Overview
Future student activities can be used in conjunction with a SQL stored procedure to generate a report or dataset used to produce letters or merged documents specific to the activity code. The procedure updates the activity records to indicate when the letters were produced and also outputs a dataset that contains the future student contact information.
Activtity letters can be produced by the following means:
- From an MS Query/Mail merge based on crspFutureActivityPrint
- From a custom Crystal Report based on crspFutureActivityPrint
- Calling the report from the Future Student Crystal Reports Available menu
- Linking the report to the 'Print' button in Future Student Maintenance > Activity tab
Activity Configuration
Generally letters may be produced for letter of offer or interview bookings, the following example will set up a code for "Letter of Offer" that can be used to flag students to receive the offer letter.
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.
|
| ReportCode | If you have created a Crystal Report that uses stored procedure crspFutureActivityPrint then the report code can be entered here. This is used by the Print button |
See luActivity configuration documentation for more information.
Stored Procedure
Stored procedure: crspFutureActivityPrint
Description: Return all Future Student Activities which have not been previously printed. Mail Request Flag must be on for the activity (luFutureActivity)
Query update: The FutureStrudentActivity table is updated with MailedBy and MailedDate for any activities matching the activity code and have Mail Request ticked. It will only update records where the MailedDate is blank.
Dataset output:
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.
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" |
| @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. |
Adding Activities
In Future Student Maintenance > Activities tab, press Add
Select the required Activity Code and ensure that the Mail Request flag is ticked.
Pupulate the status
For more information: Future Student Maintenance - Activity tab