Communications - Running 3C Engine to Assign Communications

⚠️This QRG reflects future updates that will be implemented on 10/10/26.  

Purpose: Use this document as a reference for running 3C engine in ctcLink.

Audience: College staff responsible for maintaining student information.

You must have at least one of these local college managed security roles:

  • ZC CC 3Cs User
  • ZZ CC 3Cs User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

You must also set these SACR Security permissions:

The 3C engine process must be run or scheduled for the 3C item to be assigned to the user, unless the item is assigned manually to an individual user.

Expand or collapse content 3C Engine Parameters Tab

Navigation: Campus Community > 3C Engine > Run 3C Engine

Process 3Cs

  1. The 3C Engine Run Control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
  3. NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the  step; because of this, including your institution code and a short  process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
  4. On the 3C Engine Parameters tab, select one of the Process 3C's parameters:
    • Population Selection - A query, external file, or equation can be used to identify students.
    • Trigger Table - This selection requires the user to setup of a 3C Engine Trigger; please review the QRG 3C Engine -Trigger Definitions.
    • Mass Change - This selection requires the setup of a Mass Change definition.

*Note: After selecting options under Process 3Cs, additional options become available. Contact an administrator for additional assistance in determining what data and tools to select.

Process Join Records

  1. ctcLink  Campus Solutions enables you to communicate jointly with individuals at a common address rather than producing separate communications for each individual. For example, you can invite a married couple or two roommates to an event by sending a single invitation to their joint address.
    • No - Select this option if you do not want to apply joint communication rules to this process.
    • All Joint IDs - Select this option to apply joint communication rules and include all communications set to enable joint communications.
    • If a match exists - Select this option to apply joint communication rules and include joint communications only when dates in the variable data fields match.

Event Selection

  1. Enter or look up the Academic Institution.
  2. Enter the correct Administrative Function.
  3. Enter or lookup the Event ID for the appropriate communication--Example:  "ACAADMACP" for Gen Admissions Accpt.

Population Selection

  1. Selection Tool. Select Equation Engine, External File, or PS Query.
  2. Query Name. The value is determined by the selection tool used. Edit query prompts if applicable.
  3. Select the Preview Selection Results link to view selection results.

Video Tutorial

Below is a video demonstrating the steps described above; audio is not included. Select the "Play" icon to start the video.

Expand or collapse content View Tutorial Via Panopto

View the external link to 3C Engine Parameters. This link will open in a new tab/window.

Expand or collapse content Manage Duplicate Assignment Tab

The Manage Duplicate Assignment tab prevents duplicate checklists and communications from being assigned. This set up looks at all of the students in your population selection query/ file AND also looks to see if they have been assigned a communication with matching variable data. If they haven not been assigned a communication with matching variable data, the 3C Engine will assign it when it runs.

This is the recommend setup for almost all 3C Engine processes because it makes it easier to assign communications only to those students who have not been assigned a communication yet, without having to manage complicated population selection query/ file. Additionally, it prevents unwanted duplicate communication assignments.

This will not work if you’re communication uses the GEN administrative function. GEN does not have any variable data. If you’re using GEN, use a population selection query/ file that only lists the students who need your communication.

  1. The Manage Duplicate Assignment tab displays.
  2. Check Duplicate Communication – Select this checkbox to have the 3C Engine check for previously assigned duplicate communications.
  3. Variable Data – Select how variable data should be used when checking for duplicate communications:
    • Match – Prevents the communication from being assigned when the same communication already exists with matching variable data.
      • Example: A student has already received an admission letter for an application. The same admission letter will not be assigned again for that application. If the student submits a second application, the student would receive another admission letter because the variable data identifies it as a different application.
    • Do Not Match – Prevents the communication from being assigned when the same communication already exists and the variable data is different.
      • Example: A student has already received an admission letter. If the student submits a second application, the student would not receive another admission letter because the process recognizes that the communication has already been assigned, regardless of the application.
  4. Communication Status – Select the communication status to include when checking for duplicates:
    1. Completed – Prevents assignment when the matching communication has a Completed status.
      • Example: An admission letter has already been assigned and processed through Communication Generation, and its status is Completed. Used with the selected Variable Data option, the 3C Engine can prevent another admission letter from being assigned for the applicable application.
    2. Not Completed – Uses communications that have not been completed when checking for duplicates.
      • Example: An admission letter has already been assigned, but its status is Not Completed. Used with the selected Variable Data option, the 3C Engine determines whether another admission letter can be assigned.
  5. Check Duplicate Checklist – Select this checkbox to have the 3C Engine check for previously assigned duplicate checklists.
  6. Variable Data – Select how variable data should be used when checking for duplicate checklists:
    • Match – Prevents the checklist from being assigned when the same checklist already exists with matching variable data.
      • Example: A student already has an admissions checklist for an application. The same checklist will not be assigned again for that application. If the student submits a second application, the student would receive another checklist because the variable data identifies it as a different application.
    • Do Not Match – Prevents the checklist from being assigned when the same checklist already exists and the variable data is different.
      • Example: A student already has an admissions checklist. If the student submits a second application, the student would not receive another checklist because the process recognizes that the checklist has already been assigned, regardless of the application.
  7. Checklist Status – Select the checklist status to include when checking for duplicates:
    • Completed – Prevents assignment when the matching checklist has a Completed status.
      • Example: A student has an admissions checklist that has been completed. Used with the selected Variable Data option, the 3C Engine can prevent another admissions checklist from being assigned for the applicable application.
    • Initiated – Uses matching checklists with an Initiated status when checking for duplicates.
      • Example: A student has an admissions checklist that has been initiated but not completed. With the selected Variable Data option, the 3C Engine determines whether it can assign another admissions checklist.
  8. Check Duplicate Comments – Select this checkbox to have the 3C Engine check for previously assigned duplicate comments. Selecting the checkbox enables the Additional Conditions to Prevent Duplicate Comment section.
  9. Variable Data – Select how variable data should be used when checking for duplicate comments:
    • Match – Prevents a new comment from being assigned when an existing comment has the same key information and matching variable data.
    • Do Not Match – Prevents a new comment from being assigned when an existing comment has the same key information and the variable data is different.
  10. Select Save to save the duplicate assignment settings.
  11. Select Run in the top-right corner of the page. Please refer to the Process Scheduling QRG for instructions.
  12. Complete the process with Communication Generation.
  13. Process complete.
Run 3C Engine page showing duplicate assignment settings for communications, checklists, and comments.

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