Core Communication System
| Document Title | Core Communication System |
|---|---|
| Document Number | CCSUG -001 |
| Version | 2.5.1 |
| Author(s) | Manager, Recruitment |
| Approved by | Head (Research, Technology and Development) |
| Last Update Date | August 8, 2026 |
Introduction
The CCS (Core Communication System) module is a centralized communication platform that enables administrators to send and manage bulk email communications and messages for different user groups (employees and students) within the institution. It provides an organized interface to create mailing lists, message lists, manage recipients, monitor email delivery activities, and review communication logs from a single dashboard.
Key Features
- Centralized dashboard for monitoring email communication.
- Quick overview of total, student-wise, and employee-wise emails sent.
- Dedicated recipient management for employees and students.
- Support for creating mailing lists for bulk communication.
- Reusable message templates for faster email composition.
- Recipient grouping for targeted communication.
- Detailed communication logs for tracking email activities.
- Configurable module settings for system administration.
User Role
| Role Name | Description |
|---|---|
| ccs_admin | Users assigned with this role have complete access to manage communication-related activities within the module. They can maintain recipient data, create mailing lists, compose and send bulk emails, monitor communication history, and configure module settings. The ccs_admin role is intended for authorized institutional administrators responsible for managing official email communications with students and employees. |
Dashboard
The Dashboard serves as the landing page of the CCS module and provides a quick overview of the email communication statistics. Administrators can monitor the total number of emails sent, view category-wise email counts, and navigate to various communication management features using the left-side navigation menu.
The dashboard displays the following summary cards:
| Dashboard Card | Description |
|---|---|
| Total Mails Sent | Displays the total number of emails sent through the CCS module. Administrators can click View Details to view detailed information about all sent emails. |
| Total Mails: Student | Displays the total number of emails sent specifically to student recipients. Selecting View Details opens the detailed communication records for student emails. |
| Total Mails: Employee | Displays the total number of emails sent to employees. The View Details option provides detailed information about employee communications. |
The left-side navigation panel provides access to the following sections:
| Menu | Description |
|---|---|
| Dashboard | Displays communication statistics and summary of email activities. |
| Employees | Manage employee recipients (already available in the Employee module) who can receive email communications. |
| Students | Manage student recipients (already available in the student life-cycle) available for communication. |
| Mailing Lists | Create and manage mailing lists by grouping recipients for bulk email communication. |
| Message Lists | Create and manage message lists by grouping recipients for bulk email communication. |
| Groups | Organize recipients into logical groups for easier communication management. |
| Logs | View detailed logs of email activities, including communication history and delivery records. |
| Settings | Configure module-level settings related to the CCS communication system. |
Settings
The Settings section allows the CCS Administrator to configure the communication services used by the CCS. From this section, administrators can manage the Mail Server, SMS Gateway, and SMS Templates, which are essential for sending emails and SMS notifications through the portal.
To access the configuration, click the Settings menu from the left navigation panel. The page displays the following configurable components:
| Setting | Description |
|---|---|
| Mail Server | Configure SMTP servers used for sending emails from the application. |
| SMS Gateway | Configure SMS gateway providers used to deliver SMS notifications. |
| SMS Template | Create and manage SMS templates that are sent for various system events. |
1. Mail Server Setting
The Mail Server section allows administrators to configure one or more SMTP servers that the CCS module uses for sending emails.
Configuring a Mail Server is optional. Even if no mail server is configured by the institution, the CCS module can still send emails using the default
noreply@samarth.edu.inSMTP server that is pre-configured within the application. This default mail server ensures that email communication remains functional without requiring any additional SMTP configuration.Institutions may configure their own Mail Server by clicking on “Add Mail Server” button, if they prefer to send emails from their official domain or require institution-specific SMTP settings. Once configured and activated, the institution’s mail server can be used for outgoing email communication instead of the default Samarth mail server.
Following functions can be performed here.
| Component | Description |
|---|---|
| Add Mail Server | Opens the configuration form to register a new SMTP mail server. |
| Search Filters | Filter mail servers using Server Name, IP Address, Username, Encryption Type, Health Status, and Active Status. |
| View | View complete details of the selected mail server configuration. |
| Edit | Modify the existing mail server configuration. |
2. SMS Gateway Setting
The SMS Gateway section is used to configure the SMS service provider through which the application sends SMS notifications to users.
To enable SMS functionality, the Institution must procure an SMS service from a SMS service provider/vendor. After obtaining the SMS credentials (commonly referred to as the SMS Kit), the Institution must share the complete kit with the Samarth Team for integration into the application.
The SMS Gateway integration is performed only by the Samarth technical team. Once the integration is completed, the Institution is responsible for testing the configured SMS gateway by sending test SMS messages and verifying successful message delivery. This validation ensures that the gateway has been configured correctly and is ready for use in the live environment.
The SMS Gateway section also allows administrators to view the configured gateway details, monitor its operational status, and perform test SMS operations whenever required.
Note:
- The SMS Gateway cannot be configured directly by the Institution from the CCS module.
- The Institution must obtain the SMS Kit from its preferred SMS service provider and share it with the Samarth Team for integration.
- SMS services will become operational only after the gateway has been successfully integrated and activated by the Samarth technical team.
- After integration, the Institution should verify the configuration by using the Test SMS Server option before using SMS notifications in the production environment.
3. SMS Template Setting
The SMS Template section allows administrators to configure reusable SMS messages that can be sent during different events, such as joining messages, welcome messages, or other notifications.
Templates can be updated without changing the application code, ensuring consistency in all outgoing SMS communications. Following components are available in this setting:
| Component | Description |
|---|---|
| Create SMS Configuration Template | Create a new SMS configuration template by entering the required details, such as the System Message, DLT Template ID, Sender ID/Name, and Message Body. Ensure that the SMS template is approved and whitelisted by the SMS service provider before configuring it in the application. Only whitelisted templates can be used for sending SMS notifications successfully through the configured SMS Gateway. |
| Search Filters | Search templates by System Message, Template ID, Name, or Message Body. |
| Edit | Modify an existing SMS template. |
| View | View complete template details. |
Note:
- At least one active Mail Server must be configured before emails can be sent.
- At least one active SMS Gateway must be configured before SMS notifications can be delivered.
- SMS Templates should correspond to the approved templates registered with the SMS service provider to ensure successful message delivery.
- It is recommended to periodically test both the Mail Server and SMS Gateway configurations after any changes are made.
Employees Section
The Employees section allows the CCS Administrator to view and manage the employee records available in the Core Communication System (CCS). This section acts as the primary repository of employee information used for institutional email and SMS communications.
Administrators can search and filter employee records using multiple criteria, select individual or multiple employees, create recipient groups, and send bulk email communications. This section provides following actions for selected employees or filtered employee records.
| Component | Description |
|---|---|
| Compose Message | Opens the communication window to send a message to the selected employees. The administrator can choose to send the message to either the selected employee records or all employees matching the applied filters. |
| Compose Mail | Opens the email composition window for sending emails to employees. The administrator can choose between sending emails to the selected employee records or all filtered employee records. |
| Add To Group | Adds the selected employees to an new/ existing recipient group for future communications. |
| Filter | Opens advanced filtering options to search employees using multiple attributes. |
| Employee List | Displays all employee records available in the CCS module. |
| Selection Checkbox | Allows the administrator to select one or more employee records for bulk operations. |
Compose Message:
The Compose Message button is used to send communications to employees.
When clicked, two options are available:
| Option | Description |
|---|---|
| Selected | Sends the message only to the employees selected using the checkboxes. |
| All Filtered | Sends the message to all employee records that satisfy the currently applied search or filter criteria. |
This option is useful for sending targeted communications without manually selecting every employee.
Compose Mail:
The Compose Mail feature allows administrators to send bulk email communications.
The following options are available:
| Option | Description |
|---|---|
| Selected | Sends the email only to the selected employee records. |
| All Filtered | Sends the email to all employees displayed after applying filters. |
Filter Employees:
Administrators can search employees using one or more of the following filters:
- Employee ID/Code
- Employee Name
- Type of Employee
- Nature of Employment
- Organization Unit
- Social Category
- PWD Status
- Blood Group
- Nationality etc.
Multiple filters can be applied simultaneously to narrow down the employee list.
Add to Group:
The Add To Group option allows administrators to organize employees into communication groups.
After selecting one or more employee records:
- Click Add To Group.
- Select an existing group or create a new group.
- Save the changes.
The selected employees become members of the chosen group and can later be contacted together using the Groups module.
Students Section
The Students section allows the CCS Administrator to view and manage student records available in the Core Communication System (CCS). This section serves as the central repository of student information used for institutional email and SMS communications.
Administrators can search students using multiple academic and personal attributes, select individual or multiple students, create recipient groups, and send bulk messages or emails. The module also provides options to communicate with either selected students or all students matching the applied filters. This section provides following actions for selected students or filtered student records.
| Component | Description |
|---|---|
| Compose Message | Opens the communication window to send messages to students. The administrator can choose to send messages to either the selected student records or all students matching the applied filters. |
| Compose Mail | Opens the email composition window to send emails to students. The administrator can choose between sending emails to selected student records or all filtered student records. |
| Add To Group | Adds the selected students to an existing/ new communication group for future messaging. |
| Student List | Displays all student records available in the CCS module. |
| Selection Checkbox | Allows administrators to select one or more student records for bulk communication or grouping. |
Compose Message:
The Compose Message option allows administrators to send SMS or system messages to students.
When selected, the following options are available:
| Option | Description |
|---|---|
| Selected | Sends the message only to the student records selected using the checkboxes. |
| All Filtered | Sends the message to all students matching the currently applied search or filter criteria. |
This feature is useful for sending announcements or notifications to a specific group of students without manually selecting each record.
Compose Mail:
The Compose Mail option allows administrators to send email communications to students.
The following options are available:
| Option | Description |
|---|---|
| Selected | Sends emails only to the selected student records. |
| All Filtered | Sends emails to every student matching the currently applied filters. |
Search and Filter Students:
Administrators can search and filter student records using one or more of the following fields:
- Student Name
- Academic Year
- Enrollment Number
- Roll Number
- Programme
- Organizational Unit
- Term
- Term Type
- Section Name
- Gender
Multiple filters can be applied simultaneously to locate a specific group of students for communication.
Add to Group:
The Add To Group feature enables administrators to organize students into communication groups for easier management of recurring communications.
To add students to a group:
- Select one or more student records using the checkboxes.
- Click Add To Group.
- Select an existing communication group or create a new one.
- Save the changes.
The selected students are added to the chosen group and can subsequently receive communications as part of that group.
Mailing Lists Section
The Mailing Lists section enables the CCS Administrator to create and manage custom mailing lists for bulk email communication. A mailing list is a collection of email recipients (usaully external to the Institutions) that can be reused for sending communications without selecting recipients individually each time.
Recipients can be added manually by importing an Excel file, allowing institutions to maintain mailing lists containing both internal and external email addresses. Once a mailing list has been created and populated, administrators can send bulk emails to all members of the list with a single action.
The Mailing List Dashboard displays the following:
| Component | Description |
|---|---|
| Create Mailing List | Creates a new mailing list by specifying a unique mailing list name. |
| Show Archive | Displays deleted mailing lists, if any. |
| Search | Search mailing lists by their name. |
| Import List | Import recipients into the selected mailing list using an Excel file. |
| View | View all members of the selected mailing list. |
| Delete | Delete the selected mailing lists that are available in the “Show Archive” section after deletion. |
How to Create a Mailing List?
The Create Mailing List button allows administrators to create a new recipient list.
Steps:
- Click Create Mailing List.
- Enter a unique mailing list name.
- Save the mailing list.
- Import recipient details into the newly created list.
How to import data in the Mailing List?
The Import List option allows administrators to upload recipient details in bulk. To import recipients into a mailing list:
- Open the required mailing list.
- Click Import List.
- Click Download Excel Format to download the sample template.
- Enter recipient details in the downloaded Excel sheet.
- Save the file in Excel (.xlsx) format.
- Upload the file using either:
- Browse File From Computer, or
- Drag & Drop.
- Click Upload The File.
- The recipients are added to the selected mailing list.
Excel Template:
The imported Excel file generally contains the following fields:
| Field | Description |
|---|---|
| Email address of the recipient. This is the mandatory field used for sending emails. | |
| Add Info 1 | Optional additional information associated with the recipient. |
| Add Info 2 | Optional additional information associated with the recipient. |
| Add Info 3 | Optional additional information associated with the recipient. |
How to send emails using the Mailing List?
To send the emails using the Mailing Lists, follow the following steps:
- Select the View button available against the created mailing list to open the list of recipients associated with the selected mailing list.
- Click Compose Mail – All button avaialable at the top right hand side corner to send an email to every recipient available in the selected mailing list.
- The following details are required to be filled-in before sending the emails:
| Component | Description |
|---|---|
| Subject* | Mandatory field for entering the subject of the mail. |
| CC | Optional field for entering email addresses of recipients to whom a copy of the mail should be sent. |
| BCC | Optional field for entering email addresses of recipients who should receive a blind copy of the mail. |
| Reply To | Optional field for specifying the email address to which recipients should send their replies. |
| Rich Text Editor | Provides formatting options for composing the message using rich-text formatting. |
| Plain Text Content* | Mandatory field for entering the plain-text version of the message. |
| Upload | Allows the administrator to attach a file of upto 2 MB to the mail. |
| Template Variables | Button available at the top-right corner that allows the administrator to access and use predefined template variables in the mail. Template variables can be used to create dynamic mails where certain values can be automatically populated based on the available recipient or system information. |
| Cancel | Cancels the mail composition process without sending the mail. |
| Send | Sends the composed mail to the intended recipients. |
How to Delete a member from the Mailing List?
Administrators can remove one or more recipients from the mailing list.
To delete recipients:
- Select the required recipient(s) from the mailing list using the checkbox.
- Click Delete Selected.
- Confirm the deletion.
Only the selected recipients are removed from the mailing list; the mailing list itself remains intact.
Note:
- Mailing lists are independent of the Students and Employees modules and can include any valid email address.
- The Email field is mandatory while importing recipient data.
- The additional information fields (Add Info 1, Add Info 2, and Add Info 3) are optional and can be used to store any supplementary information required by the institution.
- It is recommended to download and use the provided Excel template before importing recipient data to ensure the correct file structure and avoid import errors.
- Bulk emails sent using Compose Mail – All are delivered to all recipients currently available in the selected mailing list.
Message Lists Section
Message lists are usually created for those who are not directly associated with the institution. An SMS can be sent to such individuals using this feature. Message lists are managed through the Message Lists section and shows the following components:
| Component | Description |
|---|---|
| Create Message List | Button available at the top-right corner that allows the administrator to create a new message list. |
| Name | Displays the name assigned to each message list. |
| Search/Filter Field | A text box available below the Name column that allows the administrator to search or filter message lists based on their name. |
| No. of Members | Displays the total number of members/recipients currently associated with each message list. |
| Import | Provides an Import List button for each message list. The administrator can use this option to import member/recipient details into the selected list. |
| View | The eye icon available at the right side of each record allows the administrator to view the members associated with the respective message list. |
How to Create a Message List?
The Create Message List button allows administrators to create a new recipient list.
Steps:
- Click Create Message List.
- Enter a unique message list name.
- Save the mailing list.
- Import recipient details into the newly created list.
How to import data in the Message List?
The Import List option allows administrators to upload recipient details in bulk. To import recipients into a message list:
- Open the required message list.
- Click Import List.
- Click Download Excel Format to download the sample template.
- Enter recipient details in the downloaded Excel sheet.
- Save the file in Excel (.xlsx) format.
- Upload the file using either:
- Browse File From Computer, or
- Drag & Drop.
- Click Upload The File.
- The recipients are added to the selected message list.
Excel Template:
The imported Excel file generally contains the following fields:
| Field | Description |
|---|---|
| Mobile | Mobile number of the recipient. This is the mandatory field used for sending messages. |
| Add Info 1 | Optional additional information associated with the recipient. |
| Add Info 2 | Optional additional information associated with the recipient. |
| Add Info 3 | Optional additional information associated with the recipient. |
How to send messages using the Message List?
To send the messages using the Message Lists, follow the following steps:
- Select the View button available against the created message list to open the list of recipients associated with the selected message list.
- Click Compose Message – All button avaialable at the top right hand side corner to send a message to every recipient available in the selected message list.
- Select the System Message ID (already added in the SMS Template setting ) from the dropdown.
- Click on the send button.
| Component | Description |
|---|---|
| System Message Id* | Mandatory field used to enter the unique identifier of the system message that has already been configured in the SMS Template Setting of the CCS Module. |
| Cancel | Closes the dialog and cancels the current operation. |
| Send | Submits the entered System Message ID and proceeds with the message-sending process. |
Note:
- Message lists are independent of the Students and Employees modules and can include any valid mobile number.
- The Mobile field is mandatory while importing recipient data.
- The additional information fields (Add Info 1, Add Info 2, and Add Info 3) are optional and can be used to store any supplementary information required by the institution.
- It is recommended to download and use the provided Excel template before importing recipient data to ensure the correct file structure and avoid import errors.
Groups Section
This section in the CCS Module allows administrators to create and manage groups of Employees and Students. Groups can be used to organize users and facilitate targeted communication or other group-based operations within the system.
The Groups section displays the groups that have been created in the system.
| Component | Description |
|---|---|
| Create Groups | Button available at the top-right corner to create a new group. |
| Name | Displays the name assigned to the group. A search field is available below this column to filter groups by name. |
| Module Name | Displays the module/user category (Employee or Student) with which the group is associated. A filter is available to select a particular type. |
| Description | Displays the description provided for the group. A search field is available to filter groups based on their description. |
| Actions | Provides options to view, edit, manage members, and delete the respective group. |
| Show Archive | Toggle option that allows the administrator to view archived groups that have been deleted. |
How to create a group?
The Create Groups button allows the administrator to create a new group. While creating a group, the administrator can provide the relevant group information, such as:
| Component | Description |
|---|---|
| Name* | Mandatory text field used to enter the name of the group. |
| Module Name* | Mandatory drop-down field used to select the module with which the group will be associated. The group can be created for either Employee or Student. |
| Description* | Mandatory text field used to provide a description of the group. |
| Save | Button used to save the group after entering all the required information. |
Once the group is created, it becomes available in the Groups listing.
Group Actions
The Actions column provides multiple operations for each group.
| Action | Description |
|---|---|
| View | Allows the administrator to view the details of the selected group. |
| Edit | Allows the administrator to modify the existing group information. |
| Manage Members | Allows the administrator to manage the users/members associated with the selected group. |
| Delete | Allows the administrator to delete the selected group. The deleted groups can be viewed using the Show Archive toggle button. |
How to send Messages and E-mails using a Group?
The Group functionality in the CCS Module allows administrators to communicate with all members of a selected group through email or message. Once a group is opened, the system displays the members associated with that group along with their relevant details.
The group member screen provides two communication options:
- Compose Mail - All: This functionality allows the administrator to compose an email that can be sent to all members of the selected group.
- Compose Message - All: This functionality allows the administrator to select a message that can be sent to all members of the selected group.
- Delete: Allows the administrator to remove the selected member from the group.
Logs Section
The Logs section in the CCS Module provides a centralized record of communication activities performed through the system. It allows administrators to monitor mail/SMS-related activities, review responses, filter log records, and export the available log data.
The Logs section consists of the following:
| Component | Description |
|---|---|
| User Type | Displays the type/category of the user associated with the communication activity. |
| Name | Displays the name of the user associated with the log record. |
| User Email | Displays the email address of the user/recipient. |
| User Mobile | Displays the mobile number associated with the user/recipient. |
| Mail/Sms | Indicates whether the communication activity was performed through Mail or SMS. |
| Message | Displays the message/content information associated with the communication activity, where available. |
| Mail Response | Displays the response/status received for the mail communication, where available. |
| Sms Response | Displays the response/status received for the SMS communication, where available. |
| Provides a View option to view the relevant mail details/content. The administrator can click View to access the details associated with the particular mail communication. This can be useful for reviewing the communication record and verifying the details of a mail that was processed through the system. | |
| Created At | Displays the date and time when the communication log was created. |
| Export | Button available at the top-right corner that allows the administrator to export the available log records. |
| Search and Filter Options | The Logs page provides filter/search fields below the column headings. These fields can be used to locate specific communication records. |
How to Export Logs?
The Export option allows the administrator to export communication log records for a specific date range. The administrator can select the required period, provide a reason for exporting the data, and generate the export using the Export button.
| Component | Description |
|---|---|
| Select From Date | Date field used to specify the starting date of the period for which the logs need to be exported. |
| Select To Date | Date field used to specify the ending date of the period for which the logs need to be exported. |
| Reason* | Mandatory text field used to provide the reason for exporting the log data. |
| Export | Button used to initiate the export of the logs based on the selected date range and provided reason. |
Note: The From Date and To Date fields can be left blank if all available records are required to be exported. If both date fields are left empty, the system will export all available logs.
FAQs
Q1. What communication channels are available in the CCS Module?
Answer: The CCS Module supports communication through Email and SMS.
Q2. What is a Message List?
Answer: A Message List is a collection of recipients maintained for communication purposes. Members can be added to the list and can subsequently be used for sending messages.
Q3. Can a member be removed from a Group?
Answer: Yes. The Delete option available under the Actions column allows the administrator to remove the selected member from the group.
Q4. Does deleting a member from a Group delete the user’s record from the system?
Answer: No. The Delete option removes the member’s association with the selected group. It does not necessarily delete the underlying employee or student record from the system.
Q5. What happens after a member is removed from a Group?
Answer: The removed member will no longer be part of that group’s membership and will not be included in subsequent group-based communication sent through that group.
Q6. Can an email be sent to all members of a Group?
Answer: Yes. The Compose Mail - All option allows the administrator to compose and send an email to all members of the selected group.
Q7. Can attachments be added while composing a mail/message?
Answer: Yes, where supported, an attachment can be added through the Upload option. The displayed compose interface indicates that supported formats include JPG, JPEG, PNG, and PDF, with a maximum file size of 2 MB.
Q8. Can a message be sent to all members of a Group?
Answer: Yes. The Compose Message - All option allows the administrator to compose and send a message to all applicable members of the selected group.
Q9.What is the System Message Id?
Answer: The System Message Id is a mandatory field used to enter the unique identifier of the system message that has already been added in the SMS Template Setting of the CCS Module.
Q10. What is the purpose of the Template Variables option?
Answer: The Template Variables option is available while composing a message and can be used to work with predefined variables supported by the communication template.
Q11. What is the purpose of the Logs section?
Answer: The Logs section maintains records of communication activities performed through the CCS Module. It helps administrators monitor and review mail/SMS communication.
Q12. Can communication logs be searched or filtered?
Answer: Yes. Search/filter fields are available below the column headings and can be used to locate specific communication records.
Q13. Can communication logs be exported?
Answer: Yes. The Export functionality allows administrators to export communication logs.
Q14. Can logs be exported for a specific date range?
Answer: Yes. The administrator can specify: Select From Date and Select To Date to define the period for which the logs are required.
Q15. Is it mandatory to select From Date and To Date?
Answer: No. The From Date and To Date fields can be left blank if all available records are required to be exported.
Q16. What happens if both date fields are left blank?
Answer: If both From Date and To Date are left blank, the system will export all available logs.
Q17. Is providing a reason mandatory while exporting logs?
Answer: Yes. The Reason field is mandatory and must be filled before the logs can be exported.
Q18. Why is the Reason field required?
Answer: The Reason field records the purpose for which the communication logs are being exported, such as audit, reporting, record keeping, or administrative review.
Q19. What is the purpose of the Show Archive option?
Answer: The Show Archive toggle allows the administrator to view groups that have been deleted/archived.
Q20. Can a deleted Group be viewed later?
Answer: Yes. Deleted groups can be viewed by enabling the Show Archive toggle button.
Quick Reference
| Functionality | Purpose |
|---|---|
| Create Message List | Creates a new recipient/message list. |
| Import List | Imports members/recipients into a Message List. |
| View Message List | Displays members associated with a Message List. |
| Create Groups | Creates a new user group. |
| Compose Mail - All | Sends an email to all members of the selected Group. |
| Compose Message - All | Sends a message to all applicable members of the selected Group. |
| Delete Member | Removes a selected member from the Group. |
| Show Archive | Displays deleted/archived Groups. |
| Logs | Displays communication activity records. |
| View Mail | Allows the administrator to review mail details. |
| Export Logs | Exports communication logs. |
| From/To Date | Restricts the log export to a particular period. |
| Reason | Captures the purpose of exporting logs and is mandatory. |