9.2 Steps for Creating a New Checklist With Checklist Communication
Purpose: This document provides the steps and links to individual step QRGs for creating a checklist and communication from a checklist in ctcLink.
Audience: 3C and Communication builders
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.
Step 1: Create the checklist items associated with the checklist.
Navigation: NavBar > Navigator > Campus Community > Checklists > Set up Checklists > Checklist Item Table
Remember that all 3Cs set up must follow 3Cs naming conventions. Naming conventions for checklist items should follow the 6 character naming convention found in the 9.2 3C Configuration-Campus Solutions 3Cs and Message Center Naming Conventions.
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.
Step 2: Assign checklist items to an administrative function
Navigation: NavBar > Navigator > Campus Community > Checklists > Set up Checklists > Checklist Item Functions Table
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 Administrative Function QRG
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.
Step 3: Create the checklist by assigning all items to a new Checklist code.
Navigation: NavBar > Navigator >Campus Community > Checklists > Set up Checklists > 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.
Step 4: Assign 3C Group security (row level security) to the checklist.
Navigation: NavBar > Navigator > Campus Community > Checklists > Set up Checklists > Checklist 3C Groups
You must have at least one of these local college managed security roles:
- ZC CC 3Cs User
- ZD 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.
Step 5: The checklist is now created and available to use. Checklist can be assigned to students.
Navigation: NavBar > Navigator > Campus Community > Checklists > Person Checklists > Checklist Management - Person
Checklists Assigning and Managing Checklists and Checklist Items QRG
You must have at least one of these local college managed security roles:
- ZD HP Msg Center User
- ZZ HP Msg Center Config
- ZZ HP Msg Center User
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
This QRG will discuss two ways that communication populations can be selected for checklist communications.; external files and PeopleSoft Query.
- Queries can be created by campus query writers, or query requests, with detailed requirements, can be submitted in a ticket to the Data Services team
- External files must be saved in .csv format.
External File Creation:
Message Center Communications
- If using Merge fields in a Message Center message, those fields must be identified in query results or in the external file with header rows for each column. In the letter template submitted to ERP support, merge fields should be already placed in the document with the proper format. Example:
File Results Use the column header names with curly brackets "{{" and "}}" as bind variables within the message text.
Example: {{EMPLID}} will be replaced with the value associated to that column within the file.
- Message Center does not have the ability to manage duplicates in the generation process, therefore any files or queries must have duplicates removed or the student will receive the message multiple times.
- All queries or files must have a results column with the heading EMPLID or COMMON_ID.
- Unless using the administrative function GEN the query results or file must contain the variable data fields, in the send message page the system will identify the required columns for the selected letter in order for the letter to be successful so that users can validate their query prior to sending.
Navigation: NavBar > Navigator > HighPoint > Message Center > Processes > Send Messages
For Communication Generation Messages
- If merge fields are required for Communication Generation, those must be set as a part of the back end Communication data source. When requesting a new letter code for Communication Generation you will need to identify the merge fields needed so that the ERP support team can identify or create the correct data source for the merge fields. This should be submitted in the ticket for letter code creation.
- Student ID is required in all query results for Communication Generation.
- Queries for Communication generation must have the correct bind record to be used as a part of the 3C communication assignment process. The bind record for the Administrative function used can be found on the Administrative Functions QRG.
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.
Detailed steps on creating a new Message Center letter template can be found on the Message Center - Creating a New Message Template for Message Center QRG.
Step 1: Submit a CS Support ticket to request a new letter code. Include the message center template and any images for letter head or logos to be included in the message.
Step 2: If query is not already developed, request query creation, see details in section above.
Step 3: Set up Communication Context.
Navigation: NavBar > Navigator > Campus Community > Communications > Set up Communications > Communication Context Table
Step 4: Create/Update Communication Category
Navigation: NavBar > Navigator > Campus Community > Communications > Set up Communications > Communication Category Table
Step 5: If a new Category was created in Step 4, create the Communication 3C Group.
Navigation: NavBar > Navigator > Campus Community > Communications > Set up Communications > Communication 3C Groups
Step 6: Add/Update the Department and Regarding to be used for this message.
Navigation: NavBar > Navigator >HighPoint >Message Center > Setup > Departments and Regardings.
At this point the Message Center Communication can be run, use the Message Center - Sending Messages in Batch QRG.
Navigation: NavBar > Navigator > HighPoint > Message Center > Processes > Send Messages
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.
Detailed steps on creating a new Communication Generation Letter can be found on the Communication Set Up QRG.
Step 1: Submit an ERP support request for a new letter code. Include the .rtf template for the letter and identify the Administrative Function and any required merge fields for the letter template being provided.
Step 2: If the query is not already developed, request query creation; see details in the section above.
Step 3: Set up Communication Context.
Navigation: NavBar > Navigator > Campus Community > Communications > Set up Communications > Communication Context Table
Step 4: Create/Update Communication Category
Navigation: NavBar > Navigator > Campus Community > Communications > Set up Communications > Communication Category Table
Step 5: If a new Category was created in Step 4, create the Communication 3C Group.
Navigation: NavBar > Navigator > Campus Community > Communications > Set up Communications > Communication 3C Groups
Step 6: Create Communication Speed Keys.
Navigation: NavBar > Navigator > Campus Community > Communications > Set up Communications > Communication Speed Key Table
Step 7: Instruct the communication runner to update User defaults with a new communication speed key.
Navigation: NavBar > Navigator >Set Up SACR > User Defaults > Communication Speed Keys tab
Step 8: Create a 3C Engine Event.
Navigation: NavBar > Navigator > Campus Community > 3C Engine > Set Up 3C Engine > Event Definition
Step 9: Create Event 3C Group.
Navigation: NavBar > Navigator > Campus Community > 3C Engine > Set Up 3C Engine > Event 3C Groups
At this point, the Communication can be assigned and generated.
Use the Communications - Assigning and Sending PeopleSoft Communications 3C Engine and Communication Generation QRG for assigning the 3C letter code and running the Communication Generation process.
Navigation: NavBar > Navigator > Campus Community > 3C Engine > Run 3C Engine
Navigation: NavBar > Navigator > Campus Community > Communications > Communication Generation
Process complete.
Kristen Buck
Once this is submitted, does it show up as a Task alert on the Student Homepage? If not, where can I find instructions to create student tasks?
Tanjagay Martin
Hi Kristen,
You are right on track. When a checklist is assigned (by staff), a To-Do List will display in the student's Tasks tile. For example, a staff member will initiate the checklist. Once assigned to a student, the student will view the checklist by accessing their Task tile, but the student will see a "To-Do List." Thank you for the great question! ~Tanjagay Martin | CS Core Trainer