Maintain Stylesheets {FPMR-3}

The ITS iComms facility allow users to send formatted letters or other documents to persons or entities, for example students, personnel members or debtors. This screen is used as a set-up screen for the letters or documents. The documents that are set up here, may then be produced by the different iComms options in each subsystem.

NOTE:

A user can only update their own Stylesheet.

Drafts of documents may be created with any word processing software package and should be saved in "Rich Text Format" (rtf). This allows the user to manipulate the contents of the document and do formatting of both page as well as text properties.

The documents for SMS should be saved as "Plain Text" (txt).
Tags (such as <StudentNumber>) may be used to reference data fields in the ITS System. When the documents are produced, the tags will be replaced by values in the relevant data fields in the System.
The draft documents may be uploaded to the system with the functionality in the "Maintain System Letters" - tab of this program.

Each iComms option consists of a grouping of letter output formats. These groups are stored in the "Document Groups" - tab

Tags to be used via the rtf - documents are stored in the "Letter Objects" - tab and must be matched with the specified letter from the "Document Groups" - tab. Please note that tags are small stylesheet extracts that define the format and XML tag name(s) to be displayed every time the tag is referenced.

Tags may combine multiple fields and span multiple records per tag (i.e. all enrolled subjects per specific qualification).

After being uploaded to the ITS System, documents may be merged with a specific set of data using the individual iComms programs in the subsystems to generate final / merged documents.

These merged documents may then be

printed directly via pcl
mailed to the relevant student / personnel member and / or
displayed as pdf documents.

Copies of the final pcl - file, as well as the individual pdf - documents will also be stored in the ITS Document Storage and Retrieval System (DSR) from where it may be retrieved
Note that

It is not possible to view a pcl - file as it is a format specially designed for printing purposes.
iComms direct printing with the pcl - files will ignore colours, but it will keep the other formatting

Fields in the option:
gmnt-14.htmlV03.0.0.0
Block 1: Maintain System Letters

Use for both stylesheets from XML reports and iComms (old letters, lists and labels will be migrated to this option).

Records created by System (user ITS), cannot be deleted/updated.

Field	Type & Length	Description
Code	A8	This code will name your Group e.g. RES01GRP - Residence Master Group. For each different documentation entity a new master group will be created. If currently using for qualification X and qualification Y different codes, this will become QUALXGRP and QUALYGRP. End all your master groups with -GRP. All Master Groups must be linked to the applicable menu and option at {USERS-1}, TAB - Report Output Formats. Save your letter as RTF in the word processing package with the same letter code that you will create on the ITS back office system.
Description	A80	The description of your documentation entity. This description will be used when running a report.
Document Classification	A8	When creating a new record the user can select from a LOV the type of Document Classification e.g. ASC - Ascii, LAB - Label, LET - Letter, MST - Master Group, INC-= Paragraph Include, SMS - SMS, LST - List, LOG - Log File and XML - XML List to be used. Only this values will be allowed when document classification records to be queried. This field is mandatory and once committed the record cannot be updated.
Description		Display the description of the Document Classification.
User	A8	The system will default the User ID of the person whom initially created this record.
Start Date	DD-MON-YYYY	The date this record was first created.
Show	A1	This show indicator defines if a stylesheet is active or not. Inactive stylesheets will not be presented to the user when running reports. Inactive Groups cannot be linked on {USERS-1}.
Store to Client	Button	Click on this button to store the document to your PC. This document will be saved to C:\ITSTEMP by default. The user can then move this file to a more specific area on the network.
Retrieve from Client	Button	Click on this button to upload and convert the RTF document into ITS Back Office System from the PC or a specific area on the network.

When creating a record above and on commit the following will be updated programmatically in the background from a fixed set of data as defined by ITS.
(Users cannot see or update this fields / data.)

Field	Description
Output Format	The output defines the make-up of the file that will be loaded, e.g. is this a comma separated or text or binary file. Currently this is a fixed set as defined by ITS.
Output Type	This defines the type of output generated by this file, e.g. SMS or letter or list. Currently this is a fixed set as defined by ITS.
Mime Type	Currently this is a fixed set as defined by W3C. This defines the content of this entity.

Example:

Block 2: Document Groups

The group block is only used for iComms to set up your group of document outcomes for a specific menu option. This defines any letters, lists, labels and SMSs that a specific option will generate. Multiple groups can be set up for a specific menu where different output combination is needed.

Field	Type & Length	Description
Code	A8	This defaults from block 1. The letter code of the Master Group. The only record allowed here must be of type MASTER.
Sequence	N4	The sequence of the documents. Start at 10 and use an increment of 10.
Document Classification		The type of document, the following document classifications are available i.e.: XML List Letter Label List Log File which will indicate to you the number of records created SMS ASCII
Description	A128	The name / description that you want to be printed on the report of the log file.
English Document	A8	The English Document Code of the letter or SMS. List and Label will be the same code for English and Alternate. Use list of values to populate Output Format and Output Type for this document.
Alternate Document	A8	The Alternate Document Code of the letter or SMS. List and Label will be the same code for English and Alternate. Use list of values to populate Output Format and Output Type for this document.
Display at runtime	A1	Typically this will be No for letters and SMS as you will generate a different pdf document for each record returned and the PC might not be able to handle so many documents. If set to (Y)es then, when viewing the output, the system will check the number of outputs generated and compare this to the number allowed for System Operational Definition MO, Subsystem GC. If there are more outputs than allowed by the SOD, the system will prompt the user asking if all the outputs should be viewed.
Send Mail	A1	If Yes, documents will be mailed directly to the students / personnel according to the e-mail addresses on the biographical information. This functionality will only work if a mail server has been set up for outgoing mail.
Mail Destination	A128	This is an override facility and should be left blank. If a value is entered here, documents will be sent to this address.
Default Printer Destination	A128	When iComms letters are generated, the printer entered here will be used as default printer, but the user will have the option to select another printer where required, provided that the user is linked to the printer in the "User Printer Access" - tab of the "User Access Definitions" {USERS-5}
Active	A1	Is the document active? Yes or No. If No, this document will not print nor be mailed, irrespective of what end-user answered in the first five questions, e.g. Print Letter, Print List, Print Label, Print ASCII, and Print SMS.
Number of Test Records	N2	The number of rows that must be included in a test run.
Label Profile Code	A8	This field only works when Document Classification is Label. The LOV setup is done on {GCS2-20}

When creating a record on block 2, on commit the following will be updated programmatically in the background from a fixed set of data as defined by ITS.
(Users cannot see or update this fields / data.)

Field	Type & Length	Description
Level	A1	This define the time / level that this stylesheet runs against the XML. If (I)ndividual this will run each time per individual row and will generate a separate document. If (B)atch this stylesheet will run once on the full XML file and generate a single document. Documents, such as a letter and SMS that goes to different students / persons must be run on (I)ndividual level. Lists, labels and the log file that contains all records must be run on Batch level.
Output Format	A8	The output defines the make-up of the file that will be loaded, e.g. is this a comma separated or text or binary file. Currently this is a fixed set as defined by ITS.
Output Type	A8	This defines the type of output generated by this file, e.g. SMS or letter or list. Currently this is a fixed set as defined by ITS.
Mime Type	A128	Currently this is a fixed set as defined by W3C. This defines the content of this entity.
File Extension	A3	This will be the extension against which the generated / final document will be stored against.

Block 3: Letter Objects

Only tags that are linked on this block will be used in the letter. Not all tags can be used against any letter.

Field	Type & Length	Description
Letter Stylesheet	A8	This is the actual converted RTF document containing the letter, as defined in block 1. Only documents of type RTF, INC, text / rtf are allowed.
Description		Defaults from block 1.
Letter Object	A8	Predefined tags. Defining the contents of a specific field, (or fields), (old D Parameter content) to be printed. Only documents of type XSL, INC, application / xml are allowed.
Description		Defaults from block 1.

Example:

Block 4: Copy Letter Objects

Field	Type & Length	Description
Copy from	A8	The old letter code from which tags must be copied.
Copy to	A8	The new letter code will be populated from block 1. A new letter code must be created on {GMNT-5}, TAB - Maintain System Letters.
Copy Letter Object	Button	After pressing the button the actual copying of the objects will be done.

Example:

Block 5: Conditional Letter Objects

This tab may be used to specify the inclusion of paragraphs in individual letters based on a value of a tag.

Field	Type & Length	Description
Letter	A8	It is mandatory to first query a Letter in block 3 and then next block to block 5. The Letter Code will then default from block 3 into the letter field. Users not allowed to update or insert a record in this field.
Condition Code	A8	This is the Condition Code that can be linked to a paragraph. Users create their own Condition Codes.
Description	A80	The Description of the condition code. Remember that the description may not contain any spaces.
Output Format	A8	This defines the type of Output generated by this file, e.g. SMS or letter or list. Currently this is a fixed set as defined by ITS.
Description	A80	Display the Description of output format code.
Output Type	A8	This defines the Type of Output generated by this file, e.g. SMS or letter or list. Currently this is a fixed set as defined by ITS.
Description	A80	Display the Description of output type code.
Mime Type	A128	Currently this is a fixed set. This defines the content of this entity.
User	A8	The system will default the User ID of the person whom initially created this record.
Start Date	DD-MON-YYYY	The date this record was first created.
Show (Y / N)	A1	This show indicator defines if a stylesheet must be shown when generating a Letter.
Test Object	A8	Letter Object that must be valuated.
Condition	A10	Select if the condition is Equal to or not Equal to.
Test Value	A80	The value of the Letter Object (tag) that must be validated.
Paragraph	A8	Name of the paragraph that was created by the user and linked to block 1.

Example:

The set-up of a letter with paragraphs to be included in individual letters based on the value of a tag

Create a letter document in the "Maintain System Letters" tab.
Create a paragraph exactly the same way as for a letter in the "Maintain System Letters" tab. The only differences between the two are:
- Output Type for a paragraph must be linked to 'PINC - iComms Paragraph Include'.
- Create the paragraph in a word-processing software package and save in Rich Text Format (rtf).
- Load and convert the paragraph using the "Maintain System Letters" tab.
- If the paragraph needs to print for all students, link the paragraph tag to the letter in the "Document Groups" tab and print with the relevant iComms program
If the paragraph should only be included for certain letters

Query the valid letter in the "Letter Objects" tab
Enter a Condition Code and Description in the "Conditional Letter Objects" tab.
This condition may be linked to a paragraph.

Select the test object (tag) on which the condition is based. The List Of Values will only contain tags available for the queried letter.
Select "Equal To" or "Not Equal To" and enter the value that the tag will be compared to (e.g. Y, N, 200800145, etc)
Select a paragraph to be included in the letter if the test is true from the list of values. The list will contain all the "PINC - iComms Paragraph Include" objects.
When the record is saved, a conditional object will be created and added to the list of "Letter Objects" for the document.
The conditional tag may now be appear in the rtf - document in the same way as any other letter object (tag).
Load and convert the letter.
Print the letter using the relevant iComms program

The use of printer escape sequences with iComms:

For documents to be printed, printer escape sequences may be included in iComms documents as follows

Ensure that the printer to be used is defined in "Maintain Printers" {GPRT-1}
Note that the program "g07ccc" should be included as part of the printer instructions
Create a code and description for each escape sequence to be used in the "Printer Escape Sequence Description" - tab of "Maintain Printers" {GPRT-1}.
Link the escape sequence code to the printer(s) and enter the escape sequence required by the printer in the "Printer Escape Sequences" - tab of "Maintain Printers" {GPRT-1}..
Use the escape sequence code as created in (3) above as a tag in the document. Note that the "Escape sequence" - tags should not exist in the "Letter Objects" - tab.

The printer escape sequences will only be effective in the "pcl" documents generated when the individual iComms options are executed, that is, the escape sequences will not be effective in any of the stored "pdf" documents.

Below is an example of how to use printer escape sequences to use different printer trays for different pages of a document

Note – The individual pdf documents generated and saved in the DSR will not handle tray selection. The system will also generate individual pcl-documents and store these in the DSR. The pcl documents handles the tray selection but is not viewable on the screen.

Create printer set-ups and printer escape codes in the system to handle tray printing. Tray selection is handled using “Printer Escape Sequences” as entered in "Maintain Printers" {GPRT-1}

If the same physical printer is to be used to print normal documents as well as iComms documents that does tray selection, create 2 printer definitions in the "Printer Definitions" - tab of "Maintain Printers" {GPRT-1} - one for “normal” printing and one for “tray selection”

Printer Code	Printer Descriptiongmnt-14.html
ICF1	iComms Printer - First Floor Printer
NF1	Normal Printing - First Floor Printer

Note that the set-up for the printer for “Tray Selection”, should use g07ccc, as in the example of the second block of the "Printer Definitions" - tab of "Maintain Printers" {GPRT-1} below.

Printer Code	Seq	Instruction
ICF1	10	sh $W/g05uni $Wg07ccc $B $B.x1 itslaser
ICF1	20	lp -dc250f1 $B.x1

Create printer escape sequence codes for the tags to be used in the iComms documents and enter it in the "Printer Escape Sequence Description" tab of "Maintain Printers" {GPRT-1}

Escape Code	Description
Tray1	Print on tray 1
Tray2	Print on tray 2

Enter the escape sequences for the relevant printers in the "Printer Escape Sequences" tab of "Maintain Printers" {GPRT-1}

Printer Code	Escape Code	Description	Escape Sequence
ICF1	Tray1	Print on tray 1	\027&I4H
ICF1	Tray2	Print on tray 2	\027&I1H

Specify the printer tray to be used with a tag in the rtf - document. The tag name should be the escape code, for example <Tray1>. Everything after the tag will print on paper from the specified tray.
Load the document in the standard way through "Maintain Stylesheets" {GMNT-5}.
Note that the "tray" tags should not exist in "Maintain Stylesheets" {GMNT-5}.

Date	System Version	By Whom	Job	Description
07-April-2009	v01.0.0.0	Magda van der Westhuizen	t154868	New manual.
10-Sep-2009	v01.0.0.1	Charlene van der schyff	t161550	Insert link to Operational Manual
16-Jul-2010	v01.0.0.2	Sarah Seeletse	f168345	Update for SMS documents
10-Aug-2012	v03.0.0.0	Frans Pelser	t181811	Change to a big screen
10-Oct-2013	v03.0.0.1	Sakhile Nyoni	t192689	Applied changes done on t186251
03-FEB-2014	v03.0.0.1	Alucia Sabela	t192689	Change images URL to the correct one to make images visible.
30-Jun-2014	v03.0.0.2	Alucia Sabela	f200202	Change images to show the images of the current screen.
19-Sep-2014	v03.0.0.2	Dinong Sereko	f200202	System owner proof read
05-Nov-2014	v03.0.0.3	Sarah Seeletse	f198938	Add description for Label Profile Code
13-Jan-2014	v03.0.0.3	Dinong Sereko	F198938	System owner proof read
07-Dec-2015	v04.0.0.0	Raymond Schoonraad	T210977	Change for Integrator 4