9.2 Checklist Process

Purpose:  Use this document to manage checklist items in ctcLink.  These items are assigned to a specific checklist; items can be assigned to multiple checklists.

Audience:  Campus Solutions staff

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

  • ZC CC 3Cs Config
  • ZZ CC 3Cs Config

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

The  Checklist Item Table defines and manages items available for checklists, and it is also used to configure Checklist Items to appear in Fluid Self Service as a "To-Do" list.

Please consider starting the description line of your Checklist item with identifying information indicating your institution (LCC, OC, Peninsula, and so on). This will assist them by more easily distinguishing between items.

 To view inserted information, click the caret " > " on the left side of each checkbox.  

The Checklist Item Table establishes and manages items for checklists.

Checklist Item Table

Navigation:  NavBar > Navigator > Campus Community > Checklists > Set Up Checklists > Checklist Item Table

Navigation:  NavBar > Navigator > Set Up SACR > Common Definitions > Checklists > Checklist Item Table

  1. The Checklist Item Table search page displays.
  2. Select the Add a New Value tab.
  3. Enter Checklist Item Code following the 3C naming convention.
    1. Checklist Items are institution-specific; therefore, the 3Cs set up must follow 3Cs naming conventions. Naming conventions for checklist items follow the 6 character naming convention found in the 9.2 3C Configuration-Campus Solutions 3Cs and Message Center Naming Conventions.
  4. Select Add.
Checklist Item Table Add a New Value tab
  1. The Checklist Item Table page displays.
  2. Enter Effective Date – date checklist created.
  3. Enter Status – select the appropriate status –usually “Active.”
  4. Enter Checklist Code Descr – full-text description.
  5. Item Association – select the appropriate association or leave it blank. The Item Association you select here is used on checklist management pages when you assign checklists to IDs and several automated processes.
  6. Enter Short Description.
  7. Enter Comments – comments for the checklist item are viewable to students on their Tasks tile on the ctcLink Student Homepage.
Checklist Item Table page
  1. Fluid Field Display (Optional) -Set up optional fields for Fluid User Interface.
    1. Checkboxes - Choose the Fluid Field Display option(s) to use the Display Checklist Items functionality on the Checklist Table.
The image displays the Fluid Field Display panel.
  1. Select Save to save the Checklist Item Code.
The image highlights selecting the SAVE button in the lower-left corner of the page.
Add an Action Button

By clicking on an Action Button, a student will be directed to another Fluid Student Self-Service page to complete the requested task.

  1. Action Button Label - Name the action button (e.g., Upload Documents).
The action button label is populated with the label name Upload Documents
  1. Navigate to the page where the student should perform the action.
The additional resources upload documents page displays
  1. In Chrome, enter CTRL+SHIFT+J shortcut keys  (or CTRL+SHIFT+C and PSChrome Extension)
The page, component, and menu is highlilghted
  1. In the Fluid Field Display panel (Checklist Item Table), input or look up the Menu Name, Component Name, and Page Name from the step above.
The Checklist Item Table page is populated with the menu, component, and page names
  1. Select Save.

The GIF below demonstrates the student's Action Button interaction.

Connect checklist items with administrative functions.

Checklist Item Functions Table

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

  • ZC CC 3Cs Config
  • ZD CC 3Cs Config
  • ZZ CC 3Cs Config

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

Use the Checklist Item Functions Table to associate the Checklist Item Code(s) with an Administrative Function(s).  This will make the Checklist Items available for selection from the Item Code field on the Checklist Table page.

Administrative functions are connected to other data in the system.  For example, a student's specific admissions application or a specific program plan stack.  For more information on administrative functions and what variable data is connected to these functions, please review the 3C Communications: Administrative Functions QRG.

Navigation:  NavBar > Navigator > Campus Community > Checklists > Set Up Checklists > Checklist Item Functions Table

Navigation:  NavBar > Navigator > Set Up SACR > Common Definitions > Checklists > Checklist Item Functions Table

  1. Enter the Administrative Function (e.g., ADMA, STRM, or GEN) you want to associate with your new Checklist Item and select Search. The Checklist Item Functions Table page will display.
Checklist Item Table
  1. The Checklist Item Functions Table displays. Scroll to the bottom of the page and select Add.
Checklist ITem Functions Table
  1. Start typing in the Checklist Item Code field to select the new Checklist Item.  Tab out of the field to display the Description.  
Checklist Item Code Description
  1. Select Save.
The image highlights the Save button on the Checklist Item Functions Table

Following the connection of checklist items to administrative functions, the grouped items are attached to the respective checklist code on the Checklist Table. If a checklist code is assigned to a student, the system assigns individual items within the checklist.

Checklist Table

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

  • ZC CC 3Cs Config
  • ZD CC 3Cs Config
  • ZZ CC 3Cs Config

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

Use the Checklist Table to create and manage Checklists.

Navigation:  NavBar > Navigator >Campus Community > Checklists > Set up Checklists > Checklist Table

Navigation:  NavBar > Navigator > Set Up SACR > Common Definitions > Checklists > Checklist Table

  1. From the Checklist Table search page, select Add a New Value.
Checklist Item Table Add a New Value tab
  1. In the Detail section of the Checklist Table page, populate the following fields:
    1. Effective Date – date of the checklist creation.
    2. Description – enter a description that matches the description created in the previous section.
    3. Short Description – enter a short description that matches the short description in the previous section.
    4. Function – select the appropriate function by clicking on the lookup icon.
    5. Checklist Type – select the checklist type.
    6. Display in Self Service – select the checkbox to allow students to view this checklist item in Self Service.
    7. Due Days – Select the appropriate number of days the checklist item is due from the date of assignment.
    8. Due Date – Enter the appropriate Due Date (Optional).
    9. Tracking Group – SBCTC is not configured for tracking groups.
    10. In the Item List section populate the following fields:
      1. Sequence – the appropriate Sequence number (Currently SBCTC is using 100 for all checklist items).
      2. Item Code – enter or use the lookup tool to select the Item Code for the Checklist created.
      3. Default Due Date – SBCTC is not using default due dates at this time.
      4. Due Days – enter the Due Days from the Detail section in the previous step.
      5. Comm Key  – SBCTC is not using Communication Key at this time.
    11. Display Checklist section is only used for the Fluid User Interface.
      1. The grid only appears if the Display in Self Service check box in the Detail Section is selected.
      2. Select Item Status value(s) from the drop down lists.  
        1. Note: This setup determines if these checklist items appear in the To Do List if Status values are defined at the Checklist level. If Status values are not defined for the checklist then the setup at institution-level determines which items to display. This option is applicable to items not set to Hide.
Checklist Table Detail Section
  1. Select Save.

3C Group Security grants access to the checklists.

Checklist 3C Group

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

  • ZC CC 3Cs Config
  • ZD CC 3Cs Config
  • ZZ CC 3Cs Config

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

3C Groups are part of a row level security that is assigned to a specific user. Users will have access to all of the Checklist Codes that are assigned to a 3C Group. For more information on Checklist 3C Groups and what variable data is connected to these functions, please review the Checklist 3C Groups QRG.

Navigation:  NavBar > Navigator > Campus Community > Checklists > Set up Checklists  > Checklist 3C Groups

Navigation:  NavBar > Navigator > Set Up SACR > Common Definitions > Checklists > Checklist 3C Group

  1. Enter the Academic Institution and newly created Checklist Code and select the Search button.
Checklist 3C Groups search page
  1. Enter or look up the user Group(s) to work with this Checklist Item.  Select the Add button to add additional Groups
  2. Select Save to save your work.
Add UPdate/Inquiry Group page
  1. Process complete.
Added Checklist to student To do's

You are done. Great job!

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