickler schedules a letter contact for an individual, setting the Due Date to have as specific time span since the previous contact it scheduled was completed and defining the CGC field to Y. Further assume a Communications Management user wants to send the letter, already scheduled by Tickler, on an earlier date, but leaves the CGC field set to Y. When Tickler reviews the individual’s Contact records (assuming the letter contact has an Expected status), it will detect that the changed Due Date for the letter contact in question does not comply with the tickler time span strategy. Tickler will therefore reset the contact’s Due Date to its original value, overriding the change made by the user. In contrast, if the user had changed the CGC field to N when the contact’s Due Date was changed, Tickler would have ignored the contact and not reset the Due Date.

Note:Tickler also will not reset the Due Date of Contact records if the CGC field is blank or null.

Contact Date The date the Contact resource was completed, in the format mm/dd/yyyy (i.e., the date you created the letter or made the telephone call).

Correspondent The ID number of the person whose name is used in a letter (e.g., an admissions counselor whose name is used in a letter, or a faculty member who will interview the student). When a merge file is created, the ID number entered into this field is associated with the WP_CORR_ID macro, and the name of the person with the Correspondent ID number is associated with the WP_CORR_NAME macro.

Date Added The date the Contact resource is (or was) added to the database, in the format mm/dd/yyyy. The system automatically enters this date and defaults to the current date if the Contact record is being added manually. This is a display-only field.

Due Date The due date for the Contact resource in the format mm/dd/yyyy. It defaults to the current date, if the Contact resource is being added.

Resource A code identifying the Contact resource. A brief description of the Contact resource appears in the field to the right of the code (e.g., ACTIVITY for an activity letter).

Status A code identifying the status of the Contact resource. Valid codes are as follows. Defaults to E, if the Contact resource is being added.

• C (Completed) • E (Expected) • V (Voided)

Tickler A code identifying the tickler to which the Contact resource is associated. The following codes are standard. Your institution can create additional codes to meet its needs.

• ADM (Recruiting/Admissions) • ADMG (Graduate Admissions)

Fields on the Contact Comments Segment The following is a list of fields and their descriptions that appear on the Contact Comments segment of the Name/Address/Phone screen.

Comment Number

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The system-maintained sequence number that links the contact and any associated BLOB (binary large object) record. This field is display-only.

Comment Text The BLOB associated with the contact.

Commands The following is a list of the commands that appear on the Name/Address/Phone screen ring menu and their purposes. Remember, you can use a specific command only when it appears on the current ring menu.

Add Puts the screen into Add mode. Adds a row to the active database table.

Append In Output mode, adds new data to existing output file.

Create In Output mode, creates a new output file.

Current Displays the current row of the current database table.

Current-list In Output mode, writes the current list to the output file.

Detail Selects the Detail table of the current database table.

Escape (<Esc>) In Query mode, performs a query. In Add mode, adds the new data. In Update mode, changes the data.

Exit Quits the program and returns you to the menu.

Interrupt (<Ctrl-c>) In Query mode, discards a query and exits the mode. In Add mode, discards new data and exits the mode.

Master Selects the Master table of the current database table.

Next Shows the next row in the current list.

No In Remove mode, does not remove the selected row from the active database table.

One-page In Output mode, writes the displayed row to the output file.

Output Puts the screen into Output mode. Outputs the selected row(s) in form or report format.

Previous Shows the previous row in the current list.

Query

Communications Management 85 Screens

Puts the screen into Query mode. Searches the active database table for individuals who match the data you enter into one or more fields. If you do not enter any data, the system selects the entire database table beginning with the first record.

Note:When performing a query on the Contact record, be sure the zero (0) is blanked out after you have entered your search criteria and before you execute the Query command.

Remove Puts the screen into Remove mode. Deletes the selected row from the active database table.

Note: Jenzabar does not recommend deleting Contact records because you may lose the complete history for the record. See your Jenzabar coordinator.

Screen Shows the next page of the form, if additional pages exist. (Currently not used.)

Screen-format In Output mode, writes the selected output in screen format.

Table Selects the current database table.

Update Puts the screen into Update mode. Changes the selected row in the active database table.

Upload-format In Output mode, writes the selected output in ASCII format.

View Runs vi editor commands to display an additional BLOB (Binary Large Object) field that can contain a variable amount of text.

Yes In Remove mode, removes the selected row from the active database table.

Screens 86 Communications Management

Output Parameters and Scheduling Window

Purpose Many of the processes relating to Communications Management result in an Output Parameters and Scheduling window. This window appears throughout CX when you are ready to execute a program or produce a report. The Output Parameters and Scheduling window allows you to run these processes in the background so you can continue to use your PC or terminal for other work. You change the fields in the window so the program executes according to your needs, and the process executes at the time you specify. After the system completes the process, it sends you electronic mail informing you if it completed successfully.

Processes That Use the Screen The following is a list of the processes relating to Communications Management that result in an Output Parameters and Scheduling window by application:

Alumni Association • Accomplishment Notices • Add Chapter Records • Create Alumni Letters • Create Letters by Zip • Create Subscription Labels • Graduates Notices • Involvements Notices • Letters/Labels Due Report • Schedule Tickler Review • Subscription Report • Subscriptions Report • Tickler Structure Report

Development • Accomplishment Notices • Create Acknowledge Letters • Create Development Letters • Create Pledge Reminders • Create Subscription Labels • Graduates Notices • Involvements Notices • Letters/Labels Due Report • Pledge Acknowledgements • Premium Labels • Schedule Tickler Review • Subscription Report • Subscriptions Report • Tickler Structure Report

Public Relations • Accomplishment Notices • Create Alumni Letters • Create Letters by Zip • Create Subscription Labels • Graduates Notices • Involvements Notices • Letters/Labels Due Report

Communications Management 87 Screens

• Schedule Tickler Review • Subscription Report • Subscriptions Report • Tickler Structure Report

Recruiting/Admissions • Create Admissions Letters • Create All Letters/Labels • Letters/Labels Due Report • Schedule Tickler Review • Select by User Parameters • Tickler Structure Report

Access The Output Parameters and Scheduling window automatically appears on the screen for specific processes. The window appears when you have completed your data entry or selection and want to continue by selecting Finish.

For More Information For more information about the Output Parameters and Scheduling window, see Getting Started User Guide.

Example Following is an example of the Output Parameters and Scheduling window.

Fields The following is a list of fields and their descriptions that appear on the Output Parameters and Scheduling window. You may not be able to access all the fields depending on the process you are running or the data entered in other fields. For example, you will be able to access the Mode field for a process that produces a report. However, you will not for a process that schedules a review (e.g., the Schedule Tickler Review process). The cursor will only appear in fields in which you may enter data.

Background A code indicating if you want to run the process in the background. Valid codes are:

• Y (Runs the process in the background and allows you to use your PC or terminal for other work)

• N (Runs the process in the foreground and does not allow you to use your PC or terminal for other work)

Day

Screens 88 Communications Management

The day of the week the process will run. You can enter a weekday (e.g., wednesday) or a date (e.g., jan 1). The process will always run on the day or date you enter unless you change it. Leave this field blank to run the process on the current day.

Note: You must enter the weekday or date in lower-case letters.

File The name of the file in your home directory to which the system sends the output, if you do not send it to a printer or to the screen.

Note: If you enter file in the Mode field, you must enter a filename in this field. If you leave this field blank, the system will use the application name with an .out extension as the filename.

Mode The name of the printer where you want to print the output. Use Table Lookup for list of valid values.

Note: Enter more to send the output to the screen so you can view it. Enter file to send the output to a file. If you enter file, you must enter a filename in the File field.

Time The time of day the process should run. Enter NOW to run it immediately.

Commands The following is a list of the commands that appear on the screen command line and their purposes. You select one of these commands after you enter data into the fields on the Output Parameters and Scheduling window. Note that the commands appear on the command line of the screen that the window overlays, not the window itself.

Cancel Exits from the window without saving any of the field entries you have made.

Finish Saves your field entries when you have completed your data entry or selection and what to continue.

Note: When the menu reappears, if you entered NOW in the Time field, “Exist” will appear next to the menu option Tasks. Otherwise, “Are Queued” will appear next to the menu option Sched Procs. The process will execute at the time you specify and will send electronic mail messages informing informing you the process is complete.

Help Displays help information about the associated screen or process.

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Pledge Acknowledgements Screen

Purpose The Pledge Acknowledgements screen enables you to select donors who are to receive pledge acknowledgement letters based on the existence of the proper Contact record for pledges.

Note: You can print the letters later by running the Print Letters and Labels process.

Access Access the Pledge Acknowledgements screen by selecting the menu option Communications Management, then selecting the menu option Pledge Acknowledgements.

For More Information The Pledge Acknowledgements process results in an Addressing Parameters window, a Label Parameters window, and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Pledge Acknowledgements screen.

Fields The following is a list of fields and their descriptions that appear on the Pledge Acknowledgements screen.

Bulk Mail Processing

Screens 90 Communications Management

A Y/N flag indicating whether you want to create an output file for use with the CX Mailer’s +4 product. A Y causes the process to create a .blk file in the Merge drawer that you can download to a PC for further processing. For more information, see the CX online help Using the CX Bulk Mailing System.

Date The date to be expanded and printed on all the letters in the format mm/dd/yyyy. Defaults to the current date.

Due Date The due date for the Contact resource in the format mm/dd/yyyy. Defaults to the current date. The system uses this date to select expected Contact resources with a due date less than or equal to the date entered.

Format The type of output desired. Valid types are:

� stdlps (creates output needed for standard CX letter production using LPS) � wordp (creates output needed for merge into the WordPerfect word processing

application) � rtf (creates output needed for merge into the Microsoft Word word processing

application)

Letters/Labels/Both/None A code identifying the desired output based on the communication code assigned to the Contact resource. Valid codes are:

• BOTH (Contact resources with the communication code LTLB) • LABELS (Contact resources with the communication code LABL) • LETTERS (Contact resources with the communication code LETT) • NONE (Does not create any output; updates the Contact resource status to

completed)

Note: Generally, you do not use the code NONE.

Report The name of the ACE report that extracts the information for the letters. Use Table Lookup for a list of valid codes.

Resource The Contact resource used to produce the output (e.g., ACTIVITY for an activity letter). Use Table Lookup for a list of valid codes.

Tickler The strategy name associated with the letters (e.g., DEV or HS). Use Table Lookup for a list of valid codes.

Commands The following is a list of the commands that appear on the Pledge Acknowledgements screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 91 Screens

Premium Labels Screen

Purpose The Premium Labels screen enables you to create labels for premiums going to individuals with the premium code. This process updates the status of the Contact resource associated with the premium to completed.

Note: For more information, see the Jenzabar guide Using Alumni Development.

Access Access the Premium Labels screen by selecting the menu option Communications Management, then selecting the menu option Premium Labels.

For More Information The Premium Labels process results in an Addressing Parameters window, a Label Parameters window, and an Output Parameters and Scheduling window. For more information about these windows, see the appropriate pages in this section.

Example Following is an example of the Premium Labels screen.

Fields The following is a list of fields and their descriptions that appear on the Premium Labels screen.

Date The date to be printed on all labels in the format mm/dd/yyyy. Defaults to the current date.

Due Date

Screens 92 Communications Management

The due date for the Contact resource in the format mm/dd/yyyy. Defaults to the current date. The system uses this date to select expected Contact resources with a due date less than or equal to the date entered.

Format The type of output desired. Valid types are:

� stdlps (creates output needed for standard CX letter production using LPS) � wordp (creates output needed for merge into the WordPerfect word processing

application) � rtf (creates output needed for merge into the Microsoft Word word processing

application)

Letters/Labels/Both/None A code identifying the desired output based on the communication code assigned to the Contact resource. Valid codes are:

• BOTH (Contact resources with the communication code LTLB) • LABELS (Contact resources with the communication code LABL) • LETTERS (Contact resources with the communication code LETT) • NONE (Does not create any output; updates the Contact resource status to

completed)

Note: Generally, you do not use the code NONE.

Premium A code identifying the premium for selection. Use Table Lookup for a list of valid codes or leave blank for no restrictions.

Report The name of the ACE report that extracts the information for the letters. Use Table Lookup for a list of valid codes.

Resource The Contact resource used to produce the output (e.g., ACTIVITY for an activity letter). Use Table Lookup for a list of valid codes.

Tickler The strategy name associated with the letters (e.g., DEV or HS). Use Table Lookup for a list of valid codes.

Commands The following is a list of the commands that appear on the Premium Labels screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 93 Screens

Print Admissions Letters Screens

Purpose The Print Admissions Letters screens enable you to print the letters and labels created by the Create Admissions Letters process.

Note: You must first run the Create Admissions Letters process before you run the Print Admissions Letters process.

Access Access the Print Admissions Letters screens by selecting the menu option Communications Management, then selecting the menu option Print Admissions Letters.

Example Following is an example of the Print Admissions Letters screen. The complete Print Admissions Letters screen occupies four screens. For more information about the remaining screens, see Print Letters and Labels Screen (with each segment) in this section.

Segments The Print Admissions Letters screen is divided into two segments:

• The File to Be Printed segment provides information about the file you select for printing. This segment appears in the same area on each subsequent screen and does not change. However, the information that appears in the fields changes depending on the information you enter in the fields on the subsequent screens.

• The Files to Be Printed segment provides a list of files containing letters and labels to be printed.

Screens 94 Communications Management

Fields The fields that appear on each Print Admissions Letters screen are the same as the fields that appear on each Print Letters and Labels screen. For a list of the fields and their descriptions, see Print Letters and Labels Screen (with each segment) in this section.

Commands The commands that appear on each Print Admissions Letters screen command line are the same as the commands that appear on each Print Letters and Labels screen. For a list of the commands and their purposes, see Print Letters and Labels Screen (with each segment) in this section.

Communications Management 95 Screens

Print Alumni Letters Screens

Purpose The Print Alumni Letters screens enable you to print the letters and labels created by the Create Alumni Letters process.

Note: You must run the Create Alumni Letters process before you run the Print Alumni Letters process.

Access Access the Print Alumni Letters screens by selecting the menu option Communications Management, then selecting the menu option Print Alumni Letters.

Example Following is an example of the Print Alumni Letters screen. The complete Print Alumni Letters screen occupies four screens. For more information about the remaining screens, see Print Letters and Labels Screen (with each segment) in this section.

Segments The Print Alumni Letters screen is divided into two segments:

• The File to Be Printed segment provides information about the file you select for printing. This segment appears in the same area on each subsequent screen and does not change. However, the information that appears in the fields changes depending on the information you enter in the fields on the subsequent screens.

• The Files to Be Printed segment provides a list of files containing letters and labels to be printed.

Screens 96 Communications Management

Fields The fields that appear on each Print Alumni Letters screen are the same as the fields that appear on each Print Letters and Labels screen. For a list of the fields and their descriptions, see Print Letters and Labels Screen (with each segment) in this section.

Commands The commands that appear on each Print Alumni Letters screen command line are the same as the commands that appear on each Print Letters and Labels screen. For a list of the commands and their purposes, see Print Letters and Labels Screen (with each segment) in this section.

Communications Management 97 Screens

Print Letters and Labels Screen (Current Status Segment)

Purpose The Print Letters and Labels screens enable you to print the letters and labels created by the letter and label creation process. The Current Status segment provides information about the letters and labels being printed.

Note: You must run the letter and label creation process before you run the Print Letters and Labels process.

Access Access the Print Letters and Labels screens by selecting the menu option Utility Menu, then selecting the menu option Letters/Labels/Reports. At the Utilities: Letters/Labels and Reports Menu, select the menu option Print Letters and Labels.

After you enter information in the appropriate fields on the Print Letters and Labels screen with the Print Log segment, the Print Letters and Labels screen with the Current Status segment appears.

Note: In the Development and Public Relations applications, you can also access the screens by selecting Communications Management, then selecting the menu option Print Letters and Labels.

In the Alumni, Development, and Public Relations applications, you can also access the screens by selecting Communications Management, then selecting the menu option Subscriptions. At the Utilities: Subscription Letters and Labels Menu, select the menu option Print Letters and Labels.

Example Following is an example of the Print Letters and Labels screen with the Current Status segment. The complete Print Letters and Labels screen occupies four screens. For more information about these screens, see Print Letters and Labels Screen (with each segment) in this section.

Screens 98 Communications Management

Segments This Print Letters and Labels screen is divided into two segments:

• The File to Be Printed segment provides information about the file you select for printing. This segment appears in the same area on each subsequent screen and does not change. However, the information that appears in the fields changes depending on the information you enter in the fields on the subsequent screens.

• The Current Status segment provides information about the letters and labels being printed.

Fields on the File to Be Printed Segment For a list of the fields and their descriptions that appear on the File to Be Printed segment of the Print Letters and Labels screen, see Print Letters and Labels (Files to Be Printed Segment) in this section.

Fields on the Current Status Segment The following is a list of fields and their descriptions that appear on the Current Status segment of the Print Letters and Labels screen.

Currently Printing Displays what is currently being printed.

First The first subtype to be printed.

First Printed The first subtype being printed.

id_no The first and last ID number being printed.

Last The last subtype to be printed.

Last Printed The last subtype being printed.

Pos The first or last of the subtype being printed.

To Be Printed The first, last, and total number of the subtype to be printed.

Total The total number of the subtype to be printed.

Commands The following is the list of commands that appear on the Print Letters and Labels screen with the Current Status segment command line and their purposes.

Aborts Does one or all of the following without saving any of the field entries you have made:

• Backs out of the current command • Returns to the previous command • Exits from the current screen

To start printing Enables you to start printing the selected file after you have completed your data entry.

Note: This command is located in the lower left corner of the screen.

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Print Letters and Labels Screen (Files to Be Printed Segment)

Purpose The Print Letters and Labels screens enable you to print the letters and labels created by the letter and label creation process. The Files to Be Printed segment provides a list of files containing letters and labels to be printed.

Note: You must run the letter and label creation process before you run the Print Letters and Labels process.

Access Access the Print Letters and Labels screens by selecting the menu option Utility Menu, then selecting the menu option Letters/Labels/Reports. At the Utilities: Letters/Labels and Reports Menu, select the menu option Print Letters and Labels.

Note: In the Development and Public Relations applications, you can also access the screens by selecting Communications Management, then selecting the menu option Print Letters and Labels.

In the Alumni, Development, and Public Relations applications, you can also access the screens by selecting Communications Management, then selecting the menu option Subscriptions. At the Utilities: Subscription Letters and Labels Menu, select the menu option Print Letters and Labels.

Example Following is an example of the Print Letters and Labels screen with the Files to Be Printed segment. The complete Print Letters and Labels screen occupies four screens. For more information about these screens, see Print Letters and Labels Screen (with each segment) in this section.

Screens 100 Communications Management

Segments This Print Letters and Labels screen is divided into two segments:

• The File to Be Printed segment provides information about the file you select printing. This segment appears in the same area on each subsequent screen and does not change. However, the information that appears in the fields changes depending on the information you enter in the fields on the subsequent screens.

• The Files to Be Printed segment provides a list of files containing letters and labels to be printed.

Fields on the File to Be Printed Segment The following is a list of fields and their descriptions that appear on the File to Be Printed segment of the Print Letters and Labels screen.

Count The number of letters or labels in the file to be printed.

Date/Time Created The date and time the file that contains the letters or labels was created.

Device A code identifying the printer on which to print the letters or labels. Use Table Lookup for list of valid codes.

Type(s) The file containing the letters or labels to be printed and the subtype selected to print.

Owner The login name of the person who created the file that contains the letters or labels.

% Done The percentage of the file that has been printed.

Fields on the Files to Be Printed Segment The following is a list of fields and their descriptions that appear on the Files to Be Printed segment of the Print Letters and Labels screen.

Count The number of letters or labels in the file to be printed.

Date/Time Created The date and time the file that contains the letters or labels was created.

Letter Type The file containing the letters or labels to be printed.

Owner The login name of the person who created the file containing the letters or labels.

% Done The percentage of the file that has been printed.

Stat A code identifying the status of the file. Valid codes are:

• D (Done printing) • P (Print this file) • R (Remove) • W (Waiting to be printed)

Communications Management 101 Screens

Commands The following is a list of the commands that appear on the Print Letters and Labels screen with the Files to Be Printed segment command line and their purposes.

Device Enables you to select the printer on which the letters or labels are printed.

Exit Does one or both of the following:

• Quits the current screen • Exits the program

File Enables you to select the file to be printed.

Print Not used on this screen. You must select the File command first.

Subtype Not used on this screen. You must select the File command first.

Screens 102 Communications Management

Print Letters and Labels Screen (Print Log Segment)

Purpose The Print Letters and Labels screens enable you to print the letters and labels created by the letter and label creation process. The Print Log segment provides information about the subtype selected for printing. You can select to print only a portion of the file, if necessary.

Note: You must run the letter and label creation process before you run the Print Letters and Labels process.

Access Access the Print Letters and Labels screens by selecting the menu option Utility Menu, then selecting the menu option Letters/Labels/Reports. At the Utilities: Letters/Labels and Reports Menu, select the menu option Print Letters and Labels.

After you enter information on the Print Letters and Labels screen with the Subtypes to Be Printed segment, the Print Letters and Labels screen with the Print Log segment appears.

Note: In the Development and Public Relations applications, you can also access the screens by selecting Communications Management, then selecting the menu option Print Letters and Labels.

In the Alumni, Development, and Public Relations applications, you can also access the screens by selecting Communications Management, then selecting the menu option Subscriptions. At the Utilities: Subscription Letters and Labels Menu, select the menu option Print Letters and Labels.

Example Following is an example of the Print Letters and Labels screen with the Print Log segment. The complete Print Letters and Labels screen occupies four screens. For more information about these screens, see Print Letters and Labels Screen (with each segment) in this section.

Communications Management 103 Screens

Segments This Print Letters and Labels screen is divided into two segments:

• The File to Be Printed segment provides information about the file you select for printing. This segment appears in the same area on each subsequent screen and does not change. However, the information that appears in the fields changes depending on the information you enter in the fields on the subsequent screens.

• The Print Log segment provides information about the subtype selected for printing. You can select to print only a portion of the file, if necessary.

Fields on the File to Be Printed Segment For a list of the fields and their descriptions that appear on the File to Be Printed segment of the Print Letters and Labels screen, see Print Letters and Labels (Files to Be Printed Segment) in this section.

Fields on the Print Log Segment The following is a list of fields and their descriptions that appear on the Print Log segment of the Print Letters and Labels screen.

Count The number of letters or labels in the subtype to be printed.

Date/Time Printed The date and time the subtype is to be printed.

First Pos The first letter or label in the subtype to be printed.

First id_no The ID number of the first letter in the subtype to be printed.

Last Pos The last letter or label in the subtype to be printed.

Last id_no The ID number of the last letter in the subtype to be printed.

St A code identifying the status of the subtype. Valid codes are:

• D (Done printing) • P (Print this file) • R (Remove) • W (Waiting to be printed)

Commands The commands for the Print Letters and Labels screen with the Print Log segment are the same as the commands for the Print Letters and Labels screen with the Subtypes to Be Printed segment. For a list of the commands and their purposes, see Print Letters and Labels Screen (Subtypes to Be Printed Segment) in this section.

Screens 104 Communications Management

Print Letters and Labels Screen (Subtypes to Be Printed Segment)

Purpose The Print Letters and Labels screens enable you to print the letters and labels created by the letter and label creation process. The Subtypes to Be Printed segment provides information about the subtypes (e.g., letters and envelopes) in the selected file. You can select the subtype to print.

Note: You must run the letter and label creation process before you run the Print Letters and Labels process.

Access Access the Print Letters and Labels screens by selecting the menu option Utility Menu, then selecting the menu option Letters/Labels/Reports. At the Utilities: Letters/Labels and Reports Menu, select the menu option Print Letters and Labels.

After you select a file from the Print Letters and Labels screen with the Files to Be Printed segment, the Print Letters and Labels screen with the Subtypes to Be Printed segment appears.

Note: In the Development and Public Relations applications, you can also access the screens by selecting Communications Management, then selecting the menu option Print Letters and Labels.

In the Alumni, Development, and Public Relations applications, you can also access the screens by selecting Communications Management, then selecting the menu option Subscriptions. At the Utilities: Subscription Letters and Labels Menu, select the menu option Print Letters and Labels.

Example Following is an example of the Print Letters and Labels screen with the Subtypes to Be Printed segment. The complete Print Letters and Labels screen occupies four screens. For more information about these screens, see Print Letters and Labels Screen (with each segment).

Communications Management 105 Screens

Segments The Print Letters and Labels screen is divided into two segments:

• The File to Be Printed segment provides information about the file you select for printing. This segment appears in the same area on each subsequent screen and does not change. However, the information that appears in the fields changes depending on the information you enter in the fields on the subsequent screens.

• The Subtypes to Be Printed segment provides information about the subtypes (e.g., letters and envelopes) in the selected file. You can select which subtype to print.

Fields on the File to Be Printed Segment For a list of the fields and their descriptions that appear on the File to Be Printed segment of the Print Letters and Labels screen, see Print Letters and Labels (Files to Be Printed Segment) in this section.

Fields on the Subtypes to Be Printed Segment The following is a list of fields and their descriptions that appear on the Subtypes to Be Printed segment of the Print Letters and Labels screen.

% Done The percentage of the subtype that has been printed.

Paper A code indicating if you want to print the output on continuous form (C) or single sheet (S) paper.

Print? A code identifying the status of the subtype. Valid codes are:

• D (Done printing) • P (Print this file) • R (Remove) • W (Waiting to be printed)

Size The number of the subtype to be printed.

Subtype The type of contents in the file (e.g., letters or envelopes). The Subtype informs the printer of the size of the output.

Commands The following is a list of the commands that appear on the Print Letters and Labels screen with the Subtypes to Be Printed segment command line and their purposes.

. The command line does not change for the subsequent screens.

Abort Does one or all of the following without saving any of the field entries you have made:

• Backs out of the current command • Returns to the previous command • Exits from the current screen

Down Enables you to move the cursor down one line in a list.

Execute

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Saves your field entries when you complete your data entry or selection and want to continue.

Fast-backward Enables you to move back one screen of data, if additional screens exist.

Fast-forward Enables you to move forward one screen of data, if additional screens exist.

Up Enables you to move the cursor up one line in a list.

Communications Management 107 Screens

Re-Run Contact Batch Entry Screen

Purpose The Re-Run Contact Batch Entry screen enables you to reprocess a Contact record batch entry initiated by the Contact Batch Entry process. You may have to reprocess an initial batch if it failed to process due to a record lock.

Access Access the Re-Run Contact Batch Entry screen by selecting the menu option Communications Management, then selecting the menu option Re-Run Contact Batch Entry.

Example Because the Re-Run Contact Batch Entry screen reprocesses a Contact record batch entry initiated by the Contact Batch Entry process and requires no data entry, an example of the screen is not included in this guide.

Fields Because the Re-Run Contact Batch Entry screen requires no data entry, no fields appear on the screen.

Commands The following is a list of the commands that appear on the Re-Run Contact Batch Entry screen command line and their purposes.

Cancel Does not reprocess the initial batch created by the Contact Batch Entry process and exits from the current screen.

Finish Reprocesses the initial batch created by the Contact Batch Entry process and exits from the current screen.

Help Displays help information about the associated screen or process.

Screens 108 Communications Management

Schedule Tickler Review Screen

Purpose The Schedule Tickler Review screen enables you to initiate the Tickler program to review all Contact records for a given tickler at a day and time you specify rather than waiting for it be done overnight by cron. You can use cron to schedule this process to automatically run on a regular basis, usually every night. When you schedule Tickler to run automatically or by running the Schedule Tickler Review process, Tickler reviews those prospects who either have the current date as their Next Review Date or those who have had Contact records added or completed since their last review.

Note: The following codes are standard. The system automatically displays one of the them depending on the application in which you are working. Your institution can use or create additional codes to meet its needs. • ADM for Recruiting/Admissions • ADMG for Graduate Admissions • ALPR for Alumni Association or Public Relations • DEV for Development

Access Access the Schedule Tickler Review screen by selecting the menu option Communications Management, then selecting the menu option Tickler Menu. At the Communications Management: Tickler Menu, select the menu option Schedule Tickler Review.

For More Information The Schedule Tickler Review process results in an Output Parameters and Scheduling window. For more information about this window, see Output Parameters and Scheduling Window in this section.

Example Because the Schedule Tickler Review screen requires almost no data entry, an example of the screen is not included in this guide.

Fields Because the Schedule Tickler Review screen requires almost no data entry, no fields appear on the screen. In some cases, a tickler code parameter field is available, into which you can enter a tickler code (e.g., ADM or ADMG).

Commands The following is a list of the commands that appear on the Schedule Tickler Review screen command line and their purposes.

Cancel Exits the program and returns you to the menu.

Finish Displays the Output Parameters and Scheduling window and enables you to run the program according to your needs.

Help Displays help information about the associated screen or process.

Communications Management 109 Screens

Select by User Parameters Screen

Purpose The Select by User Parameters screen enables you to create a batch of expected Contact records for all prospects who match the parameters you specify. You can use this process to create the same Contact record for a large number of prospects. The more data you enter into the search parameters, the narrower the search.

The last five parameters on the screen (Tickler, Due Date, Schedule Contact, Contact Time, and Correspondent ID#) are used to define the type of contact which will be added for prospective students who meet the selection criteria. This option will not add an expected contact for a student if he/she: • Already has an expected contact by the same contact and tickler codes. • Has been flagged as having an incorrect address. • Has been flagged as deceased.

WARNING: This menu option does not produce a report prior to adding the contact records to the database. To determine for which students Contact records were created during this process, run the Letters/Labels Due report.

Access Access the Select by User Parameters screen by selecting the menu option Communications Management, then selecting the menu option Select by User Parameters.

For More Information The Select by User Parameters process results in an Output Parameters and Scheduling window. For more information about this window, see Output Parameters and Scheduling Window in this section.

Example Following is an example of the Select by User Parameters screen.

Screens 110 Communications Management

Fields The following is a list of fields and their descriptions that appear on the Select by User Parameters screen.

Accomplishment A code identifying a specific accomplishment (e.g., DEAN for those on the dean’s list). Use Table Lookup for a list of valid codes.

Beginning Zip Code The beginning zip code or 00000-0000 for no restrictions. Use Table Lookup for a list of valid values.

Classification A code identifying a specific classification (e.g., SR for seniors). Use Table Lookup for a list of valid codes.

Contact Received A Contact resource that the prospect(s) has received. Use Table Lookup for a list of valid codes.

Contact Not Received A Contact resource that the prospect(s) has not received. Use Table Lookup for a list of valid codes.

Contact Time The military time at which you want the contact to be completed.

Correspondent ID The ID number of the person associated with the contact being created. Click the question mark icon next to the field to perform an ID lookup.

Counselor ID The number identifying a specific counselor. Click the question mark icon next to the field to perform an ID lookup.

Country

Communications Management 111 Screens

The country of the permanent address appearing in the search group’s records. Use Table Lookup for a list of valid values.

County The county of the permanent address appearing in the search group’s records. Use Table Lookup for a list of valid values.

Decision A code identifying a specific admissions decision (e.g., FULL for full acceptance). Use Table Lookup for a list of valid codes.

Degree The degree code (e.g., BSN or BA). Use Table Lookup for a list of valid codes.

Denomination A code identifying a specific denomination (e.g., BAPT for Baptist). Use Table Lookup for a list of valid codes.

Due Date The due date for the Contact resource to be added in the format mm/dd/yyyy. Defaults to the current date. This field is required.

Ending Zip Code The ending zip code or 99999-9999 for no restrictions. Use Table Lookup for a list of valid values.

Ethnic A code identifying a specific ethnic background (e.g., AM for Native American/Alaskan Native). Use Table Lookup for a list of valid codes.

First or Second Major A code identifying a specific major (e.g., UNDE for undecided). Use Table Lookup for a list of valid codes.

Housing A code identifying a specific housing type. Valid codes are:

• C (Commuter) • L (Local) • R (Resident)

Interest A code identifying a specific interest (e.g., ARTE for art education). Use Table Lookup for a list of valid codes.

Involvement A code identifying a specific involvement (e.g., FOOT for football). Use Table Lookup for a list of valid codes.

Planned Enrollment Session A code identifying a specific planned enrollment session (e.g., FA for the fall session). Use Table Lookup for a list of valid codes.

Planned Enrollment Yr The specific planned enrollment year in the format yyyy (e.g., 1995). Use Table Lookup for a list of valid values.

Program A code identifying a specific program (e.g., UNDG for undergraduate). Use Table Lookup for a list of valid codes. This field is required.

Referral Source

Screens 112 Communications Management

The means by which the prospect(s) were referred to your institution. Use Table Lookup for a list of valid codes.

Schedule Contact The Contact resource to be added to all records found (e.g., ACCEPTED for an acceptance letter). Use Table Lookup for a list of valid codes. This field is required.

School ID The number identifying a specific school. Click the question mark icon next to the field to perform an ID lookup.

Sex A code identifying a specific sex of the search group. Valid codes are:

• F (Female) • M (Male)

State The two-letter abbreviation of the state you want to search. Use Table Lookup for a list of valid values.

Status A code identifying a specific current enrollment (e.g., ACCEPTED for accepted for admission). Use Table Lookup for a list of valid codes.

Tickler A code identifying the tickler to which the Contact resource to be added is associated. The following codes are standard. Your institution can create additional codes to meet its needs. Use Table Lookup for a list of valid codes. This field is required and must correspond to the program code.

• ADM (Recruiting/Admissions) • ADMG (Graduate Admissions)

Transfer A Y/N flag indicating whether the prospect(s) is a transfer student. Enter Y to select only transfer students, N to select non-transfer students, or leave blank to select both types of students.

Commands The following is a list of the commands that appear on the Select by User Parameters screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 113 Screens

Subscription Report Screen

Purpose The Subscriptions Report screen enables you to produce the Subscription Table report. This report lists all the subscription codes in the Subscription table and their unique characteristics, such as communication type (letters, labels, or both).

Access Access the Subscription Report screen by selecting the menu option Communications Management, then selecting the menu option Subscriptions. At the Utilities: Subscription Letters and Labels Menu, select the menu option Table Maintenance. At the Subscriptions: Table Maintenance Menu, select the menu option Subscription Report.

For More Information The Subscription Report process results in an Output Parameters and Scheduling window. For more information about this window, see Output Parameters and Scheduling Window in this section.

Example Because the Subscription Report screen requires no data entry, an example of the screen is not included in this guide.

Fields Because the Subscription Report screen requires no data entry, no fields appear on the screen.

Commands The following is a list of the commands that appear on the Subscription Report screen command line and their purposes.

Cancel Exits the program and returns you to the menu.

Finish Displays the Output Parameters and Scheduling window and enables you to run the program according to your needs.

Help Displays help information about the associated screen or process.

Screens 114 Communications Management

Subscription Table Screen

Purpose The Subscription Table screen enables you to add, delete, or update Subscription codes in the Subscription Table. The Subscription table defines the unique characteristics of a particular subscription. It identifies the type of communication (letters, labels, or both), the code, the tickler, and ACE report for each subscription. A subscription is an assignment indicating where to send a report or correspondence. Subscription records are a means for sending periodical-type mailings (e.g., monthly, quarterly, or annual mailings). When using Subscription records, the system does not keep a specific record each time you send out a mailing, in contrast to the Contact records, which the system uses to keep specific records of each mailing.

Access Access the Subscription Table screen by selecting the menu option Communications Management, then selecting the menu option Subscriptions. At the Utilities: Subscription Letters and Labels Menu, select the menu option Table Maintenance. At the Subscriptions: Table Maintenance Menu, select the menu option Subscription.

Example Following is an example of the Subscription Table screen.

PERFORM: Query Next Previous View Add Update Remove Table Screen ... Searches the active database table. ** 1: ctc_table table** SUBSCRIPTION TABLE When querying, enter "SBSC"..[ ] Subscription Code...[ ] Description.........[ ] Run Code............[ ] Communication Code..[ ] Ace Report..........[ ] Routing.............[ ] Span Waived.........[ ] Reissued............[ ]

Fields The following is a list of fields and their descriptions that appear on the Subscription Table screen.

Ace Report The name of the ACE report used by the subscription. The ACE report selects prospect-related data from a variety of records (e.g., name, address, semester of enrollment, etc.) and associates them with the appropriate macro within the ACE report.

Communication Code The communication code assigned to the subscription (e.g., LABL for a label).

Note: Subscriptions used to create letters and labels must use one of the following codes:

Communications Management 115 Screens

− LABL (To create labels only) − LETT (To create letters and envelopes) − LTLB (To create letters, envelopes, and labels)

Description A description of the subscription.

Reissued A code indicating if Tickler can schedule the Contact resource more than once (Y) or not (N).

Routing A code indicating if the subscription is incoming (I) or outgoing (O).

Run Code The ADR run code for the subscription (e.g., SINGLEI for an informal address such as Dear John or SINGLE for a formal address such as Dear Mr. Jones).

Span Waived A code indicating if the span of time between subscriptions must be waived if Tickler is to be able to schedule the subscription. Valid codes are:

• Y (Gives Tickler control) • N (Does not give Tickler control)

Subscription Code A code identifying the subscription (e.g., ALUMNEWS for the alumni news mailing).

When querying, enter “SBSC” The code SBSC used to categorize the subscription.

Commands The following is a list of the commands that appear on the Subscription Table screen ring menu and their purposes. Remember, you can use a specific command only when it appears on the current ring menu.

Add Puts the screen into Add mode. Adds a row to the active database table.

Append In Output mode, adds new data to existing output file.

Create In Output mode, creates a new output file.

Current Displays the current row of the current database table. (Currently not used.)

Current-list In Output mode, writes the current list to the output file.

Detail Selects the Detail table of the current database table. (Currently not used.)

Escape In Query mode, performs a query. In Add mode, adds the new data. In Update mode, changes the data.

Exit Quits the program and returns you to the menu.

Interrupt (<Ctrl-c>)

Screens 116 Communications Management

In Query mode, discards a query and exits the mode. In Add mode, discards new data and exits the mode.

Master Selects the Master table of the current database table. (Currently not used.)

Next Shows the next row in the current list.

No In Remove mode, does not remove the selected row from the active database table.

One-page In Output mode, writes the displayed screen to the output file.

Output Puts the screen into Output mode. Outputs the selected row(s) in form or report format.

Previous Shows the previous row in the current list.

Query Puts the screen into Query mode. Searches the active database table for individuals who match the data you enter into one or more fields. If you do not enter any data, the system selects the entire database beginning with the first record.

Remove Puts the screen into Remove mode. Deletes the selected row from the active database table.

Note: Jenzabar does not recommend deleting subscriptions because you may lose the complete history for the record. See your Jenzabar coordinator.

Screen Shows the next page of the form, if additional pages exist. (Currently not used.)

Screen-format In Output mode, writes the selected output in screen format.

Table Selects the current database table. (Currently not used.)

Update Puts the screen into Update mode. Changes the selected row in the active database table.

Upload-format In Output mode, writes the selected output in ASCII format.

View Runs vi editor commands to display an additional BLOB (Binary Large Object) field that can contain a variable amount of text. (Currently not used.)

Yes In Remove mode, removes the selected row from the active database table.

Communications Management 117 Screens

Subscriptions Report Screen

Purpose The Subscriptions Report screen enables you to produce the Subscription Records report for a particular Subscription code. This report lists all the names and ID numbers of those associated with the subscription you specify, when the Subscription code was added for the ID number, and when the subscription begins and ends.

Access Access the Subscriptions Report screen by selecting the menu option Communications Management, then selecting the menu option Subscriptions. At the Utilities: Subscription Letters and Labels Menu, select the menu option Subscriptions Report.

For More Information The Subscriptions Report process results in an Output Parameters and Scheduling window. For more information about this window, see Output Parameters and Scheduling Window in this section.

Example Following is an example of the Subscriptions Report screen.

Fields The following is a list of fields and their descriptions that appear on the Subscriptions Report screen.

Date The date for subscription selection in the format mm/dd/yyyy. Defaults to the current date.

Subscription

Screens 118 Communications Management

A code identifying the subscription for which you want to list those individuals having that subscription (e.g., ALUMNEWS). Use Table Lookup for a list of valid codes.

Commands The following is a list of the commands that appear on the Subscriptions Report screen command line and their purposes.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Finish Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Communications Management 119 Screens

Test ADR Screen

Purpose The Test ADR screen enables you to verify that letters and labels you prepare will use the correct addresses and salutations. The screen serves as the interface to the Test ADR program, which uses ADR logic to select the most appropriate address and salutation for each letter recipient. The selection process is based on the contents of your institution's Alternate Address table, ADR record, and ADR table, and the individual values in each entity's Alternate Address record.

Access Access the Test ADR screen by selecting the Utilities menu option, then ADR Options, then Test ADR Output.

Example Following is an example of the Test ADR screen.

Fields The following is a list of fields and their descriptions that appear on the Test ADR screen.

CorrAddr A Y/N display-only flag indicating whether the retrieved address is the correct or incorrect address. This flag can only be set to N if you enable the use of incorrect addresses in the Use Incorrect Addr field.

Date

Screens 120 Communications Management

The date for address selection in the format mm/dd/yyyy. Defaults to the current date.

Deceased A Y/N flag indicating whether you can test the address of a deceased individual.

Email A Y/N display-only field indicating whether the address selected by the program is an e-mail address.

ID No The ID number of the entity for which you are performing the addressing test. If required, you can use ID query to locate the correct ID.

Name The name that corresponds to the ID No. The program supplies this name when you execute the addressing test.

Reset Runcode A Y/N flag indicating whether you want the system to test only the first record found in the ADR record if duplicate entries exist for the ID/runcode combination.

Runcode The runcode, as defined in the ADR table, that you want to test. For example, you could test the address to which to send Accounts Payable checks (with a runcode of APCHECK) or the address to which to send joint correspondence to a husband and wife (with a runcode of JOINT).

Suffix The display-only suffix (e.g., M.D.) as stored in the ID record for the selected entity.

Title The display-only title (e.g., Dr.) as stored in the ID record for the selected entity.

Type The format you want to test. Valid values are L (label) and S (salutation).

Use Deceased ID A Y/N flag indicating whether you want the system to test the address even if the individual is deceased.

Use Email A Y/N flag indicating whether you want the system to test e-mail addresses. Valid values are Y (Yes; test e-mail addresses), N (No; test only traditional, non-e-mail addresses), or B (Both; test both types of addresses, selecting the address with the lowest priority number to format for the test).

Use Incorrect Addr A Y/N flag indicating you want to test the address for the selected ID, even if the only address for the individual is flagged as incorrect.

User ID The ID number of the sender. If zero (0), the tested address and salutation are not specific to any one individual sender; if filled in with an ID, the tested address and salutation are appropriate for use with only the selected ID. For example, if one development officer is on a first name basis with a particular donor, the development officer's ID in this field will cause the system to display a salutation using the donor's first name.

Commands The following is a list of the commands that appear on the Test ADR screen command line and their purposes.

Done

Communications Management 121 Screens

Executes the Test ADR program using the parameters you have entered.

Exit Closes the Test ADR program, displaying the ADR Options menu.

Lookup ID Executes an ID query so you can lookup the ID number for which you want to test addresses.

Screens 122 Communications Management

Tickler Structure Report Screen

Purpose The Tickler Structure Report screen enables you to produce a Tickler Structure report. This report illustrates all the components, including all tracks, for the particular tickler for the application you are using. The components are based on entries you have made in the Tickler System Entry program.

Note: The following codes are standard. The system automatically displays one of the them depending on the application in which you are working. Your institution can use or create additional codes to meet its needs. • ADM for Recruiting/Admissions • ADMG for Graduate Admissions • ALPR for Alumni Association or Public Relations • DEV for Development

Access Access the Tickler Structure Report screen by selecting the menu option Communications Management, then selecting the menu option Tickler Menu. At the Communications Management: Tickler Menu, select the menu option Tickler Structure Report.

For More Information The Tickler Structure Report process results in an Output Parameters and Scheduling window. For more information about this window, see Output Parameters and Scheduling Window in this section.

Example Because the Tickler Structure Report screen requires no data entry, an example of the screen is not included in this guide.

Fields Because the Tickler Structure Report screen requires no data entry, no fields appear on the screen.

Commands The following is a list of the commands that appear on the Tickler Structure Report screen command line and their purposes.

Cancel Exits the program and returns you to the menu.

Finish Displays the Output Parameters and Scheduling window and enables you to run the program according to your needs.

Help Displays help information about the associated screen or process.

Communications Management 123 Screens

Tickler System Entry Screen

Purpose The Tickler System Entry screen enables you to create a Tickler strategy consisting of various tracks and to create and maintain steps for these tracks. You can also create and maintain the Contacts, Objective, and Requirements for each step in a track. Tickler then schedules Contact records based on requirements and objectives you establish using the Tickler System Entry process.

Depending on the command you select, the Tickler System Entry screen can appear in one of the following modes:

• Contact Detail mode • Query Mode • Step Detail mode • Step mode • Update Tick mode

Access Access the Tickler System Entry screen by selecting the menu option Communications Management, then selecting the menu option Tickler Menu. At the Communications Management: Tickler Menu, select the menu option Tickler System Entry.

Example Following is an example of the Tickler System Entry screen.

Segments The Tickler System Entry screen is divided into two segments.

• The Header segment displays the information for the specific tickler and track selected. This segment appears in the same area of the screen in any mode and does not change.

Screens 124 Communications Management

• The Step segment displays the list of steps associated with the track that must be taken in order to accomplish a specific objective. The screen displays the steps in priority order.

Fields on the Header Segment The following is a list of fields and their descriptions that appear on the Header segment of the Tickler System Entry screen.

Maximum Span The maximum number of elapsed days between scheduled Contact resources, if appropriate Contact resources remain to be scheduled.

Minimum Span The minimum number of days between scheduled Contact resources.

Send Mail To The login name for the user who receives electronic mail from Tickler (e.g., which contacts are overdue).

Target Completion Date The date by which all required steps and activated selective steps should be completed in the format mm/dd/yyyy. Defaults to the current date. This date ensures the begin and end dates of the steps are reasonable for different target dates.

Note: If this field is blank, the system displays the date ranges in the Begin and End fields in the Step segment in number of days (e.g., 365) format rather than date format (i.e., mm/dd/yyyy). Use the Target-date command to change this date. When entering a Tickler strategy, this field should be blank so a number of days can be entered in the Begin and End columns for each step.

Tickler The specific Tickler system to review. A brief description appears to the right of the field. The following codes are standard. One automatically appears depending on the application in which you are working. Your institution create additional codes to meet its needs.

• ADM (Recruiting/Admissions) • ADMG (Graduate Admissions) • ALPR (Alumni Association or Public Relations) • DEV (Development)

Tickler Review The maximum number of days that can occur between reviews. This number should be less than or equal to the number entered in the Maximum Span field.

Track A code identifying the specific population group to which an individual belongs (e.g., HS for high school prospects interested in applying for admission). A brief description appears to the right of the field. Tracks are specific to a particular tickler (e.g., the ADM tickler controls the HS track). Use Table Lookup for list of valid codes.

Note: You must enter a track to continue with the Tickler System Entry screen.

Fields on the Step Segment The following is a list of fields and their descriptions that appear on the Step segment of the Tickler System Entry screen.

Begin

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The earliest date the step could become active in the format mm/dd/yyyy.

Note: If the Target Completion Date field in the Header segment is blank, the screen displays the date in number of days format (e.g., 365) rather than date format (i.e., mm/dd/yyyy).

Description A brief description of the step.

End The last date the step will remain active in the format mm/dd/yyyy.

Note: If the Target Completion Date field in the Header segment is blank, the screen displays the date in number of days format (e.g., 1) rather than date format (i.e., mm/dd/yyyy).

Intr A code indicating if the step can interrupt subsequent steps (Y) or not (N). An activated interrupt step will stop all steps with a lower priority (i.e., all steps listed below it in the Step segment).

Priority A number identifying the priority level of the step, usually in increments of five (e.g., 5, 10, 15, etc.). This allows you to add additional steps without having to change the priority of every subsequent step. The priority establishes the sort order by which the system displays each step and should approximate the normal time line. The lower the number, the higher the priority. The priority number also determines where each step will be printed on the Tickler Structure report.

Example: If you have two tracks for the same tickler you might use the following priorities to differentiate between the two tracks on the Tickler Structure report:

Track A Track B Step name Priority Step name Priority

Step 1 5 Step 1 20 Step 2 10 Step 2 25 Step 3 15 Step 3 30

Note: You must enter an interrupt step above all steps listed in the Step segment that are to be interrupted.

Step A code identifying the series of actions that prospects must follow in order to accomplish a specific objective. Use Table Lookup for a list of valid codes.

Type A code identifying the type of step. Valid codes are:

• O (Optional) • R (Required) • S (Selective)

Commands The following is a list of the commands that appear on the Tickler System Entry screen toolbar and their purposes. Remember, you can use a specific command only when it appears when you select Commands from the menu bar or as an icon on the toolbar.

Add Line

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In Step mode, creates a blank line and enables you to add a new step.

Cancel Does one or all of the following without saving any of the field entries you have made:

• Backs out of the current command • Returns to the previous command • Exits from the current screen

Delete Enables you to delete the selected track and steps.

Note: Jenzabar does not recommend deleting tracks and steps because you may lose the complete history of a prospect assigned to the track. See your Jenzabar coordinator.

CAUTION: If you do delete a track, delete all Contact resources for the Contacts, Objective, and Requirements groups before deleting the step.

Detail In Step mode, puts the screen into Step Detail mode. The Detail window that displays the Contacts, Objective, and Requirements groups for the selected step appears. In this window, you can update any or all of these groups.

Note: For more information about the screen in Step Detail mode, see Tickler System Entry Screen (Detail Window) in this section.

Done In Query, Step, and Update Tick modes, saves your field entries when you have completed your data entry or selection and want to continue.

Erase Line In Step mode, deletes a selected step from the list.

Note: Jenzabar does not recommend deleting steps because you may lose the complete history of a prospect assigned to the track. See your Jenzabar coordinator.

CAUTION: If you do delete a step, first delete all Contact resources for the Contacts, Objective, and Requirements groups.

Exit Quits the program and returns you to the menu.

Help Displays help information about the associated screen or process.

Page Backward In Step mode, enables you to move back one screen of data, if additional screens exist.

Page Forward In Step mode, enables you to move forward one screen of data, if additional screens exist.

Query Puts the screen into Query mode. Enables you to select another track to review.

Steps Puts the screen into Step mode. Displays all the required and optional steps, along with any active or completed interrupt and selective steps, expected to be completed for an assigned tickler and track. The screen displays steps in priority order. Enables you to update the steps listed.

Target-date

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Enables you to update the Target Completion Date field.

Update Puts the screen into Update Tick mode. Enables you to update the following fields that Tickler uses to schedule and review Contact records:

• Maximum Span • Minimum Span • Send Mail To • Tickler (description only) • Tickler Review • Track (description only)

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Tickler System Entry Screen (Step-Contacts Window/Contacts Group)

Purpose The Tickler System Entry screen enables you to create a Tickler strategy consisting of various tracks and to create and maintain steps for these tracks. You can also create and maintain the Contacts, Objective, and Requirements for each step in a track. Tickler then schedules Contact records based on requirements and objectives you establish using the Tickler System Entry process.

The Tickler System Entry screen in Contact Detail mode displays the Step-Contact window. The Step-Contact window enables you to view information about each Contact resource or step listed in the Contacts, Objective, and Requirements groups.

Note: While the Requirements column can list either a previous contact or step as a requirement, the Contacts column can include only Contact resources.

Access Access the Tickler System Entry screen by selecting the menu option Communications Management, then selecting the menu option Tickler Menu. At the Communications Management: Tickler Menu, select the menu option Tickler System Entry.

After you select a track, select Steps (which puts the screen into Step mode). With the cursor on the step you want to view, select Detail (which puts the screen into Step Detail mode).

Select Next Column to move to the Contacts group. With the cursor on the Contact resource you want to view, select Detail (which puts the screen into Contact Detail mode).

Example Following is an example of the Tickler System Entry screen in Contact Detail mode with the Step-Contact window. The Step-Contact window displays information about a Contact resource in the Contacts group.

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Fields The following is a list of fields and their descriptions that appear on the Step-Contact window for a Contact resource listed in the Contacts group.

Ace Report The name of the ACE report used by the Contact resource (e.g., ltradmit). The ACE report creates a word processing merge file by selecting prospect-related data from a variety of records (e.g., name, address, semester of enrollment, etc.) and associates them with the appropriate word processing macros.

Change Enrollment Status To The enrollment status in a prospect’s Admissions record that the system will automatically change when the Contact resource is completed for the prospect (e.g., the Contact resource ACPTLTR may automatically change the enrollment status to ACCEPT). Offices other than an Admissions office should ignore this field.

Comm Code The communication code for the Contact resource. The following codes are standard. Your institution can create additional codes to meet its needs.

• DOCU (Documents, such as an application) • LABL (Labels) • LETT (Letters and envelopes) • LTLB (Letters, envelopes, and labels) • MEMO (Memorandums) • PHON (Telephone calls)

Note: Contact resources used to create letters and labels must use one of the following codes:

− LABL (To create labels only) − LETT (To create letters and envelopes) − LTLB (To create letters, envelopes, and labels)

Contact Code The Contact resource for which you are viewing detail information.

Description A brief description of the Contact resource.

Format The type of output desired. Valid types are:

� stdlps (creates output needed for standard CX letter production using LPS) � wordp (creates output needed for merge into the WordPerfect word processing

application) � rtf (creates output needed for merge into the Microsoft Word word processing

application)

Level A code identifying the Tickler track to which the Contact resource pertains. A contact defined with a level of Z will allow the Tickler program to schedule a contact for any student. A contact defined with a level of A will allow the Tickler program to schedule a contact only for students who have been assigned to a Tickler track level of A. A contact defined with a level of M will allow the Tickler program to schedule a contact only for students who have been assigned to a Tickler track level between A and M (inclusive).

Offset Days The number of days in the time span before this contact should be scheduled. Offset days can be compared to the beginning of the first day the step became active, the last day the step can remain active, or the number of days since the previous contact was completed, as

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designated by the Offset Type code. Therefore, each contact can follow its preceding contact by a variable number of days.

Offset Type The method by which the Offset Days field will be interpreted. Valid codes are:

� B (schedules the contact based on the first day the step becomes active. For example, if the Offset Type is B and the Offset Days value is 50, the contact will be scheduled 50 days after the step becomes active.)

� E (schedules the contact based on the last day the step can remain active. For example, if the Offset Type is E and the Offset Days value is 50, the contact will be scheduled 50 days before the end date of the step. It is possible to use a negative number in the Offset Days field to schedule a contact after the end date of a step.)

� L (schedules the contact based on the date of the previous contact listed in the Step Contacts column. For example, if the Offset Type is L and the Offset Days value is 50, the contact will be scheduled 50 days after the completion date of the previous contact listed in the Step Contacts column.)

Order Number The priority order in which to schedule Contact resources. The lower the number, the earlier Tickler will schedule the Contact resources (e.g., Tickler will schedule a Contact resource with an order number of 1 first). If you do not enter priority numbers consecutively, subsequent entry in the Step Detail mode will re-sort Contact resources by priority number. These numbers apply only to those Contact resources within the same step.

Reissuable A Y/N code indicating whether Tickler can schedule the Contact resource more than once. This field should usually be set to N to prevent the possibility of sending the same letter to a student twice. A value of N prohibits the Tickler program from scheduling a contact for a student a second time in situations where the student has already received the contact, typically through some alternative method of creating the contact before it was time for the Tickler program to schedule it. For example, if you enter a contact manually using the Contact detail window on April 23, schedule it for May 23, and your tickler strategy is designed to create the contact on June 23, setting this flag to N will prohibit Tickler’s contact creation on June 23. A value of Y enables the Tickler program to schedule a contact the student has already received.

Note: A common error among Admissions office employees is to schedule the same Incomplete Application contact (e.g., INCAPP) many times throughout a Tickler strategy, and to set the Reissuable flag to Y. This approach is not the intended purpose of this field, and will inadvertently schedule the contact an exponential number of times. The correct approach is to define contacts INCAPP1, INCAPP2, INCAPP3, etc., and to set the Reissuable flag to N for each of these contacts.

Routing A code indicating whether the Contact resource is incoming (I) or outgoing (O).

Note: Contact resources in the Step Contacts column should always be defined as outgoing contacts.

Runcode The ADR run code for the Contact resource or step (e.g., SINGLEI for an informal salutation such as Dear John or SINGLE for a formal salutation such as Dear Mr. Jones).

Waive Span

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A code indicating that the span of time between Contact resources may be waived if Tickler needs to be able to schedule the Contact resource.

When this field is set to N, the Tickler program will attempt to use the number of days listed in the Maximum Span field of the Tickler table when scheduling the contact resource in question, and ignore the values entered in the Offset Type and Offset Days fields of the Step Contact record. When this field has a value of Y, the Tickler program will schedule the contact resource in question with a one-day time span from the previously scheduled contact, and ignore the values entered in the Offset Type and Offset Days fields of the Step Contact record. When this field has a value of F, the Tickler program will ignore the values entered in the Maximum Span and Minimum Span fields of the Tickler table, and instead use the values entered in the Offset Type and Offset Days fields of the Step Contact record to determine the due date for the contact resource to be scheduled.

Commands The following is a list of the commands that appear on the Tickler System Entry screen in Contact Detail mode toolbar and their purposes.

Cancel Does one or all of the following without saving any of the field entries you have made:

• Backs out of the current command • Returns to the previous command • Exits from the current screen

Done Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

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Tickler System Entry Screen (Step-Contacts Window/Objective Group)

Purpose The Tickler System Entry screen enables you to create a Tickler strategy consisting of various tracks and to create and maintain steps for these tracks. You can also create and maintain the Contacts, Objective, and Requirements groups for each step in the track. Tickler then manipulates Contact records based on relationships you establish using the Tickler System Entry process.

The Tickler System Entry screen in Contact Detail mode displays the Step-Contacts window. The Step-Contacts window enables you to view information about each Contact resource or step listed in the Contacts, Objective, and Requirements groups.

Note: The Objective group can include only Contact resources.

Access Access the Tickler System Entry screen by selecting the menu option Communications Management, then selecting the menu option Tickler Menu. At the Communications Management: Tickler Menu, select the menu option Tickler System Entry.

After you select a track, select Steps (which puts the screen into Step mode). With the cursor on the step you want to view, select Detail (which puts the screen into Step Detail mode).

Select Next Column to move to the Objective group. With the cursor on the Contact resource you want to view, select Detail (which puts the screen into Contact Detail mode).

Example Following is an example of the Tickler System Entry screen in Contact Detail mode with the Step-Contacts window. The Step-Contacts window displays information about a Contact resource in the Objective group.

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Fields The following is a list of fields and their descriptions that appear on the Step-Contacts window for a Contact resource listed in the Objective group.

Ace Report The name of the ACE report used by the Contact resource (e.g., ltradmit). The ACE report creates a word processing merge file by selecting prospect-related data from a variety of records (e.g., name, address, semester of enrollment, etc.) and associates them with the appropriate word processing macros.

Add Contact A code indicating if Tickler should add an expected objective Contact resource when the step becomes active (Y) or not (N).

Change Enrollment Status To The enrollment status in a prospect’s Admissions record that the system will automatically change when the Contact resource is completed for the prospect (e.g., the Contact resource ACPTLTR may automatically change the enrollment status to ACCEPT). Offices other than the Admissions office should ignore this field.

Comm Code The communication code for the Contact resource. The following codes are standard. Your institution can create additional codes to meet its needs.

• DOCU (Documents, such as an application) • LABL (Labels) • LETT (Letters and envelopes) • LTLB (Letters, envelopes, and labels) • MEMO (Memorandums) • PHON (Telephone calls)

Note: Contact resources used to create letters and labels must use one of the following codes:

− LABL (To create labels only) − LETT (To create letters and envelopes) − LTLB (To create letters, envelopes, and labels)

Contact Code The Contact resource for which you are viewing detail information.

Description A brief description of the Contact resource.

Reissuable A Y/N code indicating whether Tickler can schedule the Contact resource more than once. This field should usually be set to N to prevent the possibility of sending the same letter to a student twice. A value of N prohibits the Tickler program from scheduling a contact for a student a second time in situations where the student has already received the contact, typically through some alternative method of creating the contact before it was time for the Tickler program to schedule it. For example, if you enter a contact manually using the Contact detail window on April 23, schedule it for May 23, and your tickler strategy is designed to create the contact on June 23, setting this flag to N will prohibit Tickler’s contact creation on June 23.

A value of Y enables the Tickler program to schedule a contact the student has already received.

Note: A common error among Admissions office employees is to schedule the same Incomplete Application contact (e.g., INCAPP) many times throughout a tickler strategy, and to set the Reissuable flag to Y. This approach is not the intended

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purpose of this field, and will inadvertently schedule the contact an exponential number of times. The correct approach is to define contacts INCAPP1, INCAPP2, INCAPP2, etc., and to set the Reissuable flag to N for each of these contacts.

Routing A code indicating if the Contact resource is incoming (I) or outgoing (O).

Note: Contact resources in the Objective group are usually incoming.

Runcode The ADR run code for the Contact resource (e.g., SINGLEI for an informal address such as Dear John or SINGLE for a formal address such as Dear Mr. Jones).

Waive Span A code indicating that the span of time between Contact resources may be waived if Tickler needs to be able to schedule the Contact resource.

When this field is set to N, the Tickler program will attempt to use the number of days listed in the Maximum Span field of the Tickler table when scheduling the contact resource in question, and ignore the values entered in the Offset Type and Offset Days fields of the Step Contact record. When this field has a value of Y, the Tickler program will schedule the contact resource in question with a one-day time span from the previously scheduled contact, and ignore the values entered in the Offset Type and Offset Days fields of the Step Contact record. When this field has a value of F, the Tickler program will ignore the values entered in the Maximum Span and Minimum Span fields of the Tickler table, and instead use the values entered in the Offset Type and Offset Days fields of the Step Contact record to determine the due date for the contact resource to be scheduled.

Commands The following is a list of the commands that appear on the Tickler System Entry screen in Contact Detail mode toolbar and their purposes.

Cancel Does one or all of the following without saving any of the field entries you have made:

• Backs out of the current command • Returns to the previous command • Exits from the current screen

Done Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

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Tickler System Entry Screen (Step-Contacts Window/Requirements Group)

Purpose The Tickler System Entry screen enables you to create a Tickler strategy consisting of various tracks and to create and maintain steps for these tracks. You can also create and maintain the Contacts, Objective, and Requirements groups for each step in the track. Tickler then manipulates Contact records based on relationships you establish using the Tickler System Entry process.

The Tickler System Entry screen in Contact Detail mode displays the Step-Contacts window. The Step-Contacts window enables you to view information about each Contact resource or step listed in the Contacts, Objective, and Requirements groups.

Note: The Requirements group can include previous steps and/or Contact resources.

Access Access the Tickler System Entry screen by selecting the menu option Communications Management, then selecting the menu option Tickler Menu. At the Communications Management: Tickler Menu, select the menu option Tickler System Entry.

After you select a track, select Steps (which puts the screen into Step mode). With the cursor on the step you want to view, select Detail (which puts the screen into Step Detail mode).

In the Requirements group, with the cursor on the Contact resource or step you want to view, select Detail (which puts the screen into Contact Detail mode).

Example Following is an example of the Tickler System Entry screen in Contact Detail mode with the Step-Contacts window. The Step-Contacts window displays information about a Contact resource or step in the Requirements group.

Screens 136 Communications Management

Fields The following is a list of fields and their descriptions that appear on the Step-Contacts window for a Contact resource or step listed in the Requirements group.

Note: The system displays data in these fields if the requirement is a Contact resource but not if it is a previous step.

Ace Report The name of the ACE report used by the Contact resource (e.g., ltradmit). The ACE report selects prospect-related data from a variety of records (e.g., name, address, semester of enrollment, etc.) and associates them with the appropriate macro within the ACE report.

Change Enrollment Status To The enrollment status in a prospect’s Admissions record that the system will automatically change when the Contact resource is completed for the prospect (e.g., the Contact resource ACPTLTR may automatically change the enrollment status to ACCEPT). Offices other than an Admissions office should ignore this field.

Comm Code The communication code for the Contact resource. The following codes are standard. Your institution can create additional codes to meet its needs.

• DOCU (Documents, such as an application) • LABL (Labels) • LETT (Letters and envelopes) • LTLB (Letters, envelopes, and labels) • MEMO (Memorandums) • PHON (Telephone calls)

Note: Contact resources used to create letters and labels must use one of the following codes:

− LABL (To create labels only) − LETT (To create letters and envelopes) − LTLB (To create letters, envelopes, and labels)

Contact or Step Code The Contact resource or Step code for which you are viewing detail information.

Contact/Step A code identifying if the requirement you are viewing is a Contact resource (C) or a step (S).

Description A brief description of the Contact resource or step.

Reissuable A Y/N field indicating whether Tickler can schedule the Contact resource more than once. This field should usually be set to N to prevent the possibility of sending the same letter to a student twice. A value of N prohibits the Tickler program from scheduling a contact for a student a second time in situations where the student has already received the contact, typically through some alternative method of creating the contact before it was time for the Tickler program to schedule it. For example, if you enter a contact manually using the Contact detail window on April 23, schedule it for May 23, and your tickler strategy is designed to create the contact on June 23, setting this flag to N will prohibit Tickler’s contact creation on June 23.

A value of Y enables the Tickler program to schedule a contact the student has already received.

Note: A common error among Admissions office employees is to schedule the same Incomplete Application contact (e.g., INCAPP) many times throughout a tickler

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strategy, and to set the Reissuable flag to Y. This approach is not the intended purpose of this field, and will inadvertently schedule the contact an exponential number of times. The correct approach is to define contacts INCAPP1, INCAPP2, INCAPP2, etc., and to set the Reissuable flag to N for each of these contacts.

Routing A code indicating if the Contact resource is incoming (I) or outgoing (O).

Note: Contact resources in the Requirements group are usually incoming.

Runcode The ADR run code for the Contact resource (e.g., SINGLEI for an informal address such as Dear John or SINGLE for a formal address such as Dear Mr. Jones).

Waive Span A code indicating that the span of time between Contact resources may be waived if Tickler needs to be able to schedule the Contact resource.

When this field is set to N, the Tickler program will attempt to use the number of days listed in the Maximum Span field of the Tickler table when scheduling the contact resource in question, and ignore the values entered in the Offset Type and Offset Days fields of the Step Contact record. When this field has a value of Y, the Tickler program will schedule the contact resource in question with a one-day time span from the previously scheduled contact, and ignore the values entered in the Offset Type and Offset Days fields of the Step Contact record. When this field has a value of F, the Tickler program will ignore the values entered in the Maximum Span and Minimum Span fields of the Tickler table, and instead use the values entered in the Offset Type and Offset Days fields of the Step Contact record to determine the due date for the contact resource to be scheduled.

Commands The following is a list of the commands that appear on the Tickler System Entry screen in Contact Detail mode toolbar and their purposes.

Cancel Does one or all of the following without saving any of the field entries you have made:

• Backs out of the current command • Returns to the previous command • Exits from the current screen

Done Saves your field entries when you have completed your data entry or selection and want to continue.

Help Displays help information about the associated screen or process.

Screens 138 Communications Management

Tickler System Entry Screen (Detail Window)

Purpose The Tickler System Entry screen enables you to create a Tickler strategy consisting of various tracks and to create and maintain steps for these tracks. You can also create and maintain the Contacts, Objective, and Requirements groups for each step in the track. Tickler then manipulates Contact records based on relationships you establish using the Tickler System Entry process.

The Tickler System Entry screen in Step Detail mode displays the Detail window. The Detail window displays the Contacts, Objective, and Requirements groups for the selected step and enables you to create or update any or all of these groups.

Access Access the Tickler System Entry screen by selecting the menu option Communications Management, then selecting the menu option Tickler Menu. At the Communications Management: Tickler Menu, select the menu option Tickler System Entry.

After you select a track, select Steps (which puts the screen into Step mode). With the cursor on the step you want to view, select Detail (which puts the screen into Step Detail mode).

Example Following is an example of the Tickler System Entry screen in Step Detail mode with the Detail window.

Segments The Detail window is divided into two segments.

• The Step segment displays the particular step for which you are displaying detail information

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• The Group segment displays the Contacts, Objective, and Requirements groups associated with that step

Fields on the Step Segment The following is a list of fields and their descriptions that appear in the Step segment of the Detail window.

Begin The earliest date the step could become active in the format mm/dd/yyyy.

Note: If Target Completion Date field is blank, the system displays the date in number of days format (e.g., 365) rather than date format (i.e., mm/dd/yyyy).

End The last date the step will remain active in the format mm/dd/yyyy.

Note: If Target Completion Date field is blank, the system displays the date in number of days format (e.g., 1) rather than date format (i.e., mm/dd/yyyy).

Interrupt A code indicating if the step can interrupt subsequent steps (Y) or not (N). An activated interrupt step will stop all steps with a lower priority (i.e., all steps listed below it in the list of steps).

Priority A number identifying the priority level of the step, usually in increments of five (e.g., 5, 10, 15, etc.). This allows you to add additional steps without having to change the priority of every subsequent step. The priority establishes the sort order by which the system lists each step and should approximate the normal time line. The lower the number, the higher the priority.

Note: You must list an interrupt step above all steps in the list of steps that are to be interrupted.

Step The code identifying the step for which you are displaying the detail.

Type A code identifying the type of step. Valid codes are:

• O (Optional) • R (Required) • S (Selective)

Fields on the Group Segment The following is a list of fields and their descriptions that appear in the Group segment of the Detail window.

Contacts The code identifying the Contact resource(s) to be scheduled by the Tickler program. Use Table Lookup for a list of valid codes.

Note: The priority order that Tickler will schedule each Contact resource appears in the first field to the right. The lower the number, the earlier Tickler will schedule the Contact resource. Enter consecutive numbers (i.e., 1, 2, 3, etc.).

The Tickler level (i.e., A, M, or Z) appears in the second field to the right of the Contact resource. Use Table Lookup for a list of valid codes.

Objective

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A code identifying the purpose, or goal, of the step (e.g., to receive an application). Use Table Lookup for a list of valid codes.

Note: In the final step of the Tickler strategy, the objective may be the last Contact resource listed in the Contacts group. If Tickler is to add an expected Objective Contact resource when the step becomes active, enter Y the field to the right of each objective; if not, enter N.

Requirements A code identifying a requirement that must be met for a step to be active (e.g., the prospect must inquire about your institution). Enter a previous step and/or one or more Contact resources. Use Table Lookup for a list of valid codes.

Note: The type of requirement appears in the field to the right of each requirement. If the requirement is a step, enter S. If it is a Contact resource, enter C.

Commands The following is a list of the commands that appear on the Tickler System Entry screen in Step Detail mode toolbar and their purposes.

Add Line Creates a blank line and enables you to add a new step.

Cancel Does not save any of the field entries you have made and exits from the current screen.

Detail In Step Detail mode, puts the screen into Contact Detail mode. The Step-Contacts window appears and displays information about each Contact resource or step listed in the Contacts, Objective, and Requirements groups.

Note: For more information about the screen in Contact Detail mode, see Tickler Entry Screen (Step-Contacts Window) in each group in this section.

Done Saves your field entries when you have completed your data entry or selection and want to continue.

Erase Line Deletes a selected Contact resource or step in the Contacts, Objective, and Requirements groups.

Note: Jenzabar does not recommend deleting Contact resources because you may lose the complete history for prospects who have the Contact resource in their Contact records. See your Jenzabar coordinator.

Help Displays help information about the associated screen or process.

Next Column Enables you to move among the Contacts, Objective, and Requirements groups.

Note: Within each group, press <Ctrl-f> to move forward and <Ctrl-b> to move back when too many records exist to be displayed on the current screen.

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Word Processing - File Cabinet Screen

Purpose The Word Processing - File Cabinet screen enables you to view the contents of any of the file cabinets in WPVI. The contents are always subdirectories. Cabinets are UNIX system directories organized for easy access through the use of Word Processing screens.

Access Access the Word Processing - File Cabinet screen by entering the name or the number corresponding to the desired file cabinet on the Word Processing using vi screen, then pressing <Enter>.

Example Following is an example of the Word Processing - File Cabinet screen. Note that this example displays the contents of the admissions file cabinet.

------- File Cabinet: admissions ---------------------------------------------- o - open r - rename b - back screen C - Close File Cabinet n - new d - delete f - forward screen X - Exit Word Processing --------------------------------- Drawer Names --------------------------------- 1. Merge 2. common 3. letters 4. reports 5. training 6. wastebasket 7. wpreports Enter Command:

Fields The following is a list of fields that appear on the Word Processing - File Cabinet screen and their descriptions.

File Name The name of the files under Word Processing (WPVI). These files contain all the letters, reports, and other word processing files for the specified file cabinet and drawer.

(Number) The number that designates the file. You can select a file by entering its number, then pressing <Enter>.

Commands The following is a list of the commands that you can execute from the Word Processing - File Cabinet screen and their purposes.

Note: You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar.

Screens 142 Communications Management

b - back screen Enables you to display the previous screenful of drawer names, if you have more drawers than can display on the screen at one time.

C - Close File Cabinet Displays the previous screen, the Word Processing using vi screen.

d - delete Enables you to delete an unused drawer. To protect you from accidentally deleting files, WPVI enables you to only delete drawers that have no contents.

Example: Type d test, then press <Enter>, to delete a drawer called test. You also can type d, then press <Enter>, and WPVI will prompt you to provide the necessary information. If you try to delete a drawer that is not empty, WPVI displays the message “Only empty drawers may be removed. Delete command failed.”

f - forward screen Enables you to display the next screenful of drawer names, if you have more drawers than can display on the screen at one time.

n - new Enables you to create a new drawer for use in WPVI.

Example: Type n test, then press <Enter>, to create a drawer called test. You also can type n, then press <Enter>, and WPVI will prompt you to provide the necessary information.

o - open Enables you to display the contents of an existing drawer. You can also open a drawer by typing its corresponding number, then pressing <Enter>.

Example: Type o test, then press <Enter>, to open a drawer called test. You also can type just the number next to the name test, then press <Enter>, and WPVI open the drawer and display its contents.

r - rename Enables you to change the name of an existing drawer.

Example: Type r test test1, then press <Enter>, to change the drawer name from test to test1. You also can type r, then press <Enter>, and WPVI will prompt you to provide the necessary information.

X - Exit Word Processing Ends your word processing session and displays the CX menu.

Communications Management 143 Screens

Word Processing - File Cabinet/Drawer Screen

Purpose The Word Processing - File Cabinet/Drawer screen enables you to view the contents of any of the file cabinet drawers in WPVI. The contents are always files. File cabinet drawers are UNIX system subdirectories organized for easy access through the use of Word Processing screens.

Access Access the Word Processing - File Cabinet/Drawer screen by selecting the name or the number corresponding to the desired drawer on the Word Processing - File Cabinet screen, then pressing <Enter>.

Example Following is an example of the Word Processing - File Cabinet/Drawer screen. Note that this example displays the contents of the letters drawer of the admissions file cabinet.

------- File Cabinet: admissions ----------------- Drawer: letters ----------- o - open c - copy p - print h - help b - back screen r - rename a - analyze T - test f - forward screen d - delete l - locate e - expand C - Close drawer m - move s - sort list t - translate X - Exit Word Proc -----File Name------Size-St--Modified---------File Name------Size-St--Modified-- 1. AATEST 785 O Aug 26 1991 16. DEPT 142 O Apr 16 1996 2. ACCEPTED 2655 T Dec 4 14:03 17. DEPTLET 1272 Jan 25 1993 3. ACCLET 2732 O Jan 25 1993 18. DEPTLETT 464 T May 31 1996 4. ACC_TEST 7274 O Jan 25 1993 19. ENGLDEPT 219 T May 31 1996 5. ACK_LET 2732 T Dec 1 16:24 20. HISTORY 970 Jan 251993 6. ACTIVITY 452 T Jan 31 1996 21. HSGLET 774 O Jan 25 1993 7. ADVISOR 725 T Jan 12 15:56 22. IFTEST 1370 Jan 25 1993 8. ADVISOR1 787 T Feb 26 1996 23. INCAPP 440 T Jan 15 21:37 9. ADVTEST 290 T Feb 26 1996 24. INQRECV 559 T Jul 13 1995 10. AJPE 614 O Jan 25 1993 25. INQRESP 559 O Jan 25 1993 11. ALUMREF 1080 Jan 25 1993 26. INQUIRED 559 T Dec 1 16:21 12. AP1T 614 T Jan 25 1993 27. INTCONF 618 T Jan 19 1996 13. APPSEND 1489 O Jan 25 1993 28. INTERVW 311 T Jan 17 18:04 14. ARTDEPT 215 T May 31 1996 29. I_ACPT 3471 Jan 25 1993 15. ASKVISIT 191 T Dec 1 16:25 30. I_ACPT_P 1262 Jan 25 1993 Enter Command:

Fields The following is a list of fields that appear on the Word Processing - File Cabinet/Drawer screen and their descriptions.

Drawer Names The name of the subdirectories (drawers) under Word Processing (WPVI). These subdirectories do not contain information, but serve as organizational tools for locating letters, reports, and other word processing files.

(Number) The number that designates the subdirectory. You can select a subdirectory by entering its number, then pressing <Enter>.

Commands The following is a list of the commands that you can execute from the Word Processing - File Cabinet/Drawer screen and their purposes.

Screens 144 Communications Management

a - analyze Causes WPVI to analyze the file. Depending on the programs available on your system, this command will perform as many of the following functions as possible. This command creates separate files for the output of each function. Spelling

Creates an output file with a .spl extension, containing any misspelled words. Style

Creates an output file with a .sty extension, containing any errors in grammar. Diction

Creates an output file with a .dct extension, containing any errors in diction. Explain

Creates an output file with a .xpl extension, containing alternate phrases for those found by the diction function.

b - back screen Enables you to display the previous screenful of file names, if you have more files than can display on the screen at one time.

c - copy Creates a copy of an existing file in the same file cabinet drawer.

Example: Type c TEST1 TEST2, then press <Enter>, to copy a file called TEST1 under the new name TEST2. You also can type c, then press <Enter>, and WPVI will prompt you to provide the necessary information.

C - Close drawer Displays the previous screen, the Word Processing - File Cabinet screen.

d - delete Enables you to delete an unneeded file. WPVI routes deleted files to a wastebasket drawer.

Example: Type d AATEST, then press <Enter>, to delete a file called AATEST. You also can type d, then press <Enter>, and WPVI will prompt you to provide the necessary information.

e - expand Replaces all the macros in the letter or report with its corresponding value. This command is only available in the letters, reports, or wpreports drawer, and is used for error correction. It creates an output file with a .exp extension.

f - forward screen Enables you to display the next screenful of file names, if you have more files than can display on the screen at one time.

h - help Displays information about WPVI, and the commands available from the screen. Press <Spacebar> to advance the help information one screen at a time, press <Enter> to advance the help one line at a time, and press <Ctrl -c> or q to close the help information screen.

l - locate Searches for a word (surrounded by punctuation or spaces) or pattern (e.g., a part of a word) in all the files in the current drawer. Also prints all the lines in all the files where a match was found, or prints only the file names. A pattern search on test, for example, locates the word attest; a word search locates only the actual word test. Searches are case-sensitive.

Example: To search for the word test, and to have all the lines in all the files that contain the word test printed, type l w y test, then press <Enter>.

Communications Management 145 Screens

To search for the pattern test, and to have just the file names in which the pattern test was found printed, type l p n test, then press <Enter>.

m - move Moves a file to another drawer within the same file cabinet.

Example: Type m AATEST reports, then press <Enter>, to move the file AATEST from the current location (e.g., the letters drawer) to the reports drawer. You also can type m, then press <Enter>, and WPVI will prompt you to provide the necessary information.

n - nroff Causes WPVI to run the nroff test processing program on the named file, using the optional datafile as input. This command is not available in the letters, reports, or wpreports drawer. The command creates an output file with a .out extension.

o - open Enables you to display the contents of an existing file, or to create a new file. You can also open a file by typing its corresponding number, then pressing <Enter>.

Example: Type o AATEST, then press <Enter>, to open either a new or an existing file called AATEST. You also can type just the number next to the name AATEST, then press <Enter>, and WPVI open the file and display its contents.

p - print Causes a file to print using the specified printer.

Example: Type p AATEST laser, then press <Enter>, to print a file named AATEST on the printer named laser. You also can type p, then press <Enter>, and WPVI will prompt you to provide the necessary information.

r - rename Enables you to change the name of an existing file.

Example: Type r AATESTAATEST1, then press <Enter>, to change the drawer name from AATEST to AATEST1. You also can type r, then press <Enter>, and WPVI will prompt you to provide the necessary information.

s - sort list Arranges the list of files either by alphabetical order, or by date last modified (most recently modified files appear first). By entering s, you can change the sort order from one arrangement to the other. The sort method you select will remain in effect when you change to another drawer or file cabinet.

T - test Produces sample output for a letter. This command is only available in the letters drawer. The test command requires a file containing test data. In addition, each macro used in the letter must exist in the test data file; however, your letter need not use every macro in the test data file. WPVI places the results of testing the letter in a file with a .out extension.

Example: Type T AATEST TESTDATA, then press <Enter>, to test a letter called AATEST, using a file of test information called TESTDATA. You also can type T, then press <Enter>, and WPVI will prompt you to provide the necessary information.

t - translate Compiles or translates a letter or report, preparing the file to be used by the standard letter or report process. This command is only available in the letters, reports, or wpreports drawers.

X - Exit Word Proc

Screens 146 Communications Management

Ends your word processing session and displays the CX menu.

Communications Management 147 Screens

Word Processing Using vi Screen

Purpose The Word Processing using vi screen enables you to view the various file cabinets in use at your institution. The contents are always directories. File cabinets are UNIX system directories organized for easy access through the use of Word Processing screens, and contain drawers (subdirectories) and files.

Access Access the Word Processing using vi screen by selecting Word Processing from the lower portion of the CX menu.

Example Following is an example of the Word Processing using vi screen.

Word Processing using vi o - open cabinet C - Exit Word Processing --------------------------------- Cabinet Names -------------------------------- 1. cis 2. marketing 3. sales 4. carsctrl 5. common 6. carsprog 7. admissions 8. financial 9. development 10. registrar 11. fin_aid 12. donor_acct 13. payroll 14. alumni 15. display_reg 16. training 17. education 18. support 19. implement 20. product 21. private Enter Command:

Fields The following is a list of fields that appear on the Word Processing using vi screen and their descriptions.

Cabinet Names The name of the directories (cabinets) under Word Processing (WPVI). These cabinets do not contain information, but serve as organizational tools for locating letters, reports, and other word processing files.

(Number) The number that designates the directory. You can select a directory by entering its number, then pressing <Enter>.

Commands The following is a list of the commands that you can execute from the Word Processing using vi screen and their purposes.

Screens 148 Communications Management

C - Exit Word Processing Ends your session of word processing and displays the CX menu.

o - Open Cabinet Displays the contents of the designated file cabinet on the Word Processing - File Cabinet screen.

Example: Type o 7 or o admissions, then press <Enter>, to display the contents of the admissions file cabinet.

Communications Management 149 Merge Form Letters

SECTION 3 - MERGE FORM LETTERS

Overview

Introduction Perhaps the most important correspondence that any institution sends is the personalized form letter. You can individually address these letters to any number of recipients, based on your specific selection criteria. For example, using the Communications Management product on CX, you can send letters to prospective students who are interested in music and who are scheduled for admission in the upcoming fall term.

The first step in creating a form letter is to write a letter containing basic, non-variable information. The easiest method of creating a new form letter is to copy an existing letter, then to modify it to meet your needs.

When you create a merge form letter in either Microsoft Word for Windows or WordPerfect word processing programs, you must reference field names or macros from the CX-created merge data file. To reference the field names or macros, you insert merge fields in the section(s) of the form letter where you want to merge CX information with the text of the form letter. For more information about merge fields, see the section Creating Merge Data Files for Word Processing in this guide.

When naming your merge form letters, observe the following: • You must save letters using the same name as the Contact resource in the Contact table

used to produce it (e.g., you use the Contact resource ACTIVITY to produce the ACTIVITY letter).

Note: For more information about Contact resources, see the section Using Contact Records to Manage Letter Production in this guide.

• Letter names can have a maximum of eight alpha-numeric characters. Names must begin with an alphabetical character. Alphabetical characters must be upper-case; the underscore character is acceptable.

Before You Begin This section provides information and examples of merge form letters created in Word for Windows, WordPerfect, and WPVI (the CX word/text processor). For more information about creating a merge form letter in WPVI, see the section Creating a Letter in WPVI in this guide. If your institution uses another word processing program or text editor, such as Word for Windows or WordPerfect, refer to the documentation available for your program for the procedures to create merge form letters.

In addition, this section provides information about the standard ACE reports and a list of those that are available.

Merge Form Letter Example - Microsoft Word for Windows The following is an example of a merge form letter created in Microsoft Word for Windows. The variable information macros (referred to as Merge Fields in Word for Windows) are all upper-case letters enclosed in double-less than and double-greater than symbols (e.g., <<MAJOR1>>).

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<<TODAY>> <<LABEL>> Dear <<SALUT>>: As your Faculty Advisor in<<MAJOR1>>, I wish to congratulate you on your acceptance at CARS College and to welcome you to our fine community of students, staff, and faculty. I look forward to getting acquainted with you during Orientation Weekend, June 17 - 19, and to discussing together your schedule of courses for this <<PLAN_ENR_SESS>>. I plan to be in my office <<FAC_ROOM>> <<FAC_BLDG>> from 1:00 to 4:00 p.m. on Saturday, June 18. Please stop by during these hours so that we can be sure to have time together. If you have any questions, please feel welcome to contact me at any time. Looking forward to seeing you soon. Sincerely, <<FAC_NAME>> <<FAC_TITLE>> cc: <<COUNSELOR_NAME>>

Merge Form Letter Example - WordPerfect The following is an example of a merge form letter created in WordPerfect. The variable information macros (referred to as Fields in WordPerfect) are all upper-case letters preceded by FIELD and enclosed in parentheses (e.g., FIELD(MAJOR1)).

FIELD(TODAY) FIELD(LABEL) Dear FIELD(SALUT): As your Faculty Advisor in FIELD(MAJOR1), I wish to congratulate you on your acceptance at CARS College and to welcome you to our fine community of students, staff, and faculty. I look forward to getting acquainted with you during Orientation Weekend, June 17 - 19, and to discussing together your schedule of courses for this FIELD(PLAN_ENR_SESS). I plan to be in my office FIELD(FAC_ROOM) FIELD(FAC_BLDG) from 1:00 to 4:00 p.m. on Saturday, June 18. Please stop by during these hours so that we can be sure to have time together. If you have any questions, please feel welcome to contact me at any time. Looking forward to seeing you soon. Sincerely, FIELD(FAC_NAME) FIELD(FAC_TITLE) cc: FIELD(COUNSELOR_NAME)

Merge Form Letter Example - WPVI The following is an example of a merge form letter created in WPVI. The variable information macros (referred to as Macros in WPVI) are all upper-case letters preceded by WP_ (e.g., WP_MAJOR1).

Note: For more information about creating a letter in WPVI, see the section Creating a Letter in WPVI in this guide.

Communications Management 151 Merge Form Letters

WP_HEAD(15,WP_SALUT,:) .sp .ti .5i WP_FILL As your Faculty Advisor in WP_MAJOR1, I wish to congratulate you on your acceptance at CARS College and to welcome you to our fine community of students, staff, and faculty. .sp .ti .5i I look forward to getting acquainted with you during Orientation Weekend, June 17 - 19, and to discussing together your schedule of courses for this WP_PLAN_ENR_SESS. I plan to be in my office WP_FAC_ROOM WP_FAC_BLDG from 1:00 to 4:00 p.m. on Saturday, June 18. Please stop by during these hours so that we can be sure to have time together. .sp .ti .5i If you have any questions, please feel welcome to contact me at any time. .sp .ti .5i Looking forward to seeing you soon. WP_NOFILL WP_CLOSE WP_FAC_NAME WP_FAC_TITLE cc: WP_COUNSELOR_NAME WP_END

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ACE Reports

Using ACE Reports to Customize Letters For some correspondence, you may want to include other types of variable information. For example, in addition to using variable names and addresses, you may choose to include the recipient’s major or high school name.

To help you, CX provides a number of standard ACE reports which, among other functions, define the valid macros for the various offices at your institution. When you wish to include data other than the name and address in your letters, you must know which macro names are valid for the type of letter you are preparing. Your Jenzabar coordinator can provide you with a list of these macros. When requesting such a list, make sure you have selected the appropriate ACE report.

When you have identified the most appropriate ACE report for your needs, you can select any of the macros used by the report and include them in your merge form letters. The output produced by the ACE report drives the rest of letters and label production.

Note: When using Microsoft Word for Windows or WordPerfect, each ACE report can have a maximum of 32 macros.

Available ACE Reports Following is a list of available ACE reports and their function by office. This list is not inclusive, and your institution may use other or additional ACE reports.

Admissions • ltradmit - General communications with applicants • ltrhsg - Letters regarding student housing • ltrincapp - Letters regarding incomplete applications • ltrintconf - Interview confirmation letters • ltrlead - Letters to unsolicited prospects or leads • ltrmistran - Letters regarding missing transcripts • ltrnoltr - Completes contacts without creating a merge file • ltrparent - Letters to parents • ltrpreapp - Letters to pre-applicants regarding documents already received • ltrsched - Letters to guidance counselors regarding scheduled recruiting trips • ltrschlabl - Letters to other schools • ltrschvst - School visitation announcements

Alumni/Development • ltrackno - Acknowledgments for the receipt of gifts and pledges • ltralprmtg - Letters regarding alumni chapter meetings • ltralumn - General communications with alumni • ltrpldgrem - Pledge reminders • ltrsbscr - Letters regarding subscriptions • ltrsol - Solicitation letters to donors

Financial • ltrrecv - Account balances

Financial Aid • ltrfacover - Cover letters • ltrfastat - General communications with financial aid recipients

Registrar • ltracadrec - General communications with students

Communications Management 153 Merge Form Letters

• ltrtrans - Letters regarding transcripts

Creating ACE Reports You can create your own ACE reports in the Wpreports drawer in WPVI using Informix. However, you must have knowledge of the Informix - SQL language; consult your Jenzabar coordinator.

Communications Management 155 Creating a Letter in WPVI

SECTION 4 - CREATING A LETTER IN WPVI

Overview

Introduction WPVI is the CX word/text processor. WPVI is able to quickly call up a document (using the UNIX editor vi), modify it, test it, and make it available for use in the batch letter-writing process. WPVI is also capable of producing form letters and documents

Within WPVI, large categories of information are subdivided into file cabinets. File cabinets are further divided into drawers. Subdivisions within each drawer are individual files. You may create, check, test, and print a variety of text files using WPVI commands. The system automatically lists Drawers and files in alphabetical order, numbered sequentially, and listed on the WPVI menus for easy access.

Each file cabinet contains a drawer named Letters. All existing letters reside in this drawer. You must maintain any letters you create in WPVI and use for Communications Management in the Letters drawer for the appropriate file cabinet (e.g., all Admissions letters should be in the Letters drawer of the Admissions file cabinet).

WPVI Basics You access WPVI by selecting W at any CX menu. The initial menu, Word Processing Using vi, displays a list of available file cabinets. The file cabinets included in this list depends on your user permissions. That is, users working in the financial aid office may not have access to the Admissions file cabinet. Available commands appear at the top of each WPVI menu.

For WPVI commands that require additional information, such as a file name, the system will prompt you to enter the appropriate data. As you become familiar with WPVI, you will find that you can enter the prompt information for any command at the same time as you enter the command. Your commands follow this format: command prompt1 prompt2, where, depending on the command, prompt1 and prompt2 are file names, locations, or printer names. For example, to copy the file, LETTER1, and rename it LETTER2 , you would type c LETTER1 LETTER2. For more information about the WPVI screens and commands, see Using the Communications Management Screens in this guide.

WPVI Defaults WPVI minimizes the keystrokes you must use to initiate commands by accepting the following default values and shorthand techniques:

• Press <Enter> as a default for the Forward screen (f) command when you are viewing the list of file cabinets, drawers, and files.

• Enter the name or number of the file cabinet, drawer, or file you want to open. The system assumes the Open (o) command.

• When too many items exist to be displayed on a single screen, WPVI automatically creates a second screen. To select an item listed on the second screen, you can enter its name or number. It does not have to appear on the current screen for you to select it.

• Select the Exit From Word Processing (X) command to quickly exit from WPVI. You do not need to go through the hierarchy of files, drawers, and file cabinets to exit the program.

Creating a Letter in WPVI 156 Communications Management

Using the vi Editor

Introduction The vi editor is the text editor used in WPVI. Before using the vi editor, you need to understand the difference between a text editor and word processor. With a word processor, you enter and format text with the same program. With a text editor, you create a text file first, then format it with a text formatter. WPVI uses the text formatter, nroff. For more information about nroff, see Formatting With nroff in this section.

The vi editor is a two-mode text editor: command and input. You must be in Command mode to move your cursor around the file to make changes. When you first enter a file, vi editor is in Command mode. The Input mode allows you to type literal text into your file. To put the file in Input mode, press the <i> key. To return to Command mode, press <Esc>.

The vi editor is case-sensitive; that is it interprets lower-case and upper-case letters as different commands. When you are using the vi editor, make sure of the following:

• You are in Command mode • Your <Caps Lock> key is not locked • You select the appropriate case for the commands

If you make errors in your file, you can do one of the following: • For minor errors, such as a misspelled word, press the <Backspace> key to reposition

your cursor over the error and re-type the correct text. • For major errors or when it would be simpler to start over, press the <Esc> key to change

to Command mode, then type :q! and press <Enter>. This will close the file without saving any of your changes.

vi Editor Commands You can use a variety of commands in the vi editor to allow you to move through documents quickly and easily. These commands can be categorized according to the following types of functions:

• Basic - Opening files, adding text, closing files • Cursor movement - Positioning the cursor in a desired location • Line - Creating new lines • Deletion - Deleting characters, word, or lines • Copy - Copying and pasting text using the Yank and Put commands • Special purpose - Changing to command mode, undoing changes

Basic Commands The following is a list of basic commands you can use in the vi editor for the creation and simple editing of files.

a Appends text after the cursor (to the right).

i Inserts text before the cursor (to the left).

o filename (or filenumber) Creates a file called filename or opens the file if it already exists and enters vi.

Note: You can only use the filenumber if the file already exists.

:wq <Enter>

Communications Management 157 Creating a Letter in WPVI

Writes (saves) the file and exits vi.

<Shift-ZZ> Writes (saves) the file and exits vi.

Cursor Movement Commands In the vi editor, you must position the cursor while in Command mode, then enter the text or make changes in Input mode. The <Arrow> keys allow you to position the cursor. However, you can use the following commands to allow you to position the cursor in specific locations:

$ Moves the cursor to the end of the current line.

0 (zero) Moves the cursor to the beginning of the current line.

b Moves the cursor one word backward.

e Moves the cursor to the end of a word.

1G Moves the cursor to the first line of the file.

G Moves the cursor to the last line of the file.

#G Moves the cursor to the line specified by # (e.g., 15G moves the cursor to line 15).

h Moves the cursor one space to the left.

j Moves the cursor one line down.

k Moves the cursor one line up.

l Moves the cursor one space to the right.

w Moves the cursor one word forward.

Line Commands The following commands allow you to open a line within a file. When you use these, you automatically go into the Input mode, so you can type text as soon as the line is open.

o (lower-case) Opens a line below the cursor.

O (upper-case) Opens a line above the cursor.

Deletion Commands In the vi editor, you can delete a single character, a specific word, an entire line, or several lines. Some vi commands also allow you to delete text from the current cursor position to the beginning of a file or to the end of the file. Use the following list of deletion commands when you are in Command mode.

Creating a Letter in WPVI 158 Communications Management

Note: When you delete text, the system saves it in the buffer so you can put in anther location in the file using one of the Put commands. Only the most recently deleted (or copied) text remains in the buffer. For more information, see Copy Commands in this section.

db Deletes the previous word, when you position the cursor on the first letter of a word.

dd Deletes the entire line in which you position the cursor.

#dd Deletes the next number of lines specified by #, including the line in which you position the cursor.

d1G Deletes from the current cursor position to the beginning of the file.

dG Deletes from the current cursor position to the end of the file.

dw Deletes the current word, when you position the cursor on the first letter of a word.

#dw Deletes the number of words specified by #, including the word on which you position the cursor.

x Deletes the character where you position the cursor.

#x Deletes the number of characters specified by #, starting at the cursor.

Copy Commands When you want to copy small blocks of text, use the Yank commands. The system copies and saves the text in the buffer so you can use the Put commands to place it in another location in the file.

Note: Only the most recently copied (or deleted) text remains in the buffer. Do not copy (or delete) other text until you use one of the Put commands; otherwise, you will lose the text.

p (lower-case) Puts yanked text after (or below) the current cursor position.

P (upper-case) Puts yanked text before (or above) the current cursor position.

Y or yy Yanks the line in which you position the cursor.

#Y or #yy Yanks the number of lines specified by #, starting with the line in which you position the cursor and those below it.

yG Yanks the lines from the current cursor position to the end of the file.

Special Purpose Commands The following commands allow you to perform specialized tasks.

Communications Management 159 Creating a Letter in WPVI

<Esc> Exits Input mode and returns to Command mode.

i Puts the screen into Input mode.

u (lower-case) Undoes the last change made. Used to correct errors.

U (upper-case) Restores the current line, disregarding any changes made. Used to correct errors.

:q! <Enter> Exits vi without saving any changes you have made since the beginning of the edit session.

:w <Enter> Saves changes but does not exit vi. Used to protect current work in the event of hardware failure as backup files contain the most recently saved version.

Inserting Conditional Text Within a merge form letter, you may want to control some of the text depending on the value of a macro selected by the ACE report. For example, in Admissions, a common situation in which you would insert conditional text is a prospect letter or an acceptance letter that refers to a specific major.

The CX letter writing process allows you to insert conditional text by using the WP_IF macro and conditional logic. There is no practical limit to the text you can insert. You can use several forms of the WP_IF macro. Several of these forms are described below.

WP_IF By using the WP_IF macro, if a prospective student lives in Ohio, you can include information about an open house in Columbus, Ohio; or if a prospective student lives in Indiana, the open house information would pertain to Indianapolis, Indiana. In this example, the logic relates to the value found for the WP_STATE macro in the ACE report. For this example, you would include the following information within your letter:

WP_IF(WP_STATE,OH)\{Our next open house in your area will be in Columbus on April 14 at 7:30 p.m. at the Buckeye Hotel.\} WP_IF(WP_STATE,IN)\{Our next open house in your area will be in Indianapolis on April 17 at 7:30 p.m. at the Hoosier Hotel.\}

The information set off by the backslashes (\) and the braces ({}) is the conditional text. The system automatically insert one of the two sentences based on the value of the WP_STATE macro.

WP_IFELSE By using the WP_IFELSE macro, if a prospect lives in the same state as your institution, you can include information about your in-state tuition; or if the prospect lives in another state, the information would reflect your out-of-state tuition. As in the previous example, the logic relates to the value found for the WP_STATE macro in the ACE report. For this example, you would include the following information within your letter:

WP_IFELSE(WP_STATE,OH)\{Our in-state tuition is $1,000 per semester.\} WP_ELSE\{Our out-of-state tuition is $2,000 per semester.\}

The information set off by the backslashes (\) and the braces ({}) is the conditional text. The system automatically inserts one of the two sentences based on the value of the WP_STATE macro.

WP_IF(NOT By using the WP_IF(NOT macro, if a prospect is a minority and you want to send a copy of the letter to your institution’s Minority Affairs office, you can include that information in only

Creating a Letter in WPVI 160 Communications Management

those letters going to minority prospects. In this example, the logic relates to the value found for the WP_ETHNIC macro in the ACE report. For this example, you would include the following information within your letter:

WP_IF(NOT,WP_ETHNIC,WH)\{cc: Minority Affairs Office\}

The information set off by the backslashes (\) and the braces ({}) is the conditional text. The system automatically inserts this notation based on the value of the WP_ETHNIC macro. That is, if the value of a prospect’s WP_ETHNIC macro is WH (white), the notation would not appear on the letter; for all other values of WP_ETHNIC, the notation would appear.

WP_IFOR By using the WP_IFOR macro, if you want the counselor to whom the prospect is assigned to sign the letter and include the counselor’s title, you can include that information in only those letters going to the prospects assigned to the counselor. In this example, the logic relates to the value found for the WP_COUNSELOR_ID macro in the ACE report. For this example, you would include the following information within your letter:

WP_CLOSE WP_COUNSELOR_NAME WP_IFOR(WP_COUNSELOR_ID,123,WP_COUNSELOR_ID,124)\{Admissions Counselor\} WP_IF(WP_COUNSELOR_ID,125)\{Assistant Director of Admissions\} WP_IF(WP_COUNSELOR_ID,126)\{Director of Admissions \}

The information set off by the backslashes (\) and the braces ({}) is the conditional text. The system automatically inserts one of the three titles based on the value of the WP_ COUNSELOR_ID macro.

Communications Management 161 Creating a Letter in WPVI

Formatting With nroff

Introduction After you create a text file, you can format it using nroff. Although you can produce serviceable letters without using the nroff formatting program, your correspondence may benefit from the formatting commands included in this section.

The basic action of nroff is to lay out and space the text in order to produce a neatly formatted document with all text lines on the printed copy approximately the same length and with regular left and right margins. The nroff text formatter automatically adjusts the line lengths so they are justified between the left and right margins. To do so, nroff makes the following assumptions:

• Line length is 6.5 inches • Page length is 66 lines (6 lines per inch x 11 inches) • A blank line in the file signals the start of a new paragraph

nroff Commands Within the text file, you can insert nroff commands that pass instructions to the printer on how to format the file. Although the commands appear as typed characters on the screen, they are not printed on the final document. An nroff command consists of a period or dot (.) followed by one or two characters and a parameter to define the extent of the command. These commands are known as dot commands. Dot commands are not unique to UNIX; other word processing programs also use them.

Note: You must type all dot commands at the left margin so they are recognized as commands.

nroff Qualifiers Many dot commands shown include parameters or qualifiers that allow you to indicate a quantity and a unit of measure to control the degree to which the system executes a command. For example, you can specify how much to indent by number of characters or by fractions of an inch. If you type .in 5, you set the indent to five characters. If you type .in .5i, you sent the indent to one-half inch.

The following is a list of qualifiers you can use in conjunction with the dot commands. If you do not specify a qualifier, nroff defaults to number of characters.

Note: The defaults are typically number of characters or lines. For more information about qualifiers and their effects on commands, refer to UNIX reference documentation.

• c (Centimeters) • i (Inches) • m (Ems) • n (Ens) • p (Points) • P (Picas) • u (Device Units) • v (Vertical spaces [lines])

Commands for Horizontal Layout The following is a list of the common dot commands and their descriptions for the horizontal layout of the file. In some cases a macro may exist that corresponds to the dot command; if so, the macro appears in parentheses after the dot command.

Creating a Letter in WPVI 162 Communications Management

Note: For more information about the qualifiers, see nroff Qualifiers in this section. For more information about the macros, see Commonly Used Word Processing Macros in this section.

.ce # Centers the following number of lines, specified by #, within the overall line length (e.g., .ce 2 centers the next two lines).

.in #qualifier (WP_INDENT (#qualifier)) Indents the left margin by the distance specified by # (e.g., .in 5 indents the left margin five spaces). To return the line to the left margin, use a negative number for # (e.g., .in -5 removes the indent by five spaces).

.ll #qualifier Sets the line length to the length specified by # (e.g., .ll 7i sets the line length to seven inches).

.po #qualifier Offsets the left margin to the distance specified by # (e.g., .po 0.5i offsets the left margin one-half inch).

.ti #qualifier (WP_PAR (#qualifier)) Temporarily indents the left margin for the next line only to the distance specified by # (e.g., .ti 10 temporarily indents the left margin ten spaces). (Used for indenting paragraphs.)

Commands for Vertical Layout The following is a list of the common dot commands and their descriptions for the vertical layout of the file.

Note: For more information about the qualifiers, see nroff Qualifiers in this section.

.bp Inserts a page break and starts a new page.

.pl # Sets the page length to the number of lines specified by # (e.g., .pl 84 sets the page length to 84 lines, or legal-size paper).

.sp # Inserts the number of blank lines specified by # (e.g., .sp 5 inserts five blank lines).

Basic Commands The following is a list of additional basic commands and their descriptions. In some cases a macro may exist that corresponds to the dot command; if so, the macro appears in parentheses after the dot command.

Note: For more information about the qualifiers, see nroff Qualifiers in this section. For more information about the macros, see Commonly Used Word Processing Macros in this section.

.ad Adjusts lines to justify between the left and right margins. The default is to print letters flush to the left margin and leave the right margin ragged.

.cu Sets a continuous underline, including the space between words (e.g., Counselor’s Name).

.ex Exits the letter.

.fi (WP_FILL)

Communications Management 163 Creating a Letter in WPVI

Continues justifying lines until the program encounters an overriding command.

. hy (WP_HYPHENATE) Hyphenates words at the end of a line to avoid excessive white space.

.ls # Sets line spacing specified by # (e.g., .ls 2 sets double spacing).

.na Makes the right margin ragged.

.nf (WP_NOFILL) Discontinues justifying lines and stacks the lines.

. nh (WP_NOHYPHENATE) Discontinues hyphenating words at the end of lines.

.nx FILENAME Sets the system to go to the next file (or letter) with the name filename. Used in interactive letters in which the computer instructs you at certain points in the document to type the variable information.

Note: See also the commands .rd and .tm.

.rd Sets the system to read (enter) the data you type at a terminal prompt. Used in conjunction with the command .tm in interactive letters in which the computer instructs you at certain points in the document to type the variable information.

Note: See also the commands .nx and .tm.

.ta #qualifier Sets tab positions at the position specified by # (e.g., .ta 1i 2.5i 3.5i sets tabs at 1 inch, 2.5 inches, and 3.5 inches).

.tm Sets a terminal prompt. Used in conjunction with the command .rd in interactive letters in which the computer instructs you at certain points in the document to type the variable information.

Note: See also the commands .nx and .rd.

.uf Underlines the font but does not include the space between words (e.g., Counselor’s Name).

.ul # Underlines the number of lines specified by # but does not include the spaces between words.

Commonly Used Word Processing Macros In addition to the variable information macros entered in merge form letters, you can use a variety of other macros to tailor your letters to your specifications. The following is a list of macros available to format your letters.

Note: For more information about the qualifiers, see nroff Qualifiers in this section.

WP_CLOSE Closes a letter with the default closing of Sincerely and adds four blank lines before the signatory’s name.

WP_CLOSE (yourtext)

Creating a Letter in WPVI 164 Communications Management

Closes a letter with a closing specified by yourtext (e.g., Very truly yours).

WP_END Ends a letter. This macro must appear on the last line of the letter to indicate the letter is finished.

WP_FILL Continues justifying lines until the program encounters an overriding command. Equivalent to word wrap or margin wrap.

WP_HEAD(#,WP_SALUT,:) Sets the number of lines specified by # from the top of the page to where the date will be printed, determines the style of salutation, and indicates the punctuation after the salutation. The default punctuation is a comma if you do not specify another punctuation (e.g., :).

WP_HYPHENATE Hyphenates words at the end of a line to avoid excessive white space.

WP_INDENT(#qualifier) Indents the left margin by the distance specified by # (e.g., .in 5 indents the left margin five spaces). To return the line to the left margin, use a negative number for # (e.g., .in -5 removes the indent by five spaces).

WP_NOFILL Discontinues justifying lines and stacks the lines.

WP_NOHYPHENATE Discontinues hyphenating words at the end of lines.

WP_PAR (#qualifier) Begins a new paragraph with a temporary indent specified by #. The default indent is five spaces if you do not specify another number or qualifier. The default is the number of spaces if you do not specify another qualifier.

Communications Management 165 Creating a Letter in WPVI

Creating a Merge Form Letter

Before You Begin Before you create a merge form letter in WPVI, you will need to know which ACE report is being used and the valid macros used by the ACE report. For more information, see the section Merge Form Letters in this guide.

How to Create a Merge Form Letter Follow these steps to create a merge form letter in WPVI.

Note: Remember, you must use the same name for the letter as the Contact resource used to produce the output.

1. At any CX menu, select the menu option Word Processing in the lower half of the screen. The Word Processing Using vi screen appears with the list of file cabinet names displayed.

2. Open the file cabinet you want by entering its name (or number) and pressing the <Enter> key. You should open the file cabinet for the application in which you are working (e.g., admissions for Admissions). The Word Processing File Cabinet screen appears with the list of drawer names displayed.

3. Open the Letters drawer by entering letters (or the number of the Letters drawer) and pressing the <Enter> key. The Word Processing File Cabinet/Drawer screen appears with the list of existing files displayed.

4. At the prompt, copy an existing file which you can modify to meet your needs by entering c (for Copy), the existing file name, then the new file name (e.g., c FILE1 FILE2) and pressing the <Enter> key. The list of existing files reappears with the new file listed in its alphabetical position.

5. Open the new file by entering its file name (or number) and pressing the <Enter> key (e.g., FILE2). The file opens and you enter vi in Command mode.

6. Modify the text, dot commands, and macros to meet your needs. After you have completed your changes, press the <Esc> key to ensure you are in Command mode and type :wq and press <Enter> or press <Shift-ZZ> to save the changes and to exit the file.

7. Analyze (spell check) the file by entering a (for Analyze), then its name (or number) and pressing the <Enter> key (e.g., a FILE2). The message “Analyzing file” appears. When the process is complete, a second file appears with the same name and an .spl extension (e.g., FILE2.spl).

8. Open the file with the .spl extension to review what words the computer found to be incorrect by entering its file name (or number) and pressing the <Enter> key (e.g., FILE2.spl). Not all words listed in this file are necessarily incorrect; some appear because the computer did not find them in its internal dictionary. If words that are actually incorrect appear, open the original file again and correct the words.

9. Delete the file with the .spl extension by entering d (for Delete), then its name (or number) with the .spl extension and pressing the <Enter> key (e.g., d FILE2.spl).

10. Translate the file by entering t (for Translate), then its name (or number) and pressing the <Enter> key (e.g., t FILE2). The message “Translating file” appears. The list of files reappears and a T appears under the St (status) column next to the file name. You must now test the file to ensure you formatted it correctly.

11. Test the file by entering T (for Test), its name (or number), then file name test_in and pressing the <Enter> key (e.g., T FILE2 test_in). The message “Testing file” appears. When the process is complete, two files appear with the same name: one with a .exp (which

Creating a Letter in WPVI 166 Communications Management

contains the expanded translated equivalents of the macros) and one with a .out extension (which contains a completely formatted test letter) (e.g., FILE2.exp and FILE2.out).

Note: Each Letters drawer should have a file named test_in containing macro names and sample values that allows you to see how a finished letter would appear. Before testing your file, ensure the test_in file has been translated. If it does not have a T under the St (status) column, you must translate the test_in file in the same manner as in step 10.

12. Open the file with the .out extension to view how the finished letter appears by entering its file name (or number) and pressing the <Enter> key (e.g., FILE2.out).

13. Does it appear as you like? • If yes, delete the file with the .exp extension by entering d (for Delete), then its name

(or number) with the .exp extension and pressing the <Enter> key (e.g., d FILE2.exp). Repeat for the file with the .out extension (e.g., d FILE2.out).

• If no, open the original file again and make the necessary changes. Go to step 5.

14. Do you need to create another letter? • If yes, go to step 4. • If no, enter X and press the <Enter> key to exit WPVI.

Communications Management 167 Creating a Letter in WPVI

Formatting Labels

How to Format Labels Formatting labels is necessary when you create your labels using an ACE report. The Format Labels from a File process changes the file from ACE report output to a format that will fit the label size you specify. This process saves the labels in a file for subsequent printing using the Print Letters and Labels option.

Follow these steps to format labels.

1. At any CX menu, select the menu option Utility Menu in the lower portion of the screen. The Utilities: Main Menu appears.

2. Select the menu option Letters/Labels/Reports. The Utilities: Letters/Labels and Reports menu appears.

3. Select the menu option Format Labels from a File. The Format Labels from a File screen appears.

4. Enter the size of the label you will be using in the Form field; for example, 3up5x35 (3 labels across the top, 5 lines per label, with 35 spaces per line). You can use Table Lookup for a list of label sizes. Press the <Tab> key to move to the next field, if necessary.

5. Enter in the Fullname field any name to identify this file when it is saved for printing. Press the <Tab> key. Use this name when you are ready to print.

6. Enter the name of the output file that was generated from the ACE report.

7. Complete the Output fields if you want to override the default values. • In the first field, enter -r to print the labels in order by rows, or -c to print the labels

lengthwise by columns. • In the second field, enter -s to truncate long names or addresses to fit on the label, or

-n for no truncation.

8. Select Finish and complete the Output Parameters Scheduling window to schedule execution.

9. Select Finish to exit. When this process finishes, the labels are formatted and ready to be printed using the Print Letters and Labels option at a convenient time.

Communications Management 169 Using Contact Records

SECTION 5 - USING CONTACT RECORDS TO MANAGE LETTER PRODUCTION

Overview

Introduction The CX Communications Management product operates most efficiently, effectively, and automatically when you use it in conjunction with Contact records. According to the concept of Communications Management, every incoming and outgoing communication with an individual is considered a contact with that individual and may be recorded as part of the history of those contacts.

The system creates a special record for this purpose. In the course of your normal daily activity, you may send many letters and receive a variety of documents. Using Communications Management, your office schedules outgoing letters with Contact records. Likewise, your office records the receipt of incoming documents with Contact records.

Before you can use Contact records to manage letter production, you must create the Contact resources that define the unique characteristics of each contact, or form of communication.

Using Contact Records 170 Communications Management

Creating Contact Resources

Introduction Most contacts are letters or documents (forms, etc.). However, contacts may also be phone calls, visits, or even participation. You create Contact resources which defines the unique characteristics of each contact, or form of communication. You can automatically or manually add Contact resources to a prospect’s Contact records. CX uses Contact records to select a group of ID records to be processed.

You must include all Contact resources used to produce letters in the Contact table. In addition, the names of Contact resources and names of the letters must be identical.

How to Create Contact Resources You can access the Contact Table screen from several applications within CX (i.e., Alumni, Development, Public Relations, and Recruiting/Admissions). You use the Contact table screen to view, add, and update Contact resources in the Contact table. You add Contact resources one at a time in this screen. For more information about the screen, refer to the section Using the Communications Management Screens in this guide.

Follow these steps to add or update a Contact resource using the Contact Table screen:

1. At the Main Menu for the application in which you are working, select the menu option Table Maintenance. The Table Maintenance Menu appears.

2. Select the menu option Common (A-C). The Table Maintenance: Common (A-C) Menu appears.

3. Select the menu option Contact.

4. Select Finish. The Contact Table screen appears.

5. Do you want to update an existing Contact resource? • If yes, select Query to perform a query to find the Contact resource you want to

update. Go to step 6. • If no, go to step 8.

6. When you find the Contact resource, select Update and make any desired changes. Press the <Tab> or <Arrow> keys to move to the other fields, if necessary

7. Press <Esc> to accept the changes. The message “This row has been changed” appears in the comment line.

8. Do you want to add a new Contact resource? • If yes, select Add. A blank Contact Table screen appears with the cursor in the Code

field. Go to step 9. • If no, go to step 11.

9. Enter the necessary information into the appropriate fields. Press the <Tab> or <Arrow> keys to move to the other fields, if necessary.

Note: Some fields display default information depending on the application in which you are working; you may change this information, if necessary. You must enter an ACE report used by the Contact resource into the ACE report field.

10. Press <Esc> to add the new contact to the Contact table. The message “Row added” appears in the comment line.

11. Do you have another Contact resource to update or add? • If yes, go to step 5. • If no, select Exit.

Communications Management 171 Using Contact Records

12. Press <Enter> to return to the menu.

Using Contact Records 172 Communications Management

Creating Contact Records

Introduction You can create Contact records from several applications within CX (e.g., Recruiting/Admissions, Alumni, Development, Student Services, Financial Aid ). You can also create Contact records by using other system tools, including the Query Language by Informix (SQL Informers) or CX Tickler tables. Contact records track completed contacts, such as a telephone call placed or received, and expected contacts, such as a letter that must be sent.

While you have multiple options for creating and maintaining Contact records, this section only provides procedures for creating Contact records from the Admissions application and from the Tickler tables.

Creating Contact Records Using SQL SQL offers another method for creating Contact records. You access the SQL screen from the Utility Menu from any CX menu. With this technique, you provide the parameters to SQL and the system creates the appropriate Contact records according to your instructions.

This method is most appropriate when you want to create a number of Contact records for prospects who have certain characteristics in common. To use the SQL technique, you must have knowledge of SQL syntax; consult your Jenzabar coordinator.

How to Create Contact Records Using the Contacts Window The most common method of creating Contact records is to manually enter them one at a time using an entry program. When you add an expected Contact record, you instruct CX to produce the letter designated by the Contact resource.

To add Contact records with this method, you use the Contacts window. While you can access this window from a variety of entry programs (e.g., Admissions Entry or Constituent Entry), this procedure is written as if you are using the Application Form screen in Admissions Entry. For more information about the screens and windows, refer to the Jenzabar user guide for the application in which you are working (e.g., Using Recruiting and Admissions) and to the section Using the Communications Management Screens in this guide.

Follow these steps to create Contact records using the Contacts window.

1. At the Recruiting/Admissions: Main Menu, select the menu option Admissions Processing. The Recruiting/Admissions: Admissions Processing Menu appears.

2. Select the menu option Admissions Entry.

3. Select Finish. The Admissions Form Menu appears.

4. Select the appropriate form you want to use (e.g., Application).

5. Select Auto-mode to put the screen into Query mode. You perform a query to locate the individual ID record for which you want to add or update Contact records.

6. Do you know the individual’s ID or social security number? • If yes, enter the number in the ID No field and select Select. The individual’s

application form appears with the screen in Update mode. • If no, select Find ID to perform a query.

7. Select Detail to access the Detail Windows.

8. Select Contacts from the Detail Windows and select OK. The Contacts window appears.

9. Do you want to add or update a Contact record? • If you want to add, select Insert to open a blank line in the list. Go to step 10.

Communications Management 173 Using Contact Records

• If you want to update, select the existing Contact record to update and change the necessary fields. Go to step 11.

10. Enter the necessary information into the appropriate fields. You must enter information in the following fields to generate letters:

• Contact • St (Defaults to E for expected; do not change if you want to create a new letter for this

ID) • Expected (Defaults to the current date)

11. Do you need to add or update another Contact record? • If yes, go to step 9. • If no, go to step 12.

12. Select Finish. The individual’s form appears with the screen in Update mode.

13. Select Finish. The form screen reappears in Query mode.

14. Do you have another individual for whom you need to add or update Contact records? • If yes, go to step 6. • If no, select Cancel. Go to step 15.

15. Select Exit to exit the program. The message “Are you sure you want to exit” appears.

16. Select Yes to return to the menu.

How to Create Contact Records Using the Select by User Parameters Screen Another method you can use to create Contact records is by using the Select by User Parameters screen. You specify the parameters which the system uses to search the database for records matching your specifications. The system then automatically adds the specified Contact resource to each individual’s Contact records.

Follow these steps to add or update Contact records using the Select by User Parameters screen. The Select by User Parameters screen contains several fields. However, the following procedure shows you how to complete only the required fields. For more information about the screen and resulting window, refer to the section Using the Communications Management Screens in this guide.

1. At the Recruiting/Admissions: Main Menu, select the menu option Communications Management. The Recruiting/Admissions: Communications Management Menu appears.

2. Select the menu option Select by User Parameters. The Select by User Parameters screen appears.

3. Enter data into as few or as many fields as necessary. You must enter data in the following fields:

• Due Date • Resource • Tickler

Note: The more data you enter into fields, the narrower the search. Blank out any fields with default values if you do not want to use those fields.

4. Select Finish. The Output Parameters and Scheduling window appears.

5. Change the fields on the window so the program executes according to your needs and select Finish. The Recruiting/Admissions: Communications Management Menu appears.

If you entered NOW in the Time field, “Exist” appears next to the menu option Tasks. Otherwise, “Are Queued” appears next to the menu option Sched Procs. The system searches the database for all ID records matching the parameters you specified and adds the Contact resource to those

Using Contact Records 174 Communications Management

records it finds. After the system completes the process, it sends you an electronic mail message informing you if it completed successfully and giving the number of Contact records added by the process.

How to Create Contact Records Using the Name/Address/Phone Screen You use the Name/Address/Phone screen to manually add Contact records through the Admissions application. The Admission Status segment in the upper portion of the screen identifies the prospect. The Contact segment in the lower portion of the screen displays specific information about the Contact records associated with the prospect. You can view, add, and update any of the prospect’s Contact records in this segment.

Follow these steps to add or update Contact records using the Admissions Status/Contact screen. The Admission Status/Contact screen contains several fields. However, the following procedure shows you how to complete only the required fields. For more information about the screen, refer to the section Using the Communications Management Screens in this guide.

1. At the Recruiting/Admissions: Main Menu, select the menu option Communications Management. The Recruiting/Admissions: Communications Management Menu appears.

2. Select the menu option Create One Contact Record.

3. Select Finish. The Name/Address/Phone screen appears.

4. Select Query to perform a query to find the individual’s ID record for which you want to add or update Contact records.

Note: When you find the ID record, you can select Next and Previous to view all the Contact records associated with the ID number.

5. Do you want to update an existing Contact record? • If yes, select Next or Previous to locate the Contact record to update. Go to step 6. • If no, go to step 8.

6. Select Update and make any desired changes. Press the <Tab> or <Arrow> keys to move between the fields.

7. Press <Esc> to save the changes made. The message “This row has been changed” appears in the comment line.

8. Do you want to add a new Contact record? • If yes, select Add. Go to step 9. • If no, go to step 11.

9. Enter the necessary information into the appropriate fields. Press the <Tab> or <Arrow> keys to move to the other fields, if necessary.

10. Press <Esc> to add the new Contact record to the ID record. The message “Row added” appears in the comment line.

11. Do you have another ID number for which you want to add or update Contact records? • If yes, go to step 4. • If no, select Exit.

12. Press <Enter> to return to the menu.

How to Create a File of ID or Social Security Numbers to Use for Contact Batch Entry You use the Contact Batch Entry screen to add or update Contact records for a group of ID records. You can create Contact records for a group of prospects for whom you create a file containing their ID or social security numbers in your home directory. You can also create Contact records for a group of prospects for whom you list their ID or social security numbers one at a time in the ID List window.

Communications Management 175 Using Contact Records

You can create a file containing the ID or social security numbers in the text editor used by your institution. Follow these steps to create a file using CX:

Note: For more information about creating a file of ID or social security numbers, see the Jenzabar guide Getting Started User Guide and the UNIX documentation available.

1. At any CX menu, select the menu option Utility Menu in the lower half of the screen. The Utilities: Main Menu appears.

2. Select the menu option File Options. The Utilities: File Options Menu appears.

3. Select the menu option Visual Editor. The Visual Editor screen appears.

4. Enter a file name in the File field and press <Enter>. If you do not enter a file name, the system uses the default name. You enter vi in Command mode. If you entered a file name in the file field, the message ““filename” [new file]” appears in the comment line.

5. Press i to put the screen into Input mode.

6. Using the number keys at the top of your keyboard, enter the ID or social security numbers for those prospects you want to add Contact records. After each number, press <Enter>.

Note: You cannot use the numbers on the keypad of your keyboard to enter the numbers into the file. For more information about vi, see the section Creating a Letter in WPVI in this guide.

7. When you’ve entered all the ID or social security numbers, press <Esc> to put the screen into Command mode. Type :wq and press <Enter>.

8. Press <Enter> to return to the menu.

How to Create Contact Records Using the Contact Batch Entry Screen The Contact Batch Entry screen contains several fields. However, the following procedure shows you how to complete only the required fields. For more information about the screens, refer to the section Using the Communications Management Screens in this guide.

Follow these steps to add a Contact record using the Contact Batch Entry screen.

1. At the main menu for the application in which you are working (i.e., Alumni Association, Development, or Recruiting/Admissions), select the menu option Communications Management. The Communications Management Menu for that application appears.

2. Select the menu option Contact Batch Entry. The Contact Batch Entry screen appears.

3. Enter the necessary information into the appropriate fields. Press the <Tab> or <Down-Arrow> keys to move to the other fields, if necessary.

Note: If you enter C in the Status field, the system automatically enters the completion date of the Contact resource as the current date.

4. Does a file containing the list of ID or social security numbers to process exist? • If yes, enter the file name in the File field. Select Finish. The second Contact Batch

Entry screen with the ID List window appears. The system automatically enters the information for the prospects corresponding with the ID or social security numbers from the file into the ID List window. Go to step 5.

• If no, select Finish. The second Contact Batch Entry screen with the ID List window appears. Go to step 7.

5. Do you want to enter additional ID or social security numbers to those in the ID List window? • If yes, enter the ID or social security number for each additional prospect to receive the

Contact resource in the ID# field. Press the <Tab> key as you enter each number.

Using Contact Records 176 Communications Management

Note: If you do not know the ID or social security number, press <F6> to perform a query.

• If no, go to step 6.

6. Do you want to add an optional correspondent (e.g., an admissions counselor whose name is used in a letter or a school whose name is used in requesting a transcript) to any of the ID numbers listed?

• If yes, enter the ID or social security number of the optional correspondent in the CORR ID field for each prospect listed.

Note: If you do not know the ID or social security number, press <F6> to perform a query.

• If no, go to step 9.

7. Enter the ID or social security number for each prospect to receive the Contact resource in the ID# field. Press the <Tab> key as you enter each number. The system automatically enters the information for the prospects corresponding with the ID or social security numbers you enter.

Note: If you do not know the ID or social security number, press <F6> to perform a query.

8. Enter the ID number in the CORR ID field for each prospect you enter, if necessary.

9. Select Done. The message “Data will be loaded for batch update. Continue?” appears.

10. Select Yes. The message “Do you wish to enter another contact?” appears. • If yes, select Yes. The Contact Batch Entry screen with the ID List window reappears.

You can update the fields at the top of the screen (e.g., Resource). Go to step 11. • If no, select No. The process begins, and you automatically exit the program.

11. Update the necessary information in the appropriate fields for the next Contact resource you want to add. Press the <Tab> or <Down-Arrow> keys to move to the other fields, if necessary.

Note: If you enter C in the Status field, the system automatically enters the completion date of the Contact resource as the current date.

12. Select Done. Go to step 5.

13. “Do you wish to reload the id file list and lose all list changes?” • If yes, select Yes. The system reloads the original file and deletes any ID or social

security numbers you added previously in steps 6 and 7. Go to step 5. • If no, select No. The system reloads the original file and keeps any ID or social

security numbers you added previously in steps 6 and 7. Go to step 5.

14. Do you want to change the data in the fields at the top of the screen (e.g., Resource)? • If yes, select Edit Contact. You can update the fields at the top of the screen (e.g.,

Resource). Go to step 10. • If no, select Exit to quit the program. The message “Are you sure you want to exit?”

appears. Go to step 15.

15. Select Yes to return to the menu. The system searches the database for all ID records that match the parameters you specified and adds the Contact resource to those records it finds. After the system completes the process, it sends an electronic mail message informing you if it completed successfully and giving the number of Contact records added by the process.

Communications Management 177 Producing the Contact Action Report

SECTION 6 - PRODUCING THE CONTACT ACTION REPORT

Overview

Introduction The Letters/Labels Due Report program enables you to produce the Contact Action report. This report lists the Contact records, representing letters and labels, that are ready for the letter and label creation process. You use the Contact Action report to create the letters and labels or to perform the action necessary (e.g., make a telephone call or personal visit).

You can produce the Contact Action report in two formats: detailed and summary. The detailed format lists the names of the prospects associated with the Contact records. The summary format lists only the names and totals of each letter and label category. The system sorts each format by the ACE report used to create the letters and labels (e.g., ltradmit, ltrstat, etc.).

This section includes the following information: • The process that occurs when the Letters/Labels Due Report program is run • Examples of both formats of the report • Descriptions of the fields in both reports • The procedure to produce either format of the report

The Process When you run the Letters/Labels Due Report program, the system performs the following actions:

1. Scans the Contacts records for Contact resources with an expected status and with a due date less than or equal to the date entered in the Date field on the Letters/Labels Due Report screen (usually the current date).

2. Searches the ID records for each individual who has a Contact record with the expected status.

3. Identifies the name of the Contact resource.

4. Groups the individual with others receiving the same Contact resource.

5. Selects the run code and communication code associated with the Contact resource as listed in the Contact table.

6. Sorts the Contact resources by the ACE report used to create the letters and labels (i.e., ltradmit, ltrstat, etc.).

Contact Action Report Example - Detailed Format Following is an example of the detailed Contact Action report.

Producing the Contact Action Report 178 Communications Management

Fri Feb 10 1997 CARS College Page 1 12:32 CONTACT ACTION REPORT lpsctcs Letters to be sent Ace Report: ltradmit Run Code Resource Text Comm ID No Name Due Date -------- -------- ------------------- ---- ------- -------------------- -------- MATCHING MATCHING Matching donor let LETT 1258639 Wayson, Lauren M. 11/21/97 SINGLEI ACTIVITY Activities letter LTLB 13136 Campbell, Carol Lesl 01/29/97 SINGLEI ADVISOR Advisor letter LTLB 13136 Campbell, Carol Lesl 01/22/97 12345 Doe, Jane 01/22/97 ------- 2 SINGLEI ASKVISIT Invite to campus LETT 97468 Babbette, Barbara 12/01/97 97464 Babbette, Barney Bob 12/01/97 1253431 Babbette, Bart 12/01/97 1258616 Babbette, BeBee 12/01/97 92459 Carman, Nathan Mark 12/01/97 12345 Doe, Jane 01/22/97 1258464 Herdina, Joseph 08/08/97 7451 Peters, Anne Ellen 12/01/97 1242948 Simpson, Lisa A 01/23/97 1258639 Wayson, Lauren M. 01/23/97 ------- 10 SINGLEI ATHLETIC Athletic activity LETT 5293 King, James Donald 11/21/97 84970 Krekeler, Patricia A 11/27/97 1253492 Noble, Kathleen 11/21/97 ------- 3 SINGLEI BIRTHDAY Birthday Greetings LTLB 13136 Campbell, Carol Lesl 02/13/97 1258235 Painter, Donna R. 11/21/97 92353 Smith, Jane 01/23/97 1258639 Wayson, Lauren M. 11/21/97 ------- 4 SINGLEI CAREER Career options LTLB 13136 Campbell, Carol Lesl 01/23/97 92353 Smith, Jane 01/23/97 1258639 Wayson, Lauren M. 01/24/97 1258249 Wedemeyer, Dave 02/08/97 ------- 4 SINGLEI SENDFAF Send FAF form LETT 1 Sansone, John J 07/27/92 SINGLEI WAITLIST Placed on waiting l LETT 92381 Edwards, Elizabeth A 02/28/97 SINGLEI WELCOME Welcome to school LETT 450 Anderson, Blanton Lo 09/02/91 300 Baum, Barbara Jean 08/20/91 13136 Campbell, Carol Lesl 09/10/97 2315 Carpenter, Linda Lee 01/02/92 20155 Glens Creek Baptist 09/01/96 412 Heise, Jena Vaughn 09/02/96 301 Irvin, Neta Loneta 09/02/96 302 Leonard, Leonard Ell 09/02/96 12277 McGehee, Gloria 06/13/95 97470 Person 09/01/92 10500 Thompson, Anthony Wa 09/01/96 ------- 11 -------- ------- 10 38

Fields on the Contact Action Report - Detailed Format The following is a list of the fields and their descriptions that appear on the Detailed Contact Action report.

Ace Report

Communications Management 179 Producing the Contact Action Report

The name of the ACE report used by the Contact resource (e.g., ltradmit). The ACE report selects prospect-related data from a variety of records (e.g., name, address, semester of enrollment, etc.) and associates them with the appropriate macro within the ACE report. (This appears under the title of the report.)

Comm The communication code for the Contact resource. The following codes are standard. Your institution can create additional codes to meet its needs.

• DOCU (Documents, such as an application) • LABL (Labels) • LETT (Letters and envelopes) • LTLB (Letters, envelopes, and labels) • MEMO (Memorandums) • PHON (Telephone calls)

Note: The codes identifying the output to be produced are: − LABL (Labels only) − LETT (Letters and envelopes) − LTLB (Letters, envelopes, and labels)

Due Date The due date for the Contact resource.

ID No The system-generated number identifying the prospect in the CX database who is associated with the expected Contact resource.

Name The name of the prospect whose ID number appears in the ID No field.

Resource A code identifying the Contact resource used to produce the output (e.g., ACTIVITY for an activities letter).

Run Code The ADR run code for the Contact resource (e.g., SINGLEI for an informal address such as Dear John or SINGLE for a formal address such as Dear Mr. Jones).

Text A description of the Contact resource.

Contact Action Report Example - Summary Format Following is an example of the Summary Contact Action report.

Producing the Contact Action Report 180 Communications Management

Fri Feb 16 1996 CARS College Page 1 12:32 CONTACT ACTION REPORT SUMMARY lpsctcs Letters to be sent ACE Report Run Code Resource Text Comm Num ---------- -------- -------- ------------------------ ---- ---- ltradmit MATCHING MATCHING Matching donor letter LETT 1 ltradmit SINGLEI ACTIVITY Activities letter LTLB 1 ltradmit SINGLEI ADVISOR Advisor letter LTLB 2 ltradmit SINGLEI ASKVISIT Invite to campus LETT 10 ltradmit SINGLEI ATHLETIC Athletic activity LETT 3 ltradmit SINGLEI BIRTHDAY Birthday Greetings Ltr. LTLB 4 ltradmit SINGLEI CAREER Career options LTLB 4 ltradmit SINGLEI SENDFAF Send FAF form LETT 1 ltradmit SINGLEI WAITLIST Placed on waiting list LETT 1 ltradmit SINGLEI WELCOME Welcome to school LETT 11 -------- 10 ltrlbl SINGLE CATALOG Catalog labels LABL 1 ltrschvst SINGLEI SCHVISIT School Visitation ltr. LTLB 5 ========== ======== ====== 3 12 44

Fields on the Contact Action Report - Summary Format The following is a list of the fields and their descriptions that appear on the Summary Contact Action report.

Ace Report The name of the ACE report used by the Contact resource (e.g., ltradmit). The ACE report selects prospect-related data from a variety of records (e.g., name, address, semester of enrollment, etc.) and associates them with the appropriate macro within the ACE report.

Comm The communication code for the Contact resource. The following codes are standard. Your institution can create additional codes to meet its needs.

• DOCU (Documents, such as an application) • LABL (Labels) • LETT (Letters and envelopes) • LTLB (Letters, envelopes, and labels) • MEMO (Memorandums) • PHON (Telephone calls)

Note: The codes identifying the output to be produced are: − LABL (Labels only) − LETT (Letters and envelopes) − LTLB (Letters, envelopes, and labels)

Num The number of the total output (e.g., letters or labels) for each Contact resource. (In this example, one MATCHING letter is expected to be printed.)

Resource A code identifying the Contact resource used to produce the output (e.g., ACTIVITY for an activities letter).

Run Code The ADR run code for the Contact resource (e.g., SINGLEI for an informal address such as Dear John or SINGLE for a formal address such as Dear Mr. Jones).

Text

Communications Management 181 Producing the Contact Action Report

A description of the Contact resource.

Producing the Contact Action Report 182 Communications Management

Creating the Contact Action Report

How to Create the Contact Action Report You produce the Contact Action report by running the Letters/Labels Due Report process. You can access the Letters/Labels Due Report screen from several applications within CX (i.e., Alumni, Development, Public Relations, and Recruiting/Admissions). The Letters/Labels Due Report screen contains three processing parameters. This procedure shows you how to complete these fields. For more information about the screen and the resulting window, see the section Using the Communications Management Screens in this guide.

Follow these steps to print either format of the Contact Action report.

1. At the Main Menu for the application in which you are working, select the menu option Communications Management. The Communications Management Menu appears.

2. Select the menu option Letters/Labels Due Report. The Letters/Labels Due Report screen appears.

3. Does the correct tickler appear in the Tickler field? • If yes, press the <Down-Arrow> or <Tab> key to move the cursor moves to the Date

field. • If no, enter the correct tickler or use Table Lookup to select the correct tickler. Press

the <Down-Arrow> or <Tab> key to move the cursor moves to the Date field, if necessary.

4. Does the correct date appear in the Date field? You may use the default which is the current date.

• If yes, press the <Down-Arrow> or <Tab> key to move the cursor moves to the Summary field.

• If no, enter the correct date. Press the <Down-Arrow> or <Tab> key to move the cursor moves to the Summary field, if necessary.

5. Do you want to produce the report in summary format? • If yes, enter Y. • If no, enter N.

6. Select Finish. The Output Parameters and Scheduling window appears.

7. Change the fields on the window so the program executes according to your needs and select Finish. The Communications Management Menu appears.

If you entered NOW in the Time field, “Exist” appears next to the menu option Tasks. Otherwise, “Are Queued” appears next to the menu option Sched Procs. The program executes at the time you specify. After the system completes the process, it sends you an electronic mail message informing you if it completed successfully.

Communications Management 183 Merge Files

SECTION 7 - CREATING MERGE DATA FILES FOR WORD PROCESSING

Overview

Introduction The Communications Management letters and labels creation process enables you to generate merge data files compatible with the word processing programs Microsoft Word for Windows, WordPerfect, and WPVI (the CX word/text processor). The creation process produces a word processing merge data file containing information that you can automatically insert into a form letter file to produce letters with variable information. The variable information included in the merge data file depends on the ACE report specified. You can use WordPerfect or Microsoft Word for Windows to automatically merge CX-produced information from the merge data file into a form letter that you created using the word processing program.

For More Information For more information about merge form letters, see the sections Merge Form Letters and Creating a Letter in WPVI in this guide.

The Process The following list describes the tasks to generate a merge data file on the UNIX host system and then transfer the file to a PC for producing and printing a merged output file.

1. On CX, the user runs the letters and labels creation process appropriate for the letter.

Note: This task assumes that the create letters and labels process is set up to produce merge data files in the appropriate merge data file format (e.g., WordPerfect or Microsoft Word for Windows). If you are unsure, contact your Jenzabar coordinator.

2. On CX, the associated ACE report selects and sorts the data, then runs the data through the ADR processor. The ADR processor formats a name/address label and/or salutation based on the specified parameters.

3. On CX, the letter creation process creates the word processing merge data file and stores the file in the WPVI Merge drawer associated with the appropriate application; that is if you are creating Alumni letters, the process stores the file in the Merge drawer of the Alumni file cabinet. The name of the file is the Contact resource with a .doc extension (for Word for Windows) or .mrg (for WordPerfect).

4. On CX, the user accesses the Merge drawer of the appropriate file cabinet. The user then selects the Transmit command (t) and enters the file name or number to transmit. When the process is complete, the extension of the file changes to .xmt.

Note: This task assumes that the PC is set up to use a CX-approved transfer protocol.

5. On the PC, the user accesses the word processing program used by the institution and merges the form letter created on the PC with the merge data file transferred from the UNIX host.

6. On the PC, the user prints the merged output using the word processing program.

Merge Files 184 Communications Management

Merge Data File Example - Microsoft Word for Windows Following is a list of macros in the order in which they appear in a merge data file generated by the Create Admissions Letters program, using the ACE report ltradmit, and transmitted to Microsoft Word for Windows. Below each macro is the associated data element the system selected from various records matching the criteria. (In this case, the system found only one match.)

Note: This example has been reformatted to allow you to better understand the merge data file and its macros and associated data elements. This is not how the merge data file actually appears. When you open the actual file in Word for Windows, it appears in one long table with compressed columns and the information wrapping within each column. The column headings display the macro name, and below each is the variable information selected by the ACE report from the various records matching the criteria.

TODAY February 13, 1996

PLAN_ENR_YEAR 1996

CLASS_YEAR 1996

SALUT Carol

REF_SOURCE CNSL

PLAN_ENR_SESS Fall

REF_LASTNAME Jean Valjean

REF_LABEL Jean Valjean 123 Barricade Paris,

MAJOR1 Philosophy

COUNSELOR_ID 1258639

FIRSTNAME Carol

FAC_TITLE Professor/Chairman

PARENT_ID 13136

COUNSELOR_NAME Lauren M. Wayson

FAC_BLDG Wedemeyer Hall

APPT_TIME

Communications Management 185 Merge Files

your convenience

FAC_NAME Thomas Seay

DECISION_DATE 02/13/96

DECISION FULL

FULLNAME Carol Leslie Campbell

LASTNAME Campbell

DUE_DATE 01/22/96

REF_NAME Jean Valjean

LABEL Carol Leslie Campbell 336 E Mcginnis Cir Silver Spring, MD 20904

FAC_ROOM 12

LTR_NAME /usr/carsdevi/wp/admissions/FileCabinet/letters/ADVISOR.ltr

Merge Data File Example - WordPerfect Following is an example of a merge data file generated by the Create Admissions Letters program, using the ACE report ltradmit, and transmitted to WordPerfect. The macros appear at the top between FIELDNAMES and ENDRECORD. The variable information selected by the ACE report from various records matching the criteria follows and is separated by ENDFIELD. (In this case, the system found only one match.)

Merge Files 186 Communications Management

FIELDNAMES(TODAY;PLAN_ENR_YEAR;CLASS_YEAR;SALUT;REF_SOURCE;PLAN_ENR_ SESS;REF_LASTNAME;REF_LABEL;MAJOR1;COUNSELOR_ID;FIRSTNAME;FAC_TITLE; PARENT_ID;COUNSELOR_NAME;FAC_BLDG;APPT_TIME;FAC_NAME;DECISION_DATE; DECISION;FULLNAME;LASTNAME;DUE_DATE;REF_NAME;LABEL;FAC_ROOM;LTR_NAME) ENDRECORD February 13, 1996ENDFIELD 1996ENDFIELD 1999 ENDFIELD Carol ENDFIELD CNSL ENDFIELD Fall ENDFIELD Jean Valjean ENDFIELD Jean Valjean 123 Barricade Paris, ENDFIELD Philosophy ENDFIELD 1258639 ENDFIELD Carol ENDFIELD Professor/Chairman ENDFIELD 13136 ENDFIELD Lauren M. Wayson ENDFIELD Wedemeyer Hall ENDFIELD your convenience ENDFIELD Thomas Seay ENDFIELD 02/13/96 ENDFIELD FULL ENDFIELD Carol Leslie Campbell ENDFIELD Campbell ENDFIELD 01/22/96 ENDFIELD Jean Valjean ENDFIELD Carol Leslie Campbell 336 E Mcginnis Cir Silver Spring, MD 20904 ENDFIELD 12 ENDFIELD /usr/carsdevi/wp/admissions/FileCabinet/letters/ADVISOR.ltr ENDFIELD ENDRECORD

Communications Management 187 Merge Files

Creating and Using Merge Data Files

How to Create a Merge Data File for Word Processing After you print the Contact Action report, you use it to create the merge data file for letters and labels that are ready for the creation process. While you can create the merge data file from several applications within CX (i.e., Alumni, Development, Public Relations, and Recruiting/Admissions), this section only provides the procedure to create admissions letters. However, the procedure is similar for the other applications.

The Create Admissions Letters screen contains six processing parameters. This procedure shows you how to complete these fields. For more information about the screen and the resulting window, see the section Using the Communications Management Screens in this guide.

1. At the Recruiting/Admissions: Main Menu, select the menu option Communications Management. The Recruiting/Admissions: Communications Management Menu appears.

2. Select the menu option Create Admissions Letters. The Create Admissions Letters screen appears.

3. In the Letters/Labels/Both/None field, enter one of the following codes that correspond with the code appearing in the Comm field on the Contact Action report. Press the <Down-Arrow> or <Tab> key to move to the next field.

• BOTH (if LTLB appears) • LABELS (if LABL appears) • LETTERS (if LETT appears)

4. In the Report field, enter the ACE report appearing in the ACE report field on the Contact Action report. Press the <Down-Arrow> or <Tab> key to move to the next field.

5. In the Resource field, enter the code appearing in the Resource field on the Contact Action report (i.e., the name of the Contact resource/letter). Press the <Down-Arrow> or <Tab> key to move to the next field.

6. In the first Date field, enter the date to be expanded and printed on all the letters in the format mm/dd/yyyy. This defaults to the current date.

7. In the second Date field, enter the due date of the Contact resource in the format mm/dd/yyyy. Defaults to the current date. The system uses this date to select expected Contact resources with a due date less than or equal to the date entered.

8. In the Format field, enter the code for the file format desired. This depends on the word processing program that your institution uses.

• rtf (To create a merge data file for Microsoft Word for Windows) • stdlps (To create a merge data file for WPVI and the CX Letter Production System) • wordp (To create a merge data file for WordPerfect)

9. Select Finish. The Addressing Parameters windows appears.

10. Enter the necessary information into the appropriate fields.

11. Select Finish. The Labels Parameters windows appears.

12. Enter the necessary information into the appropriate fields.

13. Select Finish. The Output Parameters and Scheduling window appears.

14. Change the fields so the program executes according to your needs and select Finish. The Recruiting/Admissions: Communications Management Menu appears.

If you entered NOW in the Time field, “Exist” appears next to the menu option Tasks. Otherwise, “Are Queued” appears next to the menu option Sched Procs. The program executes at the time

Merge Files 188 Communications Management

you specify. After the system completes the process, it sends you an electronic mail message informing you if it completed successfully.

When the system successfully completes the creation processes, it automatically updates the status of the Contact resources from Expected to Completed.

Transmitting the Merge Data File for Word Processing If your institution uses Microsoft Word for Windows or WordPerfect to produce form letters, you must transmit the merge data file created by CX creation process from the Merge drawer to your word processing program. You use this procedure if you entered rtf or wordp in step 8 in the procedure How to Create a Merge Data File for Word Processing, above.

Follow these steps to transmit the merge data file to your word processing program after you receive the electronic mail message informing you that the creation process has completed successfully:

1. At any CX menu, enter W to access WPVI. The Word Processing Using vi menu appears with the list of file cabinet names displayed.

2. Enter the file cabinet name or number and press <Enter> to open the Cabinet associated with the ACE report used (e.g., the Admissions cabinet for the ACE report ltradmit). The file cabinet menu appears with the list of drawer names displayed.

3. Enter the drawer name or number and press <Enter> to open the Merge drawer. The drawer menu appears with the list of existing files displayed

4. Locate the merge data file created. Its filename is the Contact resource, and it has one of the following extensions depending on the format you entered in step 8 in the procedure How to Create a Merge Data File for Word Processing, above (e.g., ADVISOR.doc or ADVISOR.mrg).

• .doc (if you entered rtf) • .mrg (if you entered wordp)

5. Transmit the file by entering t then its name or number (e.g., t ADVISOR.doc or t ADVISOR.mrg). Press <Enter>. The message “Transmitting file” appears. When the process is complete, the extension of the file changes to .xmt.

6. After you transmit the file, click on the icon for the word processing program that your institution uses (e.g., Word for Windows or WordPerfect).

7. Click on the Open File button on the toolbar or select File from the menu bar.

8. Change to the directory where the system sends the transmitted files (e.g., the C:\ drive).

9. Open the transmitted merge data file (i.e., the filename with the Contact resource and the .doc extension if you use Word for Windows or the .mrg extension if you use WordPerfect). You use this file to merge the data with a form letter in your word processing program.

Note: For the procedure to create a merge form letter in either Word for Windows or WordPerfect, see the documentation available for your word processing program.

Special Considerations for Producing School Letters School letters are designed for exclusive use by the Admissions office. They enable your institution to correspond with other schools. You can personalize your letters by including the name of the school’s guidance counselor or other schoool employees (e.g., coaches) in the address label and in the salutation for the letter.

Before this screen can be used to create a merge file, an Expected Contact record must be created for each school with which the Admissions office wants to correspond. The following

Communications Management 189 Merge Files

steps describe one way an Admissions office can create Expected Contact records in batch for correspondent schools.

7. Access the School Directory report menu option, located on the Admissions: Reports: Profile Reports submenu.

8. Run the report in Summary mode, using the School Directory parameters to select the desired schools. Route the output of the report to a file in your home directory by selecting file in the Output Parameters screen. Note the name of the output file the process creates (e.g., schdir.out).

9. Access the Contact Batch Entry program, located in the Admissions: Communications Management submenu.

10. Read in the summary version of the outputfile created in step 2 into the ID List screen.

Notes:

• When creating contacts for schools, do not use a Tickler contact used for prospective students (e.g., ADM or ADMG), as this will cause Admissions Statistics (admstats) error messages. A typical Tickler code for letters to schools is SCHL. Contacts to schools must be defined in the Contact table using the Tickler Code SCHL and the ACE report ltrschlabl. The ltrschlabl report creates a merge file which can be used to create dellimited ascii files containing the component parts of a school’s name and address. This can be helpful if an Admissions office does not create letters, but instead sends the name and address data to a mailing house. The MSWord or WordPerfect ascii file form setup, using the pipe symbol (|) as the delimiter between each address component, is: WP_FULLNAME|WP_ADDRLINE1|WP_ADDRLINE2|WP_ADDRLINE3|WP_CITY|WO|STATE|WP_ZIP

After the merge file has been merged with the ascii file form, the merged document can be saved as a text file, and sent to the mailing house via e-mail or other file delivery method.

• If you create a letter in WPVI (the CX word/text processor), the letter must be in the Letters drawer of the Admissions file cabinet, and have the same name as the contact scheduled for the schools. You can print the letters created in WPVI later by running the Print Admissions Letters or the Print Letters and Labels process.

• The Create One Contact Record menu option, located on the Admissions: Communications Management submenu, can also be used to query on a school and insert Contact records one at a time.

Communications Management 191 E-mail

SECTION 8 - CREATING AND SENDING E-MAIL MESSAGES

Overview

Introduction Using the standard Communications Management functions, you can create customized e-mail messages for as many recipients as desired. For example, you can create a standard form message using a student applicant's name, area of interest, and counselor name.

The Process The following steps are required to produce e-mail messages using Communications Management features:

1. The person responsible for adding ID information enters an e-mail address into the Alternate Address record for every desired recipient, testing it as needed.

2. A user (typically the person who wants to send the customized e-mail message) creates Contact records for all the desired recipients of the message.

3. The user extracts all the information that might be included in the e-mail message. One of the extracted items is the e-mail address itself.

4. The system places the extracted information in a merge file accessible from the word processing options on the CX menu.

5. The user transmits the merge file from the CX menu to his/her PC.

6. The user launches MSWord on the PC, and uses Mail Merge functionality within MSWord to create a customized form e-mail message.

7. When the Merge option is selected, the system generates the e-mail messages and sends them to the desired recipients.

How to Set Up and Use E-mail Addresses To set up e-mail addresses:

1. Define the e-mail address type in the Alternate Address table (aa_table), setting the Email flag to Y.

2. Add e-mail addresses for the selected IDs in any entry program, using the Alternate Address detail window.

Note: You can also add Addressing Record information (to the adr_rec) using the ADR Record menu option. This record enables you to customize address selection further by including such criteria as number of address lines to print, associations between specific alternate address types and runcodes, associations between particular IDs, and other unique letter writing customizations.

How to Test E-mail Addresses To test e-mail addresses you have set up as alternate addresses:

1. Access the Test ADR program from the Utilities: ADR Options menu.

2. Enter an ID for which you have an e-mail address set up in the Alternate Address detail window.

3. Set the Use Email flag to Y or to B. A Y tests only e-mail addresses, while a B tests both

E-mail 192 Communications Management

traditional and e-mail addresses.

4. Set other selection flags as desired, then select Done. The program retrieves the desired address information and formats it in the lower half of the screen just as it will appear in an email address, letter salutation or envelope address. The program also displays messages at the bottom of the screen, indicating such information as: • An appropriate e-mail address was not available • No current name is available • No current address is available • A duplicate runcode was detected, so the ID is skipped

How to Create and Send Mail Merge E-mail Messages To create and send e-mail messages using mail merge functions:

1. On CX, complete the following procedures as directed in the section of this document titled Creating and Using Merge Data Files: • How to Create a Merge Data File for Word Processing. For example, select a resource

(already set up in your Contact table) named ORIENT. Make sure you select a format of rtf.

• Transmitting the Merge Data File for Word Processing. After you complete these two procedures, you will have extracted information from your database into a file with an extension of .doc. For example, the extracted information will reside in a file called ORIENT.doc.

2. Access the Word Processing option on the CX menu. Select the cabinet in the functional area for which you want to produce the e-mail message (e.g., admissions), then select the Merge drawer. The .doc file containing your extracted information appears in the list of contents.

3. Select the Transmit command (t) and enter the file name or number to transmit. The process will require you to enter a location on the PC to which you want the extracted information to be copied (e.g., c:) When the process is complete, the extension of the file changes to .xmt (e.g., ORIENT.xmt) and the extracted information is copied over to the specified location on the PC. Note that this task assumes that the PC is set up to use a CX-approved transfer protocol.

4. On the PC, launch MSWord. If desired, you can open an existing MSWord document that has the e-mail contents, or you can create this document later.

5. From the MSWord Tools menu, select Mail Merge. A three-part pop-up dialog box (Main Document, Data Source, and Merge) appears, and only 1. Main Document is active.

6. If you opened an existing MSWord document in Step 4, you can click Edit or continue to step 8. If you are creating a new document for the e-mail message, click Create, then click Edit.

7. Type or edit the e-mail message as desired, clicking the Insert Merge Field button on the MSWord toolbar when you want to add one of the fields extracted from your CX database in step 1.

8. When your e-mail message contains the wording and the fields you want, re-select Mail Merge from the MSWord Tools menu. Under 2. Data Source, click Get Data, then select Open Data Source. Browse to locate the extracted file (it will reside in the location you specified in step 3).

9. Re-select Mail Merge from the MSWord Tools menu. Under 3. Merge, select Merge. A Merge pop-up dialog box appears.

10. In the Merge to: drop-down field, select Electronic mail. Select other merge options as desired, referring to MSWord documentation as needed, and then click Setup. A Merge To Setup pop-up box appears.

11. In the Data field with Mail/Fax address: drop-down field, select Email. This selection causes the merge process to use the contents of the Email field in the extracted file to be used to address all your e-mail messages.

Communications Management 193 E-mail

12. In the Mail message subject line: field, enter the standard subject for all the messages (e.g., Freshman Orientation).

13. If desired, click the Send document as an attachment checkbox to cause the e-mail message you wrote in step 7 to be delivered as an attachment instead of a message itself.

14. Click OK. When the Merge to Setup pop-up box disappears, click Merge again. MSWord creates the messages using the data fields and e-mail addresses you extracted in step 1, the contents you created in step 7, and the subject line you specified in step 12.

Communications Management 195 Printing Letters

SECTION 9 - PRINTING LETTERS USING JENZABAR CX

Overview

Introduction If you use WPVI, the letters generated by the creation process are printed directly from CX spooler. This is the final step in the letter creation process. The printing process is also known as the CX Letter Production System (LPS).

Note: If your institution uses another word processing program (e.g., Word for Windows or WordPerfect) or text editor to create merge form letters as described in the section Creating Merge Data Files for Word Processing, the system automatically sends the labels to the LPS spooler. You will need to follow this procedure to print these labels.

Printing Letters 196 Communications Management

Printing Letters

How to Print Letters Using the Print Letters and Labels Screen You can access the printing processes from various applications (i.e., Alumni Association, Development, Public Relations, Recruiting/Admissions, and the Utilities Menu). Generally, any menu option referring to the print function relates to LPS. While the following procedure describes the steps to print letters using the Print Letters and Labels screen, the steps are similar for other print processes.

Note: Jenzabar recommends that you print all the files of one type (e.g., all letter files) before printing other files of another type (e.g., all label files) so you do not have to change printers or the paper type in a single printer.

Follow these steps to print letters using the Print Letters and Labels screen.

1. At any CX menu, select the menu option Utility Menu in the lower portion of the screen. The Utilities: Main Menu appears.

2. Select the menu option Letters/Labels/Reports. The Utilities: Letters/Labels and Reports Menu appears.

3. Select the menu option Print Letters and Labels, then select Finish. The Print Letters and Labels screen with the Files to Be Printed segment appears.

4. Select File. This enables you to select the file you want to print from the list in the Files to Be Printed segment in the lower portion of the screen.

Note: The system designates label-only files with an “L” in front of the filename (e.g., LADVISOR). The Count field for this type of file always shows one more than the actual number of labels created because the system creates an additional label identifying the label file. Otherwise, the field displays a description of the file followed by “letters” (e.g., ADVISOR letters).

5. Move the cursor to the line with the file you want to print and enter P in the Stat field.

Note: You can use the Up, Down, Page Backward, Page Forward commands or the <Arrow> keys to move the cursor through the list.

6. Select Done. The Subtypes to Be Printed segment appears.

7. Move the cursor to the first subtype you want to print (e.g., envelopes or letters). Enter P in the Print field. The cursor moves to the Paper field.

8. Enter the appropriate code for the paper type to use. Generally, you will enter C (Continuous).

9. Select Done. The Print Log segment appears.

10. Enter P in the St field. The cursor moves to the First Pos field.

11. Do you want to print a specific range? • If yes, update the numbers in the First Pos and Last Pos fields. Press <Tab> to move

to the next field, if necessary. For example, to print the first 100 of 200 letters, enter 1 in the First Pos field, then enter 100 in the Last Pos field. The Count field automatically changes to reflect the number to print. You may also change the number in the Count field to the total number to print, and the number in the Last Pos field automatically changes, depending on the number entered in the First Pos field and the total count number.

• If no, go to step 12.

12. Select Done. The cursor moves to the Device field in the File to Be Printed segment in the

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upper portion of the screen.

13. Enter the printer name where you want to print the output or select Table Lookup for a list of valid printers.

Note: This step is skipped if you’ve already printed a file or a portion of a file (i.e., one subtype) and previously entered the name of the printer.

14. Select Done, if necessary. The Current Status segment appears in addition to the message “Print Options.”

15. Select Start Printing. The message “Printing completed” appears in the comment line.

16. Do you want to print another subtype or file? • If yes, go to step 4. • If no, select Exit to end your use of the program.

Note: If you only printed one subtype (e.g., only letters), the % Done field on the Files to Be Printed segment displays 50 (for 50%) and the Stat field displays P because a portion of the file remains to be printed. If you do not print the remaining portion, or subtype (e.g., the envelopes), you need to manually update the Stat field to D (for done). When all subtypes (e.g., letters and envelopes) are printed, the system automatically updates the status of the file to D (done).

Communications Management 199 Using the Tickler Program

SECTION 10 - USING THE TICKLER PROGRAM

Overview

Introduction The Tickler program assists you in tracking and managing letter production. You create customized strategies that inform the system which letters to prepare, along with the timing and circumstances for sending each. By using the Tickler program, you can ensure that prospects will receive the right communications at the right time.

The CX Tickler program works on the principle that similar individuals should receive the same types of correspondence. Furthermore, the correspondence should occur in approximately the same time frame, although it is possible to vary the time intervals between contacts. The Tickler program assumes all correspondence follows a defined sequence, that is, as a prospect completes certain Contact resources, Tickler can schedule other Contact resources. Tickler then manages Contact records to distribute the total schedule of letters so each prospect receives an ongoing, standard stream of correspondence.

Tickler strategies are highly flexible. Although Tickler assumes that your contact strategy for all prospects is similar, the program can differentiate prospects based on your degree of interest in recruiting them, thus creating Contact records for some while excluding others. You can also assign unique beginning and ending dates for prospects to customize the dates used by the system to create letters. For instance, although you include the same letter with the applications you send, you can specify a different target date for each prospect. You may specify the target date of September 1 for those applying for the fall session and January 1 for those applying for the spring.

Within Tickler, you can also interrupt some correspondence based on an incoming Contact resource that you have received. For example, your strategy may include two letters reminding prospective students of the last date when they can submit their applications. However, if several prospects send their applications before you send the second reminder, Tickler can stop the second reminder for these prospects.

Tickler automatically discontinues the scheduling of contacts for any individual who is flagged as deceased or having an incorrect address.

The Tickler program allows you to fix the time span between contacts by setting the Waive Span to “F” in the Contact table. This approach enables you to define a tickler strategy where the first and second contacts in a step are scheduled 10 days apart, and the second and third contacts are scheduled 25 days apart, and the third and fourth contacts are scheduled 40 days apart.

Another approach to defining a tickler strategy is to let the Tickler program schedule all contacts with the same number of days between. This approach requires you to set the Waive Span field in the Contact table to “N”. When non-fixed (variable) time span contacts are to be scheduled, the Tickler program will attempt to use the value entered in the Maximum Span field of the Tickler table as the number of days between each contact. For example, if “15” is entered in the Maximum Span field of the Contact table, each contact within the tickler strategy will be scheduled 15 days apart. However, if a student inquires or applies late and there is not enough time to schedule each contact 15 days apart and still complete them all before a student’s target completion date (e.g., the first day of classes), Tickler will automatically compute a shorter time span, based on the number of contacts and the number of days remaining until the target date.

Tickler will never shceudle two non-fixed (variable) time span contacts with a time span less than the value entered in the Minimum Span field of the Tickler table. Therefore, if an Admissions office wants to make sure a student never receives more than one letter per week, the Minimum Span field should be set to “7”.

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Before You Begin Before you begin using the Tickler program and creating Tickler strategies, see Tickler Strategy Process in this section. In addition, you must know all deadlines and other date requirements and restrictions for your institution, as well as your own schedule for the timing of your correspondence.

Tickler Strategy Components Tickler strategies consist of several components which you specify in order to create your strategies. The structure of these components is as follows. Each component is described below.

• Ticklers • Tracks

• Steps − Requirements − Contacts − Objectives

Each office sets up its own Tickler structure, which outlines the Tickler strategy to track incoming and outgoing Contact resources and to trigger the scheduling of subsequent Contact resources. Each office has complete control over its ticklers. It can manually cancel scheduled correspondence and add new ones. It can modify or delete any strategy.

Ticklers Ticklers serve to identify a specific group of prospects and Contact resources to process. You can create different ticklers to distinguish each office’s Contact resources and Contact records. For example, because your Admissions office uses and schedules different contacts with prospects than those used and scheduled by your Development office, you may create the ADM tickler for your Admissions office and the DEV tickler for your Development office.

The following codes are standard. Your institution can create additional codes to meet its needs. • ADM (Recruiting/Admissions) • ADMG (Graduate Admissions) • ALPR (Alumni Association or Public Relations) • DEV (Development)

Each tickler can be set to review its contacts after a specified time interval. The interval is set in the Tickler Review field in the top section of the Tickler Entry screen. To review contacts daily, the Tickler Review field should contain “1”. Every Tickler record contains a Last Review Date and a Next Review Date field that works with the value in the Tickler Review field. After Tickler reviews a student’s Contact records, the program updates the Last Review Date field with the current date. Tickler also updates the records’ Next Review Date field with a calculated date (i.e., the current date plus the Number of Days value entered in the Tickler Review field of the Tickler table). When Tickler runs in batch mode, it only reviews Contact records with a Next Review Date less than or equal to the current date. The Next Review Date is also updated by the Admissions Entry program when a student’s Contact records are updated in the Contact detail window. Lastly, the Next Review Date is updated when a student has a contact completed during merge file/letter/label creation.

The Last Review Date and Next Review Date fields are only viewable on the Interactive Tickler screen.

Tracks Tracks are used to identify the specific population group to which a prospect belongs (e.g., HS may represent high school prospects interested in applying for admission or CE may represent

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prospects interested in applying for continuing education courses). Tracks are specific to a particular tickler (e.g., the ADM tickler controls the HS and CE tracks).

For example, in your Admissions Tickler strategy, various prospects are recruited differently. You may send more or fewer recruitment letters or letters pertaining to a completely different subject matter to one group of prospects than another. For these reasons, you can create tracks to separate the various groups of prospects.

Tracks can correspond to the education level of the prospects, such as HS for high school prospects, or to the different majors in which the prospects may be interested, such as NURS for the nursing major. In addition, you can create a track which includes and controls inquiries from international prospects.

Within a tickler track, you can laso assign various levels to the contacts scheduled by Tickler. For more information, see Levels within Strategies.

Steps Steps identify the series of actions which must be taken in order to accomplish a specific objective. Steps may correspond to one of several statuses (e.g., APPLIED for Contact resources to be scheduled for those prospects who have applied to your institution) or unique population groups (e.g., JUNIOR for Contact resources to be scheduled for high school juniors who have inquired about your institution).

Steps are generally listed in priority order. The priority establishes the sort order by which each step occurs. Priorities should approximate a normal time line. For example, the SOPHMORE step has a higher priority than JUNIOR which, in turn, has a higher priority than SENIOR. The lower the number, the higher the priority.

Shared Steps Step names must be unique within a particular Tickler track, unless you want to use shared steps between two or more tracks. After a step has been defined for one Tickler track, you can use the same step for another track within the same tickler strategy, thereby saving time when defining steps. Note that shared steps must have the same step requirements and step objectives, but the number and type of contacts scheduled can vary between the tracks sharing the step. As a result, when you add or delete a step requirement and/or step objective within one track, you are changing the requirements and/or objectives for all tracks that use that step. The advantage is that the type and number of contacts scheduled by a shared step can vary from track to track within a Tickler strategy. For example, an admissions office may have one Tickler track for high school students and another tickler track for transfer students. An INQUIRED step is defined to schedule three contacts (the step contacts) for high school students once a student has a completed INQUIRED contact (the step requirement), and stop scheduling the three contacts as soon as the student has a completed APPLIED contact (the step objective). When defining steps for the transfer student tickler track, the same predefined INQUIRED step could be selected from the list of steps listed in the Step table. The Tickler Entry program will automatically display the INQUIRED contact requirement and the APPLIED contact objective in the Requirements and Objectives columns and leave the Contacts column empty. If an Admissions office only wants to schedule one contact for inquiring transfer students, they only need to enter the one contact in the Contacts column. If an Admissions office decides that requirements and/or objectives will differ between inquiring high school and transfer students, then separate, non-shared steps should be defined (e.g., HSINQ and XFERINQ).

Step Date Ranges Steps are defined with a beginning and ending date range relative to a student’s Target Completion Date. Before defining a step, make sure the Target Completion Date field (displayed in the top section of the Tickler Entry screen), is blank. The Target Completion Date field within the Tickler Entry program is a variable date and is not actually stored in the database. When the

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Target Completion Date field is left blank, a user can populate the Begin and End fields of a step with the number of days until a student’s target completion date. For an Admissions office, a student’s Target completion date is usually the first day of classes for the term the student intends to enroll. An Admissions office enters a student’s Tickler Target Completion Date on either the Inquiry or Application screen. If a step is to begin a year before a student is to enroll, then the step’s Begin field should be populated with a value of “365” and the step’s End field with a value of “1”. If an Admissions office wants to schedule a contact on the first of May and no other day, then the step’s Begin and End fields should be populated with the same value. If classes begin on September 1 (the student’s Target Completion Date), then May 1 would be approximately 120 days from the Target Completion Date, and therefore “120” should be entered in the step’s Begin and End fields. To make sure that 120 days coincides exactly with May 1, you can conduct a test by entering “09/01/YYYY” in the variable Target Completion Date field at the top of the Tickler Entry screen. When this is done, the “120” value in the step’s Begin and End fields will be converted to an actual date. If the Begin and End dates display “05/01/YYYY,” you know for sure that 120 days before September 1 is May 1. If the Begin and End dates display a date one or two days before or after May 1, you must blank out the variable Target Completion Date field, and increase or decrease the number of days in the step’s Begin and End fields from “120” to a higher or lower value.

Step date ranges can also be useful to schedule contacts for prospective students who are at various points in their high school education. For example, assume an Admissions office wants to schedule one letter for a high school freshman who inquires early about the college. The Admissions office then wants the Tickler program to schedule another contact once the student begins their sophomore year, and then two more contacts once the student begins their junior year, and more contacts once the student begins their senior year in high school. This approach can be taken by defining four optional steps with different Begin and End day/date ranges, as demonstrated in the following chart:

Optional Step Begin End Priority

FRESHMAN 1460 1096 1

SOPHMORE 1095 731 2

JUNIOR 730 366 3

SENIOR 365 1 4

The chart assumes that prospective students are seniors if they are 1-365 days away from enrolling, juniors if they are 366-730 days away from enrolling, sophomores if they are 731-1095 days away from enrolling, and freshmen if they are 1096-1460 days away from enrolling. The requirement for each of these steps might be that the student has a completed INQUIRED contact. The objective for each of these steps might be that the student has a completed APPLIED contact. With this approach, a high school student who inquires as a freshman (with a Target Completion date of the first day of classes four years from now), will progress through all of the steps as time goes by, and the Tickler program will automatically schedule contacts for the student as each becomes active from year to year. A step can only be active when the current date falls within the date range of a step. Therefore, the FRESHMAN step will never become active for students who inquire during their sophomore year, (with a Target Completion date of the first day of classes three years from now). The FRESHMAN and SOPHMORE steps will never become active for students who inquire during their junior year (with a Target Completion date of the first day of classes two years from now). Lastly, the FRESHMAN, SOPHMORE, and JUNIOR steps will never become active for high school students who inquire during their senior year (with a Target Completion date of the first day of classes one year from now).

Step day/date ranges can also be defined using negative values if a step needs to become active after a student’s target completion date. For example, an Admissions office may want to send a letter to all newly enrolled students within the first 15 days after classes have begun. Since a

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student’s target completion date is usually the first day of classes, an ENROLLED step could be defined where the Begin day/date field has a value of –1 and the End day/date field has a value of –15, and the step requirement being a completed ENROLLED contact.

Steps are classified by type. The type identifies if a step is optional, required, or selective depending on various factors such as when a prospect has contacted you or when you contacted the prospect. The three types of steps are described below:

Optional Tickler does not require the objective of the step to be met. These steps are active only within the specified date range once the step requirement(s) has been met. Tickler will not schedule Contact resources for an Optional step past the end date of the step. For more information about the use of optional steps, see the table above.

Required The objective of the step must be completed (or stopped by an interrupt step) before the Tickler progarm will consider the step completed. These steps can remain active beyond the end date of the step. Required steps must have a specified step objective. If the Tickler program must schedule contacts beyond the end date of the step, it will do so using the minimum time span between remaining contacts (for non-fixed, variable contacts). For example, the ACCEPTED step may be defined as required, because you want an accepted student to receive all contacts even if they were accepted very close to the first day of classes, and there is not enough time to schedule all contacts using the normal/maximum time span.

Selective These are the same as an Optional step as long as the requirement is not met. These steps become a required step if the requirement is met. For example, you may have an ATHLETE step to send additional letters to student athletes where the step requirements are a completed INQUIRED and a completed ATHLETE contact. When using the Interactive Tickler menu option to test a tickler strategy, a selective step will not be displayed in the list of steps until the step becomes active.

Steps are further divided with step requirements, step contacts, and step objectives which are listed in order:

Requirements Step Requirements define the prerequisites for the step. When a requirement is met, the step becomes active (if the current date is within the step day/date range). A step can have multiple requirements, and all requirements for a step must be met for the step to become active. Requirements can be met by the completion of a previous step, by the completion of a Contact resource, or by a combination of a previous step and a Contact resource. For example, a requirement for the FRESHMAN, SOPHMORE, JUNIOR, and SENIOR steps may be INQUIRED because none of these steps would become active if a prospect does not inquire about your institution.

Contacts The Step Contacts group defines the expected Contact resources that Tickler will schedule for a prospect when the step becomes active. Step Contacts should always be outgoing contacts. Expected contacts scheduled by the Tickler program can be letters giving information, requesting information, or phone contacts to remind an Admissions office that it is time to call the student. Each Contact resource has a priority which identifies the order in which it will be scheduled in relation to the other contacts scheduled within the same step. The lower the number, the earlier it is sent. In addition, Contact resources are assigned a level identifying to what prospects the correspondence will be sent. For more information, see Levels Within Strategies in this section.

If the step is scheduling a contact with a Fixed time span, the Offset Type field should be defined with a value of B, E, or L. When B is entered in the Offset Type field, the Tickler program will schedule the contact to a specified number of days away from the Begin date of

Using the Tickler Program 204 Communications Management

the step. If the first contact to be scheduled by a step is a fixed time span contact, the Offset Type field should be set to a value of B. Leave the Offset Type field blank for all non-fixed time span contacts. For example, if you want the first contact scheduled immediately by a step, enter B in the Offset Type field, and zero (0) in the Offset Days field.

Fixed time span contacts can be scheduled in relation to the last contact scheduled by the same step by entering a value of L (since last contact) in the Offset Type field. For example, if you want the second contact in a series of contacts scheduled by a step to be scheduled 10 days after the previous contact, enter L in the Offset Type field, and 10 in the Offset Days field.

Fixed time span contacts can be scheduled in relation to the End Date of a step. For example, if you want last contact in a series of contacts to be scheduled by a step to be scheduled 1 day before the step becomes inactive, enter E in the Offset Type field and 1 in the Offset Days field. A negative number can be entered in the Offset Days field in cases where the contact needs to be scheduled after the end date of the step.

Note: If fixed and non-fixed time span contacts are combined into one step, the Tickler program will use the minimum span value entered in the Tickler table when scheduling the non-fixed contacts.

Objectives The Objectives group defines the desired outcome from the correspondence, that is, the goal of the step. If any one of the contacts listed in the step objectives column becomes completed for a student, the step becomes completed and will no longer schedule contacts. For example, your goal may be to induce the prospect to send in an application; therefore, you may specify that a completed APPLIED contact as your step objective for your FRESHMAN, SOPHMORE, JUNIOR, and SENIOR steps. It is usually a good idea that the last of a series of contacts scheduled by a step should also be listed as a step objective. For example, if a freshman in high school inquires, the FRESHMAN step becomes active, scheduling the FRESHLTR contact. However, a high school freshman is unlikely to apply for college during his/her freshman year, and therefore Tickler will not consider the FRESHMAN step complete, because the student will not have a completed APPLIED contact for many years to come, if ever. By listing both the APPLIED and FRESHLTR contacts as step objectives, you cause Tickler to consider the FRESHMAN step complete if the student applies or if the final letter in the series has been sent.

Negative Objectives Objectives do not always need to be positive outcomes. For example, when a student’s APPLIED step is active, you typically want to send a series of letters until they meet the step objective of either a completed APPCOMP (application complete) contact or a completed ACCEPTED (acceptance letter) contact. You may also want to list the contacts WITHDREW (withdrew application) and/or DENIED (denied admission) as step objectives so the APPLIED step will not continue to schedule contacts to a student who is no longer being considered for admission.

Steps should always have a defined objective.

Automatically Adding Objective Contacts Tickler can add an objective Contact record automatically (with an Expected status) as soon as the step becomes active. If you want the objective contact being automatically added for a student, the field to the right of the objective contact should be set to a value of “Y”. Usually this field is left with the default setting of “N”, but sometimes you may have one particular incoming document contact as an objective for a step, in which case the you may want to incoming document contact added by Tickler. For example, an Admissions office defines a tickler step to send an admissions survey (e.g., schedule the SURVEY letter

Communications Management 205 Using the Tickler Program

contact) to students who have an APPLIED contact. The Admissions office has another contact to track who returned the survey (e.g., SURVEYIN). The SURVEYIN contact is defined as the step objective, and the Auto Add field is set to “Y”. As soon as the step becomes active for a student, the Tickler adds an expected SURVEY contact, and an expected SURVEYIN contact. As the surveys are returned to the Admissions office, the data entry person only needs to update the existing SURVEYIN contact with a Completed status and the date it arrived, at which time Tickler will consider the step Completed.

Step Priorities Tickler uses the tickler step priority to determine which steps should be interrupted when an Interrupt step becomes active (for more information, see Interrupting Tickler Strategies). Tickler also uses the step priority to determine the order all steps should be printed in the Tickler Stucture Report. Therefore, if you want your Tickler Structure report to be easy to read and analyze, you must be aware of how you prioritize your tickler step, especially within tickler tracks. To make sure all steps within a tickler track are not inter-mingled within steps for other tickler tracks in the Tickler Structure report, you should take the following approach.

In this example, the ADM (Admissions) tickler has a HS (high school students) track, a XFER (transfer students) track, and an INTL (international students) track. For the HS track within the ADM tickler strategy, use priority numbers 5 through 100. For the XFER track within the ADM tickler strategy, use priority numbers 105 through 200. For the INTL track with the ADM tickler strategy, use priority numbers 205 through 300. It is wise to number steps using multiples of 5 in case new steps need to be added between two existing steps later on. A shared step must have the same priority number for all tracks which use the step. With this approach, all HS steps will be printed first on the Tickler Structure report, and then all the XFER steps, and finally all the INTL steps.

Levels Within Tickler Track Strategies The tables shown below illustrate how an Admissions office might set up the step contacts for a step which Tickler will send letters to prospects once they have inquired about the college. Assume the Admissions office has a policy to assign a tickler level of “A” to a prospect who appears to be very interested in the college and is considered a hot prospect. The tickler level of “Z” is assigned to a prospect not very interested in the college who is considered a cold prospect. A tickler level of “M” is assigned to students who are moderately interested in the college. The Admissions office has five recruitment letters they send to their prospects, and wants the Tickler program to schedule the first of the five letter contacts to all of their prospects, the second and third letter contacts for only the hot prospects and moderately interested prospects, and the fourth and fifth letter contacts for only the hot prospects. Using the setup shown below, the Tickler program will schedule the LTR1 contact for all prospects, the LTR2 and LTR3 contacts for prospects with tickler levels A through M, and the LTR4 and LTR5 contacts only for prospects with a tickler level of A. With this approach, an Admissions office can put more of their resources into the prospects most likely to attend their college. If an Admissions office determines that a cold prospect is more interested in the college than originally thought, they can upgrade the prospect’s tickler level to M or A. Tickler will automatically notice the change in a prospect’s tickler level the next time Tickler reviews a prospect’s Contact records and begin scheduling the additional contacts.

The prospect’s tickler level assignment is typically an indication of the prospect’s interest level in the college. Another approach would be to assign a prospect’s tickler level based on how interested in the college is in the prospect, (possibly based on the prospect’s college entrance examination scores). With such an approach, a prospect with very high test scores would be assigned a tickler level of A (for highly desired student), and a prospect with very low test scores would be assigned a tickler level of Z, and a prospect with average test scores would be assigned a tickler level of M.

Prospect Type Prospect Tickler Level

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Hot Prospect A Moderately Interested Prospect M

Cold Prospect Z

Contact Name Priority Contact Level LTR1 1 Z LTR2 2 M LTR3 3 M LTR4 4 A LTR5 5 A

Note that the logic of tickler level prioritization only works in one direction, hence the arrows in the diagram shown below. An “A” prospect will receive all contacts coded levels “A” through “Z”. A “M” prospect will receive only contacts coded levels “M” through “Z”. A “Z” prospect will receive only contacts coded “Z”. When assigning levels to tickler step contacts do not think that only “Z” prospects will receive “Z” contacts, or that only “M” prospects will receive “M” contacts. If an Admissions office wants all contacts to be scheduled for all prospects, then the step contact levels should all be set to “Z”.

Interrupting Tickler Strategies When you create your Tickler strategy, you may also want to include some Contact resources that end your correspondence with a prospect. For example, if a prospect applies but later withdraws his/her application, the Contact resource WITHDREW signals you can discontinue all contacts. To create such Contact resources, you create an interrupt step which has the Contact resource as a requirement. An activated interrupt step, one that includes such Contact resources, will stop all steps with a lower priority; that is, all steps below it. When an interrupt step occurs, Tickler updates any expected contacts already scheduled via Tickler with a Status of V(oid).

In addition, Tickler strategies are automatically interrupted when an individual’s ID record is flagged as deceased or as having an incorrect address.

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When you create your Tickler strategy, you may also want to include some Contact resources that end your correspondence with a prospect. For example, if a prospect applies but later withdraws his/her application, the Contact resource WITHDREW tells the Tickler program to stop scheduling all contacts for all steps listed below the interrupt step. To create such Contact resources, you create an interrupt step which has the Contact resource as a requirement. An activated interrupt step, one that includes such Contact resources, will stop all steps with a lower priority; that is, all steps below it. For this reason it is very important how you prioritize your tickler steps. For example, a WITHDREW step would need to be prioritized so it is listed above an APPLIED step, but below an INQUIRED step.

Another situation which might need to be incorporated into a Tickler strategy is when a prospect notifies an Admissions office that he/she is no longer interested in the college. A NOINTRST step (No longer Interested) could be created and given a priority of 1 so all other steps will be listed below it. The step requirement and step objective could be a completed NOINTRST contact record. No step contacts would be needed in this situation. Once an Admissions office added a completed NOINTRST contact for the prospect the NOINTRST step would become active, and prevent Tickler from scheduling any more recruitment letters (listed in subsequent steps) to the prospect.

When an interrupt step occurs, Tickler updates any expected contacts already scheduled via Tickler with a Status of V(oid).

In addition, Tickler strategies are automatically interrupted when an individual’s ID record is flagged as deceased or as having an incorrect address.

Non-Reissuable Contacts Before Tickler schedules a contact for a student, it always checks to see if the student already has the contact in question. Setting the Reissuable field in the Contact table to a value of N tells the Tickler program it cannot schedule the same contact for a student twice. This can be advantageous should a student meet a step’s objective very quickly and not receive all contacts that the step could have scheduled if the step had remained active longer. Without the use of non-reissuable contacts, this scenario could mean that a student does not receive a vital piece of correspondence from the Admissions office. This problem can be alleviated by defining two or more separate steps to schedule the same contact, and defining the contact in the Contact table as non-reissuable.

For example, an Admissions office defines an ACCEPTED step to schedule five letter contacts with the step objective of a completed DEPOSIT contact. Just in case a student sends in a tuition deposit very quickly, the Admissions office also defines an ACCEPT2 step where the step requirement is a completed ACCEPTED step, and lists the same five contacts in the Contacts column that were scheduled in the ACCEPTED step, and a step objective as the last contact in the series of the five contacts. If Tickler schedules a contact in the ACCEPTED step, Tickler will not schedule the same contact when the ACCEPT2 step becomes active. However, if Tickler does schedule a contact in the ACCEPTED step, it will not schedule the same contact a second time when the ACCEPT2 step becomes active.

Using the Tickler Program 208 Communications Management

Tickler Strategy Process

Introduction The Tickler program automatically schedules contacts for students. Tickler determines the Due Date for each contact based on communications strategies you enter using the Tickler System Entry program. This section provides the process you follow when you design and create a tickler strategy.

The organization of this process is as follows: • Planning tracks within a Tickler strategy • Planning levels within a Tickler track • Planning steps within a Tickler track - Review Strategy and Data Entry Prerequisites • Data entry steps - Identify Tracks, Set the Parameters, Identify Each Step, and Identify Step

Requirements, Objectives and Contacts to be scheduled • Determining if you want to vary the time length between contacts or have equal time spans

between contacts • Testing steps - Verify Data Entry and Test Data Entry

Review Strategy A strategy specifies the documents you want to send to each individual in the intended group, along with the timing and circumstances for sending each document. Strategies are highly flexible. The simplest is a fixed sequence of documents. Usually strategies depend on incoming communications received from an individual.

1. Create a list of the types of contacts, with whom, and in the approximate order you want to send them. Keep the earliest expected contacts at the top of the list. Concentrate on what letters you send or would like to send. Keep in mind the contacts can also include telephone calls or visits.

2. Identify the process prospects will typically follow. For example, in your Admissions office, from lead or inquiry through enrollment or registration. Group all outgoing and incoming contacts identified in step 1 within the most appropriate step. Order each step so that the earliest expected contacts remain at the top of your list.

Data Entry Prerequisites You must complete the following tasks before using the Tickler program.

1. Verify that the Enrollment Status and Enrollment Sequence tables are set up if you are creating an Admissions tickler. For more information about these tables, see Recruiting/Admissions Technical Manual.

2. Verify the Communications table is set up. The following codes are standard. Your institution can create additional codes to meet its needs.

• DOCU (Documents, such as an application) • LABL (Labels) • LETT (Letters and envelopes) • LTLB (Letters, envelopes, and labels) • MEMO (Memorandums) • PHON (Telephone calls)

Note: Do not change DOCU, LABL, LETT, and LTLB which are used by various ACE reports.

3. Create letters in the Letters drawer of the appropriate File Cabinet in WPVI for all contacts identified in step 1 of Reviewing Admissions Strategy, above. For more information, see the section Creating Letters in WPVI in this guide.

Communications Management 209 Using the Tickler Program

4. Verify that a Contact resource exists in the Contact table for each outgoing and incoming contact. For more information, see the section Using Contact Records to Manage Letter Production in this guide.

Identify Tracks Within the Tickler System Entry program, enter tracks appropriate for your tickler. A track is a specific path within a tickler system that categorizes your prospects, based on their circumstances and background. It specifies the “personal characteristics” of the prospect and may be considered as the target audience for a particular schedule of correspondence. For example, the ADM tickler and the HS track refers to the Admissions tickler and High School track.

Set the Scheduling Parameters 1. Within the Tickler System Entry program, specify the minimum and maximum spans.

Minimum span is the minimum number of days between the scheduled contacts. Maximum span is the maximum number of elapsed days between scheduled contacts, assuming that Tickler is to schedule additional contacts. This span ensures an even distribution of correspondence with prospects.

2. Within the Tickler System Entry program, identify the frequency of Tickler review. When Tickler is automatically run each night, it reviews those individuals who either have the current date as their Next Review Date or those who have had Contact resources added or completed since their last review.

3. Within the Tickler System Entry program, identify the user to whom receives electronic mail from Tickler. Messages include those Contact resources that are overdue to be sent.

Identify Each Step 1. Within the Tickler System Entry program, identify each step along with the possible

responses. Steps, the building blocks of a tickler strategy, are actions specific to a stage in the overall process. In admissions, they might correspond to the progression through your enrollment statuses.

2. Decide which steps are optional, selective, or required.

3. Establish the target date as day zero, then work backwards in establishing the timing for each step. Dates must be realistic for all individuals who you would assign to the same tickler and track. Consider, for example, the differences between prospects interested in applying for the fall and spring terms. Such prospects may belong in the same track; however, not only the correspondence dates but also the timing for the correspondence may be different.

Identify Step Details Set up the requirements, contacts, and objectives for each step. Requirements are a previous step or Contact resource. You may consider requirements a prerequisite to enter a new step. All requirements must be met for a step to become active. Contacts are the strategy to be executed within a given step. Objectives are what the step is intended to accomplish. An objective may be one or more Contact resources. If there are multiple objectives, the completion of one will complete the step.

Verify Data Entry Using the Tickler Structure Report option, run a report that illustrates all the components of your tickler strategy. Use this report to verify your data entry. For more information, see Using the Tickler Structure Report in this section.

Using the Tickler Program 210 Communications Management

Test Data Entry 1. Add a test ID number using the appropriate entry program (e.g., Admissions Entry).

2. Using the Interactive Tickler program, test the strategy with the test ID number.

Communications Management 211 Using the Tickler Program

Entering a Tickler Strategy

How to Enter a Tickler Strategy Using the Tickler System Entry Screen Follow these steps to enter your Tickler strategy using the Tickler System Entry screen. Primarily, this procedure applies when creating a Tickler strategy for admissions. However, the steps are the same for every office that creates a Tickler strategy. For complete information about the screens, see the section Using the Communications Management Screens in this guide.

1. At the Communications Management menu, select the menu option Tickler Menu. The Communications Management: Tickler Menu appears.

2. Select the menu option Tickler System Entry.

3. If the Tickler parameter appears on the screen, enter the desired tickler code, then select Finish. The Tickler System Entry screen appears.

4. Enter the code for the new track in the Track field. The message “Would you like to add track code “TRACKCODE” appears.

Note: The code can be up to four alphanumeric characters. Alphabetical characters must be upper-case.

5. Select Yes. The cursor appears in the field to the right of the Track field.

6. Enter a brief description of the track and select Done.

7. Select Done.

8. Select Update to enter data into the following fields. Press the <Tab> key to move the cursor to each field.

• Minimum Span - Enter the minimum number of days you want between contacts (e.g., 1).

• Maximum Span - Enter the maximum number of days you want between contacts (e.g., 14).

• Tickler Review - Enter how often you want Tickler to review Contact records. This number should not be greater than the number entered into the Maximum Span field. Although not required, your strategy will produce the most accurate results if this value is set to 1. If you have a tickler step that is defined to only become active one day out of the year, then this value must be set to 1.

• Send Mail To - Enter the login name for the one user who is responsible for receiving electronic mail from Tickler.

Note: You can also update the Tickler and Track fields, if necessary.

9. Select Done to commit your data entry to the database.

10. If a date appears in the Target Completion Date field, select Target-date to delete it Then, press the <Delete> key or <Spacebar> to delete the date and select Done. The date ranges in the Begin and End fields will appear in number of days format rather than date format.

11. Select Steps to create the individual steps for the track.

12. Enter data into the following fields. Press <Tab> to move to the next field, if necessary. • Step - Enter the Step code. You can use Table Lookup for a list of existing steps or

create new ones.

Note: New Step codes can be up to eight alphanumeric characters. Alphabetical characters must be in upper-case. Jenzabar recommends creating steps that correspond to admissions statuses.

Using the Tickler Program 212 Communications Management

• Type - Enter the type of step (e.g., O for optional). • Begin - Enter the earliest day the step could become active (e.g., if you want it to begin

one year before the Target Completion Date, enter 365). • End - Enter the last day the step will remain active (e.g., if you want it end on the day

before the Target Completion Date, enter 1). • Description - Enter a brief description of the step. • Priority - Enter the priority level of the step in increments of five (e.g., enter 5 for the

first step, 10 for the second, 15 for the third, etc.). • Intr - Enter Y if the step should interrupt (or stop) all steps below it in the list or N if it

should not.

13. Select Add Line to continue creating steps for the track.

14. When you have created all steps, select Done.

15. Select Target-date. Enter a variable test date you will use as a student’s Target Completion date (i.e., the date when all contacts should be complete). Tickler will display the dates on which each step will begin and end, based on the date you enter.

16. Select Done. You can now enter the requirements, contacts, and objectives for each step.

17. Select Steps and move the cursor to the first step for which you want to enter the requirements, contacts, and objectives.

18. Select Detail. The Detail window appears with the cursor in the Requirements group.

19. Enter the requirement(s) for the step. If the requirement is a contact, enter C in the field to the right of the requirement code. If the requirement is the name of a previously defined step, enter S in the field to the right of the requirement code.

Note: If you enter a Contact resource that is not in the Contact table, the message “Invalid contact code” will appear. If this happens, select the Detail command to access the Contact table screen so you an add the new contact code immediately.

20. Select Next Column to move the cursor to the Step Contacts column.

21. Enter the contacts to be scheduled when the step becomes active. You must always enter values in the Priority and Level fields for each step contact. Enter values in the Offset Type and Offset Days fields in the step contact is defined as a fixed time span contact (where the Waive Span field is set to F in the Contact table). The Offset Type and Offset Days fields can be left blank and zero (0) respectively if the step contact is not defined as a fixed time span contact.

Note: If you enter a Contact resource that is not in the Contact table, the message “Invalid contact code” will appear. If this happens, select the Detail command to access the Contact table screen so you an add the new contact code immediately.

22. Select Next Column to move the cursor to the Step Objectives column.

23. Enter the objective(s) of the step. If you want Tickler to add the step objective contact (with an Expected status) automatically when the step becomes active, enter Y in the field to the right of the step objective contact.

Note: If you enter a Contact resource that is not in the Contact table, the message “Invalid contact code” will appear. If this happens, select the Detail command to access the Contact table screen so you an add the new contact code immediately.

24. Select Done. The list of steps reappears.

25. Move the cursor to the next step and go to step 17.

Communications Management 213 Using the Tickler Program

26. When you have finished entering the requirements, contacts, and objectives for all the steps in the track, select Done.

27. Do you need to define another track within the same tickler strategy? � If yes, select Query. Enter a track code in the Track field, then select Done. Go to

step 11 to define steps for the new track. � If no, go to step 28.

28. If you need to define another track within the same tickler strategy, select Query command. Enter a track code in the Track field and select Done. Go to step 11 to define steps for the new track. If you only need one track for your tickler strategy, continue to step 29.

29. Select Exit to exit the program. The message “Are you sure you want to exit” appears.

30. Select Yes.

Entering Details about the Requirements, Contacts, or Objectives Because Tickler Entry serves the two purposes of both populating the Tickler tables and associating the table entries into strategies, you can enter or update information about requirements, contacts, or objectives while using the program. To view, enter, or maintain details:

1. Make sure your cursor is in the Detail window field for which you want to access details.

2. Select Details. The appropriate information for the field you selected displays in a window.

Deleting Steps If you delete a step listed on the Step screen, all step requirements, step contacts, and step objectives associated with the step will be deleted at the same time. If you are deleting a shared step, note that you will also delete it from all tracks using that step. When you are deleting a step, Tickler Entry will prompt you to determine if you want to delete the step code and description from the Step table. Jenzabar suggests you respond Yes to the prompt to avoid printing extraneous data on your Tickler Structure report.

Using the Tickler Program 214 Communications Management

Using the Tickler Structure Report

Introduction After you create your Tickler strategy and enter it using the Tickler System Entry program, you can produce the Tickler Structure report that illustrates all the components, including all tracks, for the particular tickler for the application you are using. Using this report, you can verify that the components of your tickler strategy were properly entered and committed to the database.

Example of a Tickler Structure Report Below is an example of a Tickler strategy for the ALPR tickler. This strategy is designed for alumni.

Communications Management 215 Using the Tickler Program

Tickler: ALPR Min/Max Contact Span: 7/30 Max Review Span: 1 ------------------------------------------------------------- Required -------- |-------------------------*** No Requirements *** | Step Type Intr | Object -------- ---- ---- | -------- FOLLOWUP R --|-------------------------FOLLOWUP | | Track Beg End Contact Level Days Type | ----- ---- ---- -------- ----- ---- ---- |----- ALUM 0 -15-----*** No Contacts *** Required -------- |-------------------------*** No Requirements *** | Step Type Intr | Object -------- ---- ---- | -------- CONFIRM O --|-------------------------CONFRMTN | | Track Beg End Contact Level Days Type | ----- ---- ---- -------- ----- ---- ---- |----- ALUM 58 14-----*** No Contacts *** Required -------- |-------------------------*** No Requirements *** | Step Type Intr | Object -------- ---- ---- | -------- INVITE O --|-------------------------RESPONSE | | Track Beg End Contact Level Days Type | ----- ---- ---- -------- ----- ---- ---- |----- ALUM 60 14-----*** No Contacts *** Required -------- |-------------------------CONFIRM (Step) | Step Type Intr | Object -------- ---- ---- | -------- REMIND O --|-------------------------REMINDER | | Track Beg End Contact Level Days Type | ----- ---- ---- -------- ----- ---- ---- |----- ALUM 10 6-----*** No Contacts *** Required -------- |-------------------------NEWGRAD (Contact) | | Object Step Type Intr | -------- -------- ---- ---- | |--NGPAIDAN NEWGRAD O N --|----------------------|--NGPAIDLF | |--PAYDUES3 | | Track Beg End Contact Level Days Type | ----- ---- ---- -------- ----- ---- ---- | |--PAYDUES1 Z 0 B |----- GRAD 0 -70--|--PAYDUES2 Z 25 L |--PAYDUES3 Z 40 L

How to Create the Tickler Structure Report Follow these steps to produce the Tickler Structure report. For more information about the Tickler Structure Report screen and resulting window, see the section Using the Communications Management Screens in this guide.

Using the Tickler Program 216 Communications Management

Note: The following codes are standard. This process automatically selects one of the following ticklers depending on the application in which you are working. Your institution can use or create additional codes to meet its needs. • ADM for Recruiting/Admissions • ADMG for Graduate Admissions • ALPR for Alumni Association or Public Relations • DEV for Development

1. At the Communications Management Menu for the application in which you are working, select the menu option Tickler Menu. The Communications Management: Tickler Menu appears.

2. Select the menu option Tickler Structure Report. The Tickler Structure Report screen appears.

3. If a Tickler parameter field appears on the screen, enter the desired tickler code, then select Finish. The Output Parameters and Scheduling window appears.

4. Change the fields on the window so the program executes according to your needs and select Finish. The Communications Management: Tickler Menu appears.

If you entered NOW in the Time field, “Exist” appears next to the menu option Tasks. Otherwise, “Are Queued” appears next to the menu option Sched Procs. The program executes at the time you specify. After the system completes the process, it sends you an electronic mail message informing you if it completed successfully.

Communications Management 217 System Messages

SECTION 11 - SYSTEM MESSAGES

Overview

Introduction This section provides an introduction to the types of system messages you might see while using Communications Management. Information in this section includes the following:

• Definitions of status, field error, warning, and fatal error messages • Examples of status, field error, warning, and fatal error messages that can appear while you

are using Communications Management • Information about how to respond to status, field error, warning, and fatal error messages

Four Types of Messages Four types of messages can appear in Communications Management. The messages appear on the comment line, on the error line, in a dialog box, or in your electronic mail. The types of messages are as follows:

• Status message • Field error message • Warning message • Fatal error message

Descriptions of Message Types The types of messages are described below starting with the least serious.

Status A status message assures you the program is working properly when you select an option that involves a long pause. These messages:

• Can appear after you select a command or option, type data, or press a key • Require no action by you • Appear on the comment line

Example: “Now running ...”

Field error A field error tells you an invalid field value was entered and provides you with valid field values from which to choose. These messages:

• Can appear after you enter an invalid code in a field • Require you to select a valid code from those provided in the field error message, a

table lookup, or a query, and to enter it into the field • Appear on the error line

Example: “Invalid table value. Use F6 for table lookup.”

Warning A warning message informs you of a condition of which you must be aware in order to continue. These messages:

• Can appear after you select a command or option, type data, or press a key to begin or end a process that requires a decision

• Require you to act or make a decision • Appear in a dialog box

Example: “Are you sure you want to exit?”

Fatal error

System Messages 218 Communications Management

A fatal error message informs you of a serious problem occurring within the system. These messages:

• Can appear when the system is missing information (such as a required table or record) needed to continue processing or when there is a program error

• Require you to contact the Jenzabar coordinator immediately to resolve the problem • Appear in a dialog box and/or in your electronic mail, as well as in your Jenzabar

coordinator’s electronic mail • Terminate processing

Example: “Update error: tick_rec Status: 6017”

Electronic Mail Messages Occasionally, CX programs send status or error messages to your electronic mail, as well as to the comment or error line. Programs do not send messages about background processes to the comment or error line but only to your electronic mail. Such messages tell you any of the following information:

A process was completed successfully. You can delete or save them according to your preferences or established policy.

Example: Message Group: Information

The following merge files have been created: > /user/carsdevi/wp/admissions/FileCabinet/Merge/ACTIVITY.doc Letters or merge files have been created without any detectable errors.

----------------------------------------------------------------------- Subtopic: Non-LPS Information

The letters/labels generated by this process are probably intended for a word processor. Refer to the mail from ltrformat for more details. ----------------------------------------------------------------------- Subtopic: INFORMER: Finished with ‘lablel12733’ A trace of the execution has been saved in ‘/usr/cisids/lwayson/label12733.out’. -----------------------------------------------------------------------

Information cannot be found. Try the process again with new field values.

Example: “ID number XXXX does not have a ‘Tickler Code’ Tickler record.”

Errors have occurred while trying to complete a process. This might occur when a fatal error is encountered. Tell your Jenzabar coordinator about the message to resolve the problem.

Example: Message Group: Fatal Errors

Nroff process returned to non-zero status

Message Group: Information

Some errors or warnings have been detected. The letters or merge files may not be completed.

Subtopic: Error with ‘PARENT’ One of the processes for the ‘PARENT’ job was unsuccessful. The errors have been saved in ‘PARENT.err’ in your home directory. ----------------------------------------------------------------------- Subtopic: Error in runletters script An error occurred in the execution of

Communications Management 219 System Messages

‘usr/carsdevi/install/scp/common/ltbrun’. The error message is saved in ‘ltbrun.err’ in your home directory. -----------------------------------------------------------------------

System Messages 220 Communications Management

Responding to Messages

How to Respond Most messages that can appear during Communications Management processing are field entry errors, which are self-explanatory and easy to correct. Your only response is a simple check and correction of field entry. You cannot, however, correct fatal errors, which require that you contact your Jenzabar coordinator to resolve the problem.

The following list shows some of the most common status and field error messages that can appear during Communications Management processing.

A run code has not been specified Enter the correct code that corresponds to the communication code for the Contact resource as follows or enter the correct ACE report associated to the Contact resource.

• LETTERS (If the communication code is LETT) • LABELS (If the communication code is LABL) • BOTH (If the communication code is LTLB)

Entry of this field is required Enter a valid code in the field where the cursor appears; select Table Lookup (if available) to find valid field entries.

ID #xxxx: Deceased: Turned Tickler Off This status message confirms that Tickler has detected a Deceased flag set to Yes on the ID record of one of the individuals whose contacts are under review. Tickler automatically sets the Next Review Date to null, effectively turning off the tickler process for the individual.

ID #xxxx: Incorrect Address: Turned Tickler Off This status message confirms that Tickler has detected an Incorrect Address flag set to Yes on the ID record of one of the individuals whose contacts are under review. Tickler automatically sets the Next Review Date to null, effectively turning off the tickler process for the individual.

Id_Rec Record is locked. Waiting ... Check with another individual in your office to see if that person is adding or updating information for the same student. Then do one of the following:

• Wait for that individual to exit from the record • Select Cancel

Invalid Command Use a valid command provided on the command line.

Invalid table value. Use F6 for table lookup. Select a valid code from the list in the Table Lookup window.

No appropriate data in table. <RETURN> Delete the data in the field your cursor is on and select Table Lookup for a list of valid field entries.

Note: You receive this message when the letter(s) or number(s) that you entered into a field prior to selecting Table Lookup are not part of a valid code in the Table Lookup window.

You must first find an ID to update Enter an ID number or perform a query to locate the student you wish to update.

Communications Management 221 Index

INDEX A accessing

Accomplishment Notices screen, 12 Add Chapter Records screen, 14 Add Constituent Contacts by User Parameters

screen, 16 Addressing Parameters window, 19 Contact Batch Entry screen, 22

ID List window, 24 Contact Table screen, 27 Contacts window, 31

reference to, 31 Create Acknowledge Letters screen, 34 Create Admissions Letters screen, 36 Create All Letters/Labels screen, 38 Create Alumni Letters screen, 40 Create Development Letters screen, 42 Create Letters by Zip screen, 44 Create Pledge Reminders screen, 46 Create School Letters screen, 48 Create Subscription Labels screen, 51 Graduates Notices screen, 53 Individual Subscription screen, 55 Interactive Tickler screen, 60

Display Step Detail mode, 64 Display Step mode, 68 Edit Contact mode, 71

Involvements Notices screen, 74 Label Parameters window, 76 Letters/Labels Due Report screen, 78 Name/Address/Phone screen, 80 Output Parameters and Scheduling window,

86 Pledge Acknowledgements screen, 88 Premium Labels screen, 90 Print Admissions Letters screen, 92 Print Alumni Letters screen, 94 Print Letters and Labels screen

Current Status segment, 96 Files to Be Printed segment, 98 Print Log segment, 101 Subtypes to Be Printed segment, 103

referenceto, 11 Re-Run Contact Batch Entry screen, 106 Schedule Tickler Review screen, 107 Select by User Parameters screen, 108 Subscription Report screen, 112 Subscription Table screen, 113 Subscriptions Report screen, 116 Test ADR screen, 118 Tickler Structure Report screen, 121 Tickler System Entry screen, 122

Contact-Step window Contacts group, 127 Objective group, 131 Requirements group, 134

Detail window, 137 Word Processing - File Cabinet screen, 140 Word Processing - File Cabinet/Drawer

screen, 142 Word Processing using vi screen, 145

Accomplishment Notices screen, 12–13 ACE report writer, 5 ACE reports, 150

Alumni/Development, 150 available reports, 150 creating, 151 Financial, 150 Financial Aid, 150 macros, 150

in Word for Windows merge form letters, 147

in WordPerfect merge form letters, 148 in WPVI merge form letters, 148

Recruiting/Admissions, 150 Registrar, 150 used in merge data files, 181 used in WPVI merge form letters, 163 used to customize letters, 150

Add Chapter Records screen, 14–15 Add Constituent Contacts by User Parameters

screen, 16–18 Addressing Parameters window, 19–21

processes that use Alumni Association application, 19 Development application, 19 Public Relations application, 19 Recruiting/Admissions, 19

Admissions. See Recruiting/Admissions Alumni Association application

processes that use Addressing Parameters window, 19 Label Parameters window, 76 Output Parameters and Scheduling window,

85 screens, 9

Alumni/Development ACE reports, 150

B background knowledge for Communications

Management, 4 basic commands

in nroff, 160 in vi editor, 154

Index 222 Communications Management

before beginning Communications Management, 4

C capitalized words, 7 CARS-specific terms, 6 character-based format screens

reference to, 9 Command mode in the vi editor, 154 commands

Accomplishment Notices screen, 13 Add Chapter Records screen, 15 Add Constituent Contacts by User Parameters

screen, 18 Addressing Parameters window, 20 Contact Batch Entry screen, 23

ID List window, 25 Contact Table screen, 29 Contacts window, 32 Create Acknowledge Letters screen, 35 Create Admissions Letters screen, 37 Create Alumni Letters screen, 41 Create Alumni School screen, 50 Create Letters by Zip screen, 45 Create Pledge Reminders screen, 47 Create Subscription Labels screen, 52 format in WPVI, 153 generalscreen, 11 Graduates Notices screen, 54 in nroff, 159

basic, 160 horizontal layout, 159 vertical layout, 160

in vi editor, 154 basic, 154 copy, 156 cursor movement, 155 deletion, 155 line, 155 put, 156 special purpose, 156 yank, 156

Individual Subscription screen, 57 Interactive Tickler screen, 62

Display Step Detail mode, 67 Display Step mode, 70 Edit Contact mode, 73

Involvements Notices screen, 75 Label Parameters window, 77 Letters/Labels Due Report screen, 79 Name/Address/Phone screen, 83 OutputParametersandSchedulingwindow, 87 Pledge Acknowledgements screen, 89 Premium Labels screen, 91 Print Admissions Letters screen, 93

Print Alumni Letters screen, 95 Print Letters and Labels screen

Current Status segment, 97 Files to Be Printed segment, 100 Print Log segment, 102 Subtypes to Be Printed segment, 104

referenceto, 11 Re-Run Contact Batch Entry screen, 106 Schedule Tickler Review screen, 107 Select by User Parameters screen, 111 Subscription Report screen, 112 Subscription Table screen, 114 Subscriptions Report screen, 117 Test ADR screen, 119 Tickler Structure Report screen, 121 Tickler System Entry screen, 124

Contact-Step window Contacts group, 130 Objective group, 133 Requirements group, 136

Detail window, 139 Word Processing - File Cabinet screen, 140 Word Processing - File Cabinet/Drawer

screen, 142 Word Processing using vi screen, 145

Communications Management background knowledge, 4 before beginning, 4 intended audience, 1 introduction, 1 introduction to screens, 9 learning objectives, 1 prerequisite tasks, 4 process, 5 purpose of, 4 purpose of guide, 1 reports, 5. See also reports

components of Tickler strategies, 198 Contact Action report, 5, 78

detailed format example, 175 fields, 176

how to create, 179 introduction, 175 summary format

example, 177 fields, 178

using, 185 Contact Batch Entry screen, 22–23

file creation, 172 reference to, 22, 24

ID List window, 24–26 using, 173

Contact records. See also Contact resources creating, 170

using SQL, 170

Communications Management 223 Index

introduction to creating, 170 using to manage letter production, 167

Contact resources. See also Contact records creating, 168 in Tickler strategies, 201 naming merge form letters as, 147 scheduled by Tickler, 197

Contact Table screen, 27–30 using, 168

contacts entering details, 211

contacts group in Tickler strategies, 201 Contacts window, 31–33

reference to accessing, 31 using, 170

Contact-Step window. See Tickler System Entry convention, 6–7 conventions

capitalized words, 7 CARS-specific terms, 6 keystrokes, 7 style, 6

copy commands in vi editor, 156 correcting Admissions Statistics errors, 80 Create Acknowledge Letters screen, 34–35 Create Admissions Letters screen, 36–37

using, 185 Create All Letters/Labels screen, 38–39 Create Alumni Letters screen, 40–41 Create Development Letters screen, 42–43 Create Letters by Zip screen, 44–45 Create Pledge Reminders screen, 46–47 Create School Letters screen, 40–41 Create Subscription Labels screen, 51–52 creating

a file of ID or social security number to use for contact batch entry, 172

ACE reports, 151 Contact Action report, 179 Contact records, 170

using SQL, 170 using the Contact Batch Entry screen, 173 using the Contacts window, 170 using the Name/Address/Phone screen,

172 using the Select by User Parameters

screen, 171 Contact resources, 168 e-mail messages, 189, 190 file of ID or social security numbers

reference to, 22, 24 merge data files for word processing, 181,

185 merge form letters, 147

in other word processing programs, 147, 186

to schools, 186 merge form letters in WPVI, 153, 163 Tickler strategies, 209

process, 206 Tickler Structure report, 213

cron reference to, 38, 107

cursor movement commands in vi editor, 155

D data files. See merge data files deletion commands in vi editor, 155 Detail window. See Tickler System Entry detail windows

additional information, 3 Development application

processes that use Addressing Parameters window, 19 Label Parameters window, 76 Output Parameters and Scheduling window,

85 screens, 10

differences in product, 1 in screens, 9

dot commands. See nroff

E electronicmailmessages, 216.

Seealsomessages referenceto, 85, 172, 174, 179, 186, 214

e-mail addresses, 189 e-mail messages, 189, 190 entering a Tickler strategy, 209 examples. See also screen examples

detailed Contact Action report, 175 merge data file for Word for Windows, 182 merge data file for WordPerfect, 183 merge form letter for Word for Windows, 147 merge form letter for WordPerfect, 148 merge form letter for WPVI, 148 summary Contact Action report, 177 Tickler Structure report, 212

F fatal error messages. See also messages fatalerrormessages, 215 fielderror, 215. Seealsomessages fields

Accomplishment Notices screen, 12 Add Chapter Records screen, 14

Index 224 Communications Management

Add Constituent Contacts by User Parameters screen, 16

Addressing Parameters window, 20 Contact Batch Entry screen, 22

ID List window, 24 Contact Table screen, 27 Contacts window, 31 Create Acknowledge Letters screen, 34 Create Admissions Letters screen, 36 Create All Letters/Labels screen, 38 Create Alumni Letters screen, 40, 49 Create Development Letters screen, 42, 43 Create Letters by Zip screen, 44 Create Pledge Reminders screen, 47 Create Subscription Labels screen, 51 detailed Contact Action report, 176 Graduates Notices screen, 53 in WordPerfect merge form letters, 148 Individual Subscription screen

Individual Subscription segment, 56 Subscription segment, 57

Interactive Tickler screen, 61 Display Step Detail mode

Header segment, 65 Step Detail segment, 66 Step segment, 65

Display Step mode Header segment, 69 Step segment, 69

Edit Contact mode Contact segment, 72 Header segment, 72

Involvements Notices screen, 74 Label Parameters window, 77 Letters/Labels Due Report screen, 78 Name/Address/Phone screen, 81, 82 OutputParametersandSchedulingwindow, 86 Pledge Acknowledgements screen, 88 Premium Labels screen, 90 Print Admissions Letters screen, 93 Print Alumni Letters screen, 95 Print Letters and Labels screen

Current Status segment, 97 File to Be Printed segment, 97, 99, 102, 104 Files to Be Printed segment, 99 Print Log segment, 102 Subtypes to Be Printed segment, 104

Re-Run Contact Batch Entry screen, 106 Schedule Tickler Review screen, 107 Select by User Parameters screen, 109 Subscription Report screen, 112 Subscription Table screen, 113 Subscriptions Report screen, 116 summary Contact Action report, 178 Test ADR screen, 118 Tickler Structure Report screen, 121

Tickler System Entry screen Contact-Step window

Contacts group, 128 Objective group, 132 Requirements group, 135

Detail window Group segment, 138 Step segment, 138

Header segment, 123 Step segment, 123

Word Processing - File Cabinet screen, 140 Word Processing - File Cabinet/Drawer

screen, 142 Word Processing using vi screen, 145

file creation for the Contact Batch Entry screen, 172 reference to, 22, 24

files merge data files, 147

Financial ACE reports, 150

Financial Aid ACE reports, 150

form letters. See merge form letters formatting

with nroff, 159–62 Formatting

labels, 165

G generalscreencommands, 11 glossary entries

additional information, 3 Graduates Notices screen, 53–54 groups in steps

contacts, 201 objectives, 202 requirements, 201

guide conventions used in, 6–7 how to use, 1 purpose, 1 screenorganization, 9 structure, 2

GUI-format screens. See also screens reference to, 9

GUI-formatscreens commandaccess, 11

H horizontal layout commands in nroff, 159

I ID List window. See Contact Batch Entry screen Individual Subscription screen, 55–59

Communications Management 225 Index

Input mode in the vi editor, 154 inserting conditional text

in WPVI merge form letters, 157 intended audience, 1 Interactive Tickler screen, 60–63

Display Step Detail mode, 64–67 Display Step mode, 68–70 Edit Contact mode, 71–73 used to test Tickler strategies, 60, 64, 68, 71

interrupting Tickler strategies, 204 introduction

Communications Management, 1 Contact Action report, 175 creating and sending e-mail messages, 189 creating Contact records, 170 creating Contact resources, 168 creating merge data files for word processing,

181 creating merge form letters in WPVI, 153 formatting with nroff, 159 merge form letters, 147 printing letters, 193 screens, 9 system messages, 215 Tickler strategy process, 206 using Contact records to manage letter

production, 167 using the Tickler program, 197 using the Tickler Structure report, 212 using the vi editor, 154 WPVI

creating merge form letters, 153 Involvements Notices screen, 74–75 IQ report writer, 5

K keystrokes, 7

L Label Parameters window, 76–77

processes that use Alumni Association application, 76 Development application, 76 Public Relations application, 76 Recruiting/Admissions application, 76

labels, formatting, 165 learning objectives, 1 letter production

using Contact records to manage, 167 Letter Production System. Seemergeformletters letters. See merge form letters Letters/Labels Due Report program

Contact Action report, 175 process, 175

Letters/Labels Due Report screen, 78–79 using, 179

levels within Tickler strategies, 203 line commands in vi editor, 155 LPS. See merge form letters

M macros

ACE reports, 150 in Word for Windows merge form letters,

147 in WordPerfect merge form letters, 148 in WPVI merge form letters, 148

merge data file in Word for Windows, 182 merge data file in WordPerfect, 183 to format merge form letters in WPVI, 161

mail merge use in e-mail messages, 190

mail messages. see e-mail messages maintaining tables

additional information, 3 menu options, 3

additional information, 3 menus, 3

additional information, 3 merge data files, 181

ACE reports, 181 creating, 185 process to generate, 181 transmitting for word processing, 186 used in merge form letters, 147 Word for Windows example, 182 WordPerfect example, 183

merge fields in Word for Windows merge form letters, 147

merge form letters, 147–49 before you begin, 147 creating, 147 introduction, 147 naming, 147 printing, 194 using ACE reports in, 150 using merge data files, 147 Word for Windows example, 147 WordPerfect example, 148 WPVI example, 148

messages, 215–18 electronicmail, 216

referenceto, 85, 172, 174, 179, 186, 214 fatalerror, 215 fielderror, 215 how to respond, 218 status, 215 types, 215

Index 226 Communications Management

warning, 215 Microsoft Word for Windows. See Word for

Windows modes in the vi editor, 154

N Name/Address/Phone screen, 80–84

using, 172 naming merge form letters, 147 negative target completion dates, 201 non-reissuable contacts

in Tickler strategies, 205 nroff

commands, 159 basic, 160 horizontal layout, 159 vertical layout, 160

formatting macros in WPVI, 161 introduction, 159 qualifiers, 159 reference to, 154

nroff, 159–62

O objectives

entering details, 211 objectives group in Tickler strategies, 202 optional steps, 201

in Tickler, 200 organization of screens, 9 Output Parameters and Scheduling window, 85–

87 processes that use

Alumni Association application, 85 Development application, 85 Public Relations application, 85 Recruiting/Admissions application, 86

P PERFORM screens

additional information, 3 Pledge Acknowledgements screen, 88–89 Premium Labels screen, 90–91 prerequisite tasks for Communications

Management, 4 Print Admissions Letters. See also Print Letters

and Labels Print Admissions Letters screens, 92–93 Print Alumni Letters. See also Print Letters and

Labels Print Alumni Letters screens, 94–95 Print Letters and Labels screen

Current Status segment, 96–97 Files to Be Printed segment, 98–100 Print Log segment, 101–2

Subtypes to Be Printed segment, 103–5 using, 194

PRINTING LETTERS, 193 procedures

how to create a file of ID or social security number to use for contact batch entry, 172

how to create Contact records using the Contact Batch Entry screen, 173

how to create Contact records using the Contacts window, 170

how to create Contact records using the Name/Address/Phone screen, 172

how to create Contact records using the Select by User Parameters screen, 171

how to create Contact resources, 168 how to create merge data files for word

processing, 185 how to create merge form letters in WPVI, 163 how to create the Contact Action report, 179 how to create the Tickler Structure report, 213 how to enter a Tickler strategy, 209 how to print letters using the Print Letters and

Labels screen, 194 how to transmit merge data files for word

processing, 186 process

Communications Management, 5 creating e-mail messages, 189 creating Tickler strategies, 206 Letters/Labels Due Report program, 175 to generate merge data files, 181

product differences, 1 program screens

additional information, 3 Public Relations application

processes that use Addressing Parameters window, 19 Label Parameters window, 76 Output Parameters and Scheduling window,

85 screens, 10

purpose Accomplishment Notices screen, 12 Add Chapter Records screen, 14 Add Constituent Contacts by User Parameters

screen, 16 Addressing Parameters window, 19 Communications Management, 4 Contact Batch Entry screen, 22

ID List window, 24 Contact Table screen, 27 Contacts window, 31 Create Acknowledge Letters screen, 34 Create Admissions Letters screen, 36 Create All Letters/Labels screen, 38 Create Alumni Letters screen, 40

Communications Management 227 Index

Create Development Letters screen, 42 Create Letters by Zip screen, 44 Create Pledge Reminders screen, 46 Create School Letters screen, 48 Create Subscription Labels screen, 51 Graduates Notices screen, 53 guide, 1 Individual Subscription screen, 55 Interactive Tickler screen, 60

Display Step Detail mode, 64 Display Step mode, 68 Edit Contact mode, 71

Involvements Notices screen, 74 Label Parameters window, 76 Letters/Labels Due Report screen, 78 Name/Address/Phone screen, 80 Output Parameters and Scheduling window,

85 Pledge Acknowledgements screen, 88 Premium Labels screen, 90 Print Admissions Letters screen, 92 Print Alumni Letters screen, 94 Print Letters and Labels screen

Current Status segment, 96 Files to Be Printed segment, 98 Print Log segment, 101 Subtypes to Be Printed segment, 103

Re-Run Contact Batch Entry screen, 106 Schedule Tickler Review screen, 107 Select by User Parameters screen, 108 Subscription Report screen, 112 Subscription Table screen, 113 Subscriptions Report screen, 116 Test ADR screen, 118 Tickler Structure Report screen, 121 Tickler System Entry screen, 122

Contact-Step window, 127, 131, 134 Detail window, 137

Word Processing - File Cabinet screen, 140 Word Processing - File Cabinet/Drawer

screen, 142 Word Processing using vi screen, 145

put commands in vi editor, 156

Q qualifiers

nroff, 159 query tools

additional information, 3 QuickMate

additional information, 3

R Recruiting/Admissions

ACE reports, 150 Recruiting/Admissions application

processes that use Addressing Parameters window, 19 Label Parameters window, 76 Output Parameters and Scheduling window,

86 screens, 10

references other resources, 3

Registrar ACE reports, 150

reporting tools additional information, 3

reports ACE, 150

Alumni/Development, 150 available reports, 150 creating, 151 Financial, 150 Financial Aid, 150 macros, 150 Recruiting/Admissions, 150 Registrar, 150 used in merge data files, 181 used in WPVI merge form letters, 163 used to customize letters, 150

ACE report writer, 5 Contact action report

how to create, 179 Contact Action report, 78, 175

detailed format example, 175 detailed format fields, 176 reference to, 5 summary format example, 177 summary format fields, 178

IQ report writer, 5 Subscription Records report, 116 Subscription Table, 112 table, 5 Tickler Structure report, 121

creating, 213 example, 212 reference to, 5, 9 using, 212

using the Contact Action report, 185 Reports menu, 5 required steps, 201 requirements

entering details, 211 requirements group in Tickler strategies, 201 Re-Run Contact Batch Entry screen, 106 responding to messages, 218

S

Index 228 Communications Management

Schedule Tickler Review screen, 107 school letters

creating, 186 screen examples

Accomplishment Notices screen, 12 Add Chapter Records screen, 14 Add Constituent Contacts by User Parameters

screen, 16 Addressing Parameters window, 19 Contact Batch Entry screen, 22

ID List window, 24 Contact Table screen, 27 Contacts window, 31 Create Acknowledge Letters screen, 34 Create Admissions Letters screen, 36 Create All Letters/Labels screen, 38 Create Alumni Letters screen, 40, 48 Create Development Letters screen, 42 Create Letters by Zip screen, 44 Create Pledge Reminders screen, 46 Create Subscription Labels screen, 51 Graduates Notices screen, 53 Individual Subscription screen

first screen, 55 second screen, 55

Interactive Tickler screen, 60 Display Step Detail mode, 64 Display Step mode, 68 Edit Contact mode, 71

Involvements Notices screen, 74 Label Parameters window, 76 Letters/Labels Due Report screen, 78 Name/Address/Phone screen, 80 Output Parameters and Scheduling window,

86 Pledge Acknowledgements screen, 88 Premium Labels screen, 90 Print Admissions Letters screen, 92 Print Alumni Letters screen, 94 Print Letters and Labels screen

Current Status segment, 96 Files to Be Printed segment, 98 Print Log segment, 101 Subtypes to Be Printed segment, 103

Re-Run Contact Batch Entry screen, 106 Schedule Tickler Review screen, 107 Select by User Parameters screen, 108 Subscription Report screen, 112 Subscription Table screen, 113 Subscriptions Report screen, 116 Test ADR screen, 118 Tickler Structure Report screen, 121 Tickler System Entry screen, 122

Contact-Step window Contacts group, 127 Objective group, 131

Requirements group, 134 Detail window, 137

Word Processing - File Cabinet screen, 140 Word Processing - File Cabinet/Drawer

screen, 142 Word Processing using vi screen, 145

screen fields. See fields screens

accessing, 11 Accomplishment Notices screen, 12–13 Add Chapter Records screen, 14–15 Add Constituent Contacts by User Parameters

screen, 16–18 Addressing Parameters window, 19–21 Alumni Association, 9 character-based format, 9 commands, 11 Contact Batch Entry screen, 22–23

ID List window, 24–26 Contact Table screen, 27–30 Contacts window, 31 Create Acknowledge Letters screen, 34–35 Create Admissions Letters screen, 36–37 Create All Letters/Labels screen, 38–39 Create Alumni Letters screen, 40–41 Create Development Letters screen, 42–43 Create Letters by Zip screen, 44–45 Create Pledge Reminders screen, 46–47 Create School Letters screen, 40–41 Create Subscription Labels screen, 51–52 Development application, 10 differences, 9 general commands, 11 Graduates Notices screen, 53–54 GUI format, 9 Individual Subscription screen, 55–59 Interactive Tickler screen, 60–63

Display Step Detail mode, 64–67 Display Step mode, 68–70 Edit Contact mode, 71–73

introduction, 9 Involvements Notices screen, 74–75 Label Parameters window, 76–77 Letters/Labels Due Report screen, 78–79 Name/Address/Phone screen, 80 organization, 9 Output Parameters and Scheduling window,

85–87 Pledge Acknowledgements screen, 88–89 Premium Labels screen, 90–91 Print Admissions Letters screens, 92–93 Print Alumni Letters screens, 94–95 Print Letters and Labels screen

Current Status segment, 96–97 Files to Be Printed segment, 98–100 Print Log segment, 101–2

Communications Management 229 Index

Subtypes to Be Printed segment, 103–5 Public Relations application, 10 Recruiting/Admissions application, 10 Re-Run Contact Batch Entry screen, 106 Schedule Tickler Review Screen, 107 Select by User Parameters screen, 108–11 Subscription Table screen, 113–15 Subscriptions Report screen, 116–17 Test ADR screen, 118 Tickler Structure Report screen, 121 Tickler System Entry screen, 122–26

Contact-Step window Contacts group, 127–30 Objective group, 131–33 Requirements group, 134–36

Detail window, 137–46 using, 9 Word Processing - File Cabinet screen, 140 Word Processing - File Cabinet/Drawer

screen, 142 Word Processing using vi screen, 145

segments Individual Subscription screen, 56 Interactive Tickler screen

Display Step Detail mode, 65 Display Step mode, 68 Edit Contact mode, 71

Name/Address/Phone screen, 80 Print Admissions Letters screen, 92 Print Alumni Letters screen, 94 Print Letters and Labels screen

Current Status segment, 97 Files to Be Printed segment, 99 Print Log segment, 102 Subtypes to Be Printed segment, 104

Tickler System Entry screen, 122 Detail window, 137

Select by User Parameters screen, 108–11 using, 171

selective steps, 201 sending

e-mail messages, 190 setting up

e-mail addresses, 189 special purpose commands in vi editor, 156 statusmessage, 215. Seealsomessages steps

deleting from Tickler strategies entry, 211 steps in Tickler strategies, 199

groups contacts, 201 objectives, 202 requirements, 201

types optional, 201

required, 201 selective, 201

strategies. See Tickler strategies structure of guide, 2 style conventions, 6 Subscription Records report, 116 Subscription Report screen, 112 Subscription Table report, 112 Subscription Table screen, 113–15 Subscriptions Report screen, 116–17 system messages. See messages

T table maintenance

additional information, 3 Table Maintenance menu, 5 table reports, 5 tables

additional information, 3 target completion dates

in Tickler, 199 terminology

additional information, 3 CARS-specific terms, 6

Test ADR screen, 118 testing

e-mail addresses, 189 testing Tickler strategies

using the Interactive Tickler screen, 60, 64, 68, 71

text editor. See vi editor text formatter. See nroff Tickler

optional steps in, 200 Tickler levels, 203 Tickler program. See also Tickler strategies

introduction to using, 197 scheduling Contact resources, 197

Tickler strategies, 197 adding objective contacts automatically, 202 components, 198

steps, 199 contacts group, 201 objectives group, 202 requirements group, 201

ticklers, 198 tracks, 198

creation process, 206 data entry prerequisites, 206 identify each step, 207 identify step details, 207 identify tracks, 207 introduction, 206 review strategy, 206

Index 230 Communications Management

set the scheduling parameters, 207 test data entry, 208 verify data entry, 207

deleting steps, 211 designing and creating, 206 how to enter, 209 interrupting, 204 levels, 203 negative objectives, 202 non-reissuable contacts, 205 producing the Tickler Structure report, 212 reference to, 71, 122, 127, 131, 134, 137 reference to testing, 60, 64, 68, 71 step priorities, 203

Tickler Structure report using, 212

Tickler Structure report, 5, 121, 124 example, 212 how to create, 213 reference to, 9

Tickler Structure Report screen, 121 using, 213

Tickler System Entry screen, 122–26 Contact-Step window

Contacts group, 127–30 Objective group, 131–33 Requirements group, 134–36

Detail window, 137–46 using, 209

ticklers in Tickler strategies, 198 tracks in Tickler strategies, 198 transmitting merge data files for word

processing, 186 types of steps in Tickler strategies, 199

U unavailable features. See product differences universal commands

additional information, 3 using

Communications Management screens, 9 Contact records to manage letter production,

167 this guide, 1 Tickler program, 197 Tickler structure report, 212 vi editor, 154–58

V vertical layout commands in nroff, 160 vi editor

basic commands, 154 commands, 154 copy commands, 156 cursor movement commands, 155

deletion commands, 155 inserting conditional text in WPVI merge form

letters, 157 introduction, 154 line commands, 155 modes, 154 put commands, 156 reference to, 153 special purpose commands, 156 using, 154–58 yank commands, 156

W warningmessage, 215. Seealsomessages windows. See screens Word for Windows, 147. See also word

processing creating merge form letters, 147, 186 example of merge data file, 182 merge fields, 147 merge form letter example, 147 transmitting merge data files, 186

word processing. See also Word for Windows, WordPerfect, and WPVI creating merge form letters, 147 how to create merge data files, 185 how to transmit merge data files, 186 merge data files, 181

Word Processing - File Cabinet screen, 140 Word Processing - File Cabinet/Drawer screen,

142 Word Processing using vi screen, 145 WordPerfect, 147. See also word processing

creating merge form letters, 147, 186 example of merge data file, 183 merge fields, 148 merge form letter example, 148 transmitting merge data files, 186

WPVI. See also word processing creating merge form letters, 153, 163

basics, 153 command format, 153 defaults, 153 inserting conditional text, 157 word processing macros, 161

macros in merge form letters, 148 merge form letter example, 148 printing letters, 193 reference to, 12, 36, 44, 53, 74, 147 transmitting merge data files, 186

writing e-mail messages, 190

Y yank commands in vi editor, 156

Communications Management 231 Index