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How how to send IDs in Filemaker

Find message

  • Navigate to the letter Text layout (Letters >LetterText)

  • Click Find Current/All button twice

  • Scroll through letter until you find Activate SJSUOne

  • Verify Terms - Ok to remove or add terms. Usually, keep 3 terms activated

  • Click Print Letters

The term field determines which admit terms to send SJSU ID’s. Must update every application cycle when we start to accept applications for a new term.

Search criteria

  • EMPLID: <800000000

  • Creation date is greater than or equal to 4 days prior to today’s date

  • Admit terms are the 3 terms you specified above

  • Prog Reason: Omit CRMT

  • Prog Reason: Omit ESP

  • Acad Career: Omit GRAD; Prog Reason: Omit NCS

  • Acad Career: Omit GRAD; Prog Reason: Omit COS

  • Acad Career: Omit EXED

  • Acad Career: Omit GRAD; Acad Plan: SG

  • Click Continue button

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Verify numbers

  1. Check for overlays among found set

  2. Total number should match the number of applicants found

  3. Click Continue button

image-20240610-175855.png

  1. Verify number of applicants to send email matches the number of applicants found

  2. Click Send button

Specify number of emails to send at once

This is important when there are hundreds and thousands of emails to send. Doing this will help avoid the email going to the spam box.

  • For a large group, determine how many emails to send at once. Default to 100

  • Determine how many second to wait in between the next group

  • Click OK

image-20240610-180327.png

Email

You may receive two emails: Activate SJSUOne and Possible Overlay

Possible Overlay email

If you receive this email it is because the DOB in PeopleSoft did not match the DOB in FileMaker. This means that this ID could have overlayed on another student's ID. In this case we need to send an email asking if this ID is an overly or if the SJSU ID can be sent. If it is a GRAD student, email YenLi. If UGRD, email Jenny.

Activate SJSUOne email

You will receive an email from nextsteps@sjsu.edu titled: Activate SJSUOne

  • Open email

  • Download and open Communication Roster.fmpsl file

Upload file

  • Click the CommuicationRoster.fmpsl file to open

  • File will upload in FileMaker on the Applicant Communication layout

  • Verify number found matches the original number to email (as seen above)

Download IDs

  • Click IDs button

  • Click Export button

  • You will get a list of all IDs

  • Click Export again

  • This time your list will just be of GRAD IDs

  • The list of ID are automatically added to the EMTIC “S” drive in the SJSUOne Message file

Send MySJSU Message

  • Go to PeopleSoft and send messages

  • All IDs - Welcome to MySJSU! message

  • GRAD IDs - Resources for Grad Applicants message

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