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Activity letters can be produced in bulk by the following meansmethods:
- Stored Procedure - Using a stored procedure crspFutureActivityPrint to produce a Crystal Report or MS Query/Mail Merge. The benefit of using the stored procedure is that it will back-update the activity records with the mailed date and mailed by (logged in user) fields. This procedure cannot be used with the Print button in Future Student Maintenance > Activities tab.
- View - From a custom Crystal Report based on vFutureStudentActivities and calling the report from either Crystal Reports Available menu or using the Print button in Future Student Maintenance > Activities tab. The benefit of using this method is that the Print button can be used from the Activities tab in the maintenance programs (eg. Future Student Maintenance).
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Firstly the lookup table luActivity needs to be configured as follows:
| Field | Vaue |
|---|---|
| Code | OFFER (or other code as required) |
| Description | Letter of offer (or other description as required) |
| MailRequestFlag | Checked - this automatically sets the "Mail Request" flag when adding new activities and the stored procedure specifically only includes activities with this ticked.
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| ReportCode | If you have created a Crystal Report that needs to be linked to the Print button of the Future Student Activity tab then enter the report code here. The report must be based on a view that contains the field "ActivitySeq", as the Print button will automatically filter on the selected Activity sequence. |
See luActivity configuration documentation for more information.
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All fields from vFutureContactAddress, activity information, activity follow up details (staff, dates etc). The data returned should be sufficient for generation of a mail merge or Crystal Report that generates letters specific for the future student and addressed to their contacts. If there are multiple contacts with the Mail Flag ticked (Future Student Maintenance > Contacts tab) then a records is returned in the dataset for each contact - for example split families requring a letter to each parent.
Parameters:
| Name | Type | Description |
|---|---|---|
| @Activity | VARCHAR(15) | Activity code as created in lookup table luActivity |
| @MailedDate | DATETIME | Leave as blank to pick up all activities that do not already have a "MailedDate". By default the procedure will return all records with a blank mailed date as well as all records that have a mailed date of the current date (ie. letters were generated today but perhaps need to re-run the merge). |
| @IgnoreMailFlag | BIT | If set to 0 then the stored procedure will only return future student contacts that have the Mail Flag ticked. This is not available from the 'Print' option on the activities tab. |
| @ActivityCreatedBy | VARCHAR(30) | Optional filter to only include activities created by a specific user. This is not available from the 'Print' option on the activities tab. |
| @MailedBy | VARCHAR(50) | Optional override of the Mailed By user name. This is not available from the 'Print' option on the activities tab. |
Extracting data with MS Query
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Create a Crystal Report based on a view that contains the following fields:
| FieldName | Details |
|---|---|
| ActivitySeq | Must be in the dataset used, for example vFutureStudentActivities.ActivitySeq |
| ContactType | Required only if luActivity.ReportPromptContactType flag is ticked for the selected activity code. Create as a report parameter. |
| Activity | Report parameter - can be used for optional additional filtering |
| MailedDate | Report parameter - can be used for optional additional filtering or back update of the database *database update would require a custom report and stored procedure |
| MailedBy | Report parameter - can be used for optional additional filtering or back update of the database *database update would require a custom report and stored procedure |