CS Search/Match in ctcLink
Purpose: This document guides the use of the Search/Match functionality in PeopleSoft (ctcLink) to locate existing records for people and organizations before creating new ones.
Audience: Campus Community staff
You must have at least one of these local-college managed security roles:
- ZC CC Personal Info Student
- ZD CC Personal Info Student
- ZZ CC Personal Info Student
- ZZ CC Pers Info NID Update
- ZC CC Personal Information
- ZD CC Personal Information
- ZZ CC Personal Information
- ZD FA Director
- ZD FA ISIR Data Mgmt
- ZZ FA ISIR Data Mgmt
- ZZ FA ISIR Processor
- ZC CS SEVIS
- ZD CS SEVIS
- ZZ CS SEVIS
- ZC AD App Entry
- ZD AD App Entry
- ZZ AD App Entry
- ZD CS Test Processing
- ZZ CS Test Processing
- ZC AD Prospect
- ZD AD Prospect
- ZZ AD Prospect
You must also set these SACR Security permissions:
If you need assistance with the above security roles or SACR settings, please contact your local college supervisor or IT Admin to request role access
Search/Match Requirement
- Navigate to Search/Match.
- Select Person as the Search Type.
- Choose PSCS_TRADITIONAL as the Search Parameter.
- Select Search. The Search Criteria page displays.
- Enter or look up (🔍) the Search Result Code: PSCS_TRAD_RESUL (CS_Person Traditional Results).
- Enter as much identifying information as possible: First/Last Name, Date of Birth, Gender, National ID (SSN), or Address.
Wildcard Search
In ctcLink, a wildcard search is a powerful tool that makes your searches more efficient.
- Try it: %search term%
- The % tells ctcLink, "I don't care about the words on this side or in this part of my search term, just find my search term."
For example, if you are unsure whether a last name is Peterson or Petersen, searching for Peters% will return both. This strategy also applies to Search/Match name fields. Be patient with the spinning circle—ctcLink is searching through all student records that meet your criteria.
- Review Search Results:
- Detail opens the Add/Update a Person page.
- Carry ID transfers the ID to your next page.
- The number displayed after Number of IDs Found might be less than the total count of search results displayed. This is because the search results might include the same ID number multiple times.
⚠️ Note: The Person Organization Summary link under the Additional Information tab connects to HCM and is only viewable by staff with HCM access. It is not required for Search/Match.
When to Use Ad Hoc Search
- An Ad Hoc Search allows users to bypass the institution’s predefined search standards to perform a customized search.
- This means users can choose their own operands (such as equals, contains, begins with) and determine how many characters to evaluate in the search field.
- When you need more flexibility (e.g., partial matches) than standard search dialogs allow. It should be used carefully and only when broader search criteria are needed.
- Navigate to Search/Match.
- Select the Ad Hoc Seach checkbox.
- Select Search.
- Choose an Ad Hoc Search Parameter (e.g., CS_Person Adhoc Search).
- For the first time using Search/March, a Search Result Code must be entered. Click the Default search result code link.
- The Default Search Result page displays.
- Enter or look up (🔍) the Search Result Code (e.g., CS_Person Traditional Results).
- Click the OK button.
- Enter criteria in fields. Use operators such as contains, begins with, equals, etc. Leave blank any you don’t want to filter on.
- Click Search.
- The system will display matching records (if any).
- Detail opens the Person Profile page.
- Carry ID transfers the ID to your next page.
- The number displayed after Number of IDs Found might be less than the count of search results displayed. This is because the search results might include the same ID number multiple times.
🔍 Example Comparison: Search Types in PeopleSoft
When to Search for Organizations
Organizations in PeopleSoft (such as high schools, colleges, and third-party entities) are assigned IDs, often called External Org IDs. These IDs are used throughout Campus Solutions:
- Transfer Equivalency Rules: Requires you to identify the external credit source.
- Student Financials: External Org IDs identify existing third-party contracts.
If you cannot locate an organization after performing a thorough search (names may be abbreviated or shortened), please submit a support ticket requesting the addition of a new External Organization via the request type: ctcLink Support > Campus Solutions > Organizations).
- Navigate to Search/Match.
- Select Organization as the Search Type.
- Open the search parameter options and choose PSCS_ORG_TRADNL.
- Select Search. The Search Criteria page displays.
- Enter the Search Result Code (e.g., PSCS_ORG_TRADNL) to display Organization IDs.
- Review results: You can view organizations by Order Number or ID.
- Another method for looking up organizations, but does not run Search/Match, is to navigate to the Organization Table (Campus Community > Organization > Create/Maintain Organizations > Organization Table).
- Always run Search/Match before creating new records.
- Use wildcards (%) when uncertain about spelling or formatting.
- Enter as much identifying information as possible to minimize false matches.
- Never create a duplicate record. Report possible duplicates to the CS Support team.
- For missing organizations, request new records through the SBCTC Service Desk.
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