Batch Update Program Action/Reason with External File

Purpose: Use this document as a reference for running the Update Program Action/Reason with an external file.

Audience:  Student Services/Admissions Staff

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

  • ZD AD App Entry
  • ZZ AD App Entry
  • ZC AD App Entry

Please get in touch with your local college supervisor or IT Admin to request role access if you need assistance with the above security roles.

Create or Access a Run Control ID

Navigation: Student Admissions >  Processing Applications > Update Applications > Update Program Action/Reason

  1. The Update Program Action/Reason search page displays.
  2. The 3C Engine Run Control ID search page displays.
  3. If you have run this process or report in the past, on the Find an Existing Value page, enter an existing Run Control ID or select the Search button. If this is the first time running this process or report, select the Add a New Value button to create a new Run Control ID and select the Add button.
  4. 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 follow the same process naming convention, but to have an unique identifier for each process. Therefore, including your institution code and a brief process description in the Run Control ID is recommended — e.g., WA220_BATCH_APP.

External File (BATCH_ADM_APPL File Mapping)

  1. On the Update Program Action/Reason page, locate the Population Selection panel.
  2. Select Selection Tool: External File from the drop-down list.

File Preparation

  1. Prepare a .csv file in Microsoft Excel with the following required column headers:
    • EMPLID
    • INSTITUTION
    • ACAD_CAREER
    • STDNT_CAR_NBR
    • ADM_APPL_NBR
    • APPL_PROG_NBR
  2. If any required fields are missing, the system displays an error message indicating incomplete file mapping.

File Upload and Mapping

  1. Select Upload File and attach your .csv file.
  2. Select the File Mapping lookup icon and choose BATCH_ADM_APPL.
  3. Select Preview Selection Results to verify formatting and confirm no blank rows exist.
  4. Select Return to continue.
Preview Selection Results
Important
📝The Create File Mapping and Edit File Mapping links are restricted to maintain system security and data integrity. Users may view or select existing public/private file maps. To request a new file map, submit a CS Support ticket including these five required fields (plus optional header):
  • EMPLID
  • INSTITUTION
  • ACAD_CAREER
  • STDNT_CAR_NBR
  • ADM_APPL_NBR
  • APPL_PROG_NBR

Program Action/Reason Setup

  1. Effective Date: Select the Use System Date checkbox.
  2. Institution: Enter or look up 🔍 your institution code.
  3. Program Action: Select the appropriate action (e.g., WADM – Withdraw Application).
  4. Action Reason: Optional. 💡Action reasons are institution-specific and can be requested via a CS Support ticket.
  5. Select the Run button at the top of the page.
Program Action Section

Run the Process

  1. On the Process Scheduler Request page:
    • Verify Process Name = SAD_APL_PRG.
    • Select OK.
  2. Select the Process Monitor link to view process progress.
  3. On the Process List page:
    • Ensure Run Status = Success and Distribution Status = Posted.
    • Use Refresh until the process completes successfully.
  4. Process complete.
Process Scheduler Request page

Verify Results

  1. Once complete, review the Maintain Applications > Application Program Data tab.
  2. Confirm the Program Action (e.g., WADM) and Action Reason (if applicable) are updated as expected.
Program Status Updated to WADM

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