Letter Generation

‰ Letter Generation overview ‰ Dissecting and defining a letter ‰ Letter Generation variables ‰ Letter Generation Variable extract (GLBLSEL) ‰ Letter Generation print (GLRLETR) ‰ Mail forms Agenda

Letter Generation Overview Letter Boilerplate Text March 26, 1994 Ms. Susan Smith 503 Main Street Anycity, AW Dear Susie: We have completed our conversion and have on file the information printed below: Gender: F Female Current ID: Marital Status: M Married Letters Variable Rules Extract Process Data Inserts D. Atkinson A. Bailey K. Charles W. Donahue K. Emerson T. Feingold J. Graham R. Holt D. Jackson F. Kelly R. Lawrence M. McLoughlin L. Norton S. Orlando Y. Peters List of People or Pending Mail Print or Download Log BANNER DATABASE Applications Registrations Financial Aid Awards

Dissecting and defining a letter Dissecting a letter Letter Generation letter terminology Letter construction Components of paragraphs Special formatting commands Letter construction forms

March 26, 1997 Ms. Susan Smith 503 Main Street Anycity, AW Dear Susie: We have completed our conversion and have on file the information printed below: Gender: F Female Current ID: Marital Status: M Married Dissecting a letter

March 26, 1997 Ms. Susan Smith 503 Main Street Anycity, AW Dear Susie: We have completed our conversion and have on file the information printed below: Gender: F Female Current ID: Marital Status: M Married Dissecting a letter

Inside Address March 26, 1997 Ms. Susan Smith 503 Main Street Anycity, AW Dear Susie: We have completed our conversion and have on file the information printed below: Gender: F Female Current ID: Marital Status: M Married Informal Salutation Person Verification

Dissecting a letter Inside Address Informal Salutation Person Verification March 26, 1997 Ms. Susan Smith 503 Main Street Anycity, AW Dear Susie: We have completed our conversion and have on file the information printed below: Gender: F Female Current ID: Marital Status: M Married

Paragraph codes Paragraph text Letter codes “Letters” Variables Formatting Commands Letter Generation letter terminology

Letter construction GTVPARA GUQLETR GUALETR GUAPARA GTVLETR

Components of paragraphs Variable: Data element insert Formatting command: Appearance of letter (margins, tabs, underlines,centers, etc...) Text: Boilerplate text which will surround your variables and be formatted according to your formatting commands

Special formatting commands “IF NULL” function: ^IFNULL *VARIABLE &[GO-TO] For example: ^IFNULL *NAMESUFFIX & NOSUFFIX *NAMESUFFIX &[GO-TO] Table definitions: Multiple margins within a letter Columns within a table

Variable terminology ‰ Application ‰ Object ‰ Variable ‰ Dynamic parameter

Letter Generation data relationships Variable Application Various Reports/ Processes Selection ID Letter Generation Object (Copy)

Variable definition syntax Format: SELECT FROM GROUP BY (optional) ORDER BY (optional) WHERE

Letter Generation variable forms GLRAPPL GLIOBJT GLROBJTGLRVRBL GLIVRBL GLIAPPL (list) (copy)

Letter Print processes Text Population Selection (GLBEXTR) Extracted Variables (GLRCOLR) Letter Print Process (GLRLETR) Variable Extract (GLBLSEL) Download File (letter.doc) Pending Mail (GURMAIL) March 26, 1994 Ms. Susan Smith 503 Main Street Anycity, AW Dear Susie: We have completed our conversion and have on file the information printed below: Gender: F Female Current ID: Marital Status: M Married deletes inserts or updates

Letter Generation Variable extract (GLBLSEL) ‰ COBOL process which requires host access ‰ Selection by: ‰ “Pending mail” ‰ Population Selection input ‰ Extracts variables only

Letter Generation Print Download process (GLRLETR) Run at the host or through Job Submission Process options: -BANNER Print option: Merge data elements and text, print letters -Download option: Create specified word-processing download file Selection by: One specific letter within application All letters per application NOTE: Letter variables must first have been extracted using GLBLSEL Creates/updates Mail records

Mail forms GUIMAIL/System-specific mail forms Updated by GLRLETR or manual entry Pending mail from various systems Blank date printed indicates pending mail All produced mail Produced mail has print date set 19

Letter Generation process flow (Variable Definitions) (Duplicate Indicator) (Paragraph Variables) (Paragraph in Letter) (Pending Mail) (GUAMAIL) (Population Input) GLRAPPL GLRSLCT GUAMAIL GLBDATA GUALETR GUAPARAGTVPARA A 2 9 9A GTVLETR 4 GLROBJT 1 Various Reports 12 GLRSLCT 3 GLRLETR GLBLSEL A 12 Letters