Filemaker: Send SJSU IDs
- Crystal Flores
- Karen Eul
- Jillana Hart
Last Modified: Jun 11, 2024
How how to send IDs in Filemaker
Find message
Navigate to the letter Text layout (Letters >LetterText)
Click Find Current/All button twice
Confirm you are on the Activate SJSUOne - Required template.
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
Verify numbers
Check for overlays among found set. If found, a separate email will be sent. See instructions below ‘Possible Overly Email.'
Total number should match the number of applicants found
Click Continue button
Verify number of applicants to send email matches the number of applicants found
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
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.
*Once you receive a response verifying the ID is not an overlay, paste the ID into the Applicants Communications table and click the + button and click Save.
That ID# will be in the process the next time you run it
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