Concept: Sending Printed Engagement Items

Using Workday Studio, you can create personalized print communications, such as mailing labels and letters, that include prospect names and addresses.

With the Report Writer, you create a custom report that retrieves the prospect data you want to include. You can create a custom report or copy and modify the Workday standard report,
Student Prospects for Printed Engagement Printing Run
. Use the
Student Prospect Records for Printing
report data source for the printed egagement item report. Share the report definition with all authorized users or specific users. The mail coordinator for the printed engagement item needs access to the report to run it.
With Report Designer, create the business form layout for the communication. Workday uses the layout to generate PDF files from your custom report. You use the
Create Business Form Layout
task (secured to the
Custom Report Creation
domain) and the custom report you created.
You then associate the business form layout with a printed engagement item using the
Create Student Printed Item
task.

The mail coordinator for a printed engagement item is responsible for physically mailing printed communications. When the printed item is scheduled to run, Workday sends a list of up to 1,000 eligible recipients to mail coordinator's My Tasks. You can print in batches for every 1,000 students. It updates the list if more recipients qualify for the item later. Workday then creates a new task in My Tasks if more qualify after sending the mailing.

From the tasks in My Tasks, the coordinator:

Selects recipients to send the printed items to.
Selects:
Print Selected
to launch a background job that creates PDF files for an engagement item that uses a business form layout. Workday attaches a copy of the bulk PDF file to the
Printing Items
tab. It also creates a separate PDF for each prospect.
Mailings Sent
after mailing printed items (whether or not they use a business form layout). Recipients move to the
Completed
tab.
Mailings Canceled
to cancel the mailing. Recipients move to the
Canceled
tab.

The task remains in my Tasks until they're all marked as either

Mailings Sent

or

Mailings Canceled

. Keep refreshing My Tasks for any updates.

On the History profile group of the student's profile, the printed engagement item displays and contains a link to the generated PDF.

Workday indicates when a printed item is scheduled for mailing and when it's sent or canceled. You can view this information on the History profile group of the prospect's profile.