GPAEmailAddresses

Getting information out of PeopleSoft without knowing anything about it can be a huge challenge. This page covers 2 weeks' work with PS support and playing around with the forms to finally get what I needed. Let me emphasize that this is ONE WAY to send an email to all your students - probably not the easiest or simplest, but the only one I know that works.

First you need to get a list of all your active students' UCIDs (describe process here)

Copy the list into a .txt file, making sure the values are line seperated, meaning each value is on a new line like this:

12345678

22345678

32345678 etc.

(describe process here)

Sign in to PeopleSoft and choose Student Administration (get process from Getting Started)

Under Campus Community, choose Extract Postal/Email Address

You will be asked for a Run Control Id. What the system wants is the name of a report you have already run. If you haven't run a report before, you will have to Add a New Value. Enter a name for your report, for example Fall08Emails. You will be taken to this Extract Postal/Email Addresses screen to help you define the report you need:

SCREENSHOT

To fill in this screen:

Institution: UCALG (should already be filled in)

Extract Type: EMail (this will cause the Sort Order Field to grey out)

(Sort Order: greyed out)

Name Usage: NAME USG 1

Address Usage: EMAIL

Communication Speed Key: <blank>

Student Selection Criteria Click on the Input File radio button, which will bring up a box for you to enter the Input File. Enter/browse to the file name (the .txt file you have put on your Desktop) Then, click the RUN button on the top right of the screen.

You will then be taken to the Process Scheduler Request Screen

SCREENSHOT

Here the only two fields you need to complete are *Type and *Format

*Type: choose Web from the drop-down list

*Format: choose CSV from the drop-down list

Once you have entered these values, click the OK button and you will be returned to the Extract Postal/Email Addresses screen. Don't panic - it is listening to you! Now, click the link for Process Monitor and you will be taken to this screen:

SCREENSHOT

You should see your report at the top of the list - you can usually tell by the time stamp. All you do is click on the Details link to go to this screen:

SCREENSHOT

At this screen click on the View Log/Trace list. You should see the following:

SCREENSHOT

That's your report, the .csv file. RIGHT-CLICK on the .csv file and choose Save target as.... It is very important to save it first; if you try viewing it from here, you will get a garbage file. So save this .csv file where you like, then open it. All your email addresses will be there in an Excel workbook.

You can simply copy the column of email addresses into a To: field on an Outlook email and away you go.

Link back to PS Reports for GPAs

Link back to PS for GPAs,GPA and FGS