9.2 Assign a Checklist in Batch

Purpose: Use this document as a reference on how to assign a checklist in batch.

Audience: Campus Communication 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.

 A checklist is a list of items needed to be acted upon when assigned to a person. For example, checklist items might include steps for submitting residency documents or applying for graduation. 

Assign a Checklist in Batch

Step 1 - Checklist Item Table

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.

Navigation:  NavBar > Navigator > Campus Community > Checklists > Set Up 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.
Add a New Value on the Checklist Item Table
  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 choose 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 located on the ctcLink Student Homepage.
Checklist Item Table
  1. Fluid Field Display (Optional) -Set up optional fields for Fluid User Interface.
    • Checkboxes - Select a checkbox to display the field on the Task Details page from Person Checklist Item.
Enter information for the Action Button Lable
  1. Select Save.
Step 2 - 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).  Checklist Items become available for selection from the Item Code field on the Checklist Table page.

Administrative functions are connected to data in the system.  For example, to a student's specific admissions application or program plan stack.  For more information on administrative functions and variable data connected to these functions, please review the Configuration 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 Functions Table page displays
  1. The Checklist Item Functions Table displays. Scroll to the bottom of the page and select Add.
Select the Add button
  1. Start typing in the Checklist Item Code field to select the new Checklist Item.  Tab out of the field to display the Description.  
Enter the Checklist Item Code
  1. Select Save.
Step 3 - 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 Function Item Table
  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 assignment's date.
    8. Due Date – Enter the appropriate Due Date (Optional).
    9. Tracking Group – SBCTC is not configured for tracking groups.
  2. 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.
  3. 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.  

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 institution level setup determines which items to display. This option applies to items not set to Hide.

Checklilst Table
  1. Select Save.
Step 4 - 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 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
  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 3C Group to Update Inquiry Group
  1. Process complete.
Step 5 - 3C Engine

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.

Navigation:  NavBar > Navigator > Campus Community > Checklists > Run 3C Engine

  1. At the 3C Engine Search Criteria page, enter the desired Run Control ID.  
  2. Select the Add or Search button.
3C Engine Run Control Page
  1. At the 3C Engine Parameters tab, in the Process 3Cs group box, select the Population Selection checkbox.
  2. In the Event Selection group box, enter the:
    • Academic Institution
    • Administrative Function  (e.g., STRM)
    • Event ID = (*The Event ID is unique to each institution )
3C Engine Parameters page displays

3C Events tell the 3C Engine what it should do when it runs. 3C Events are used to identify which 3C Engine should assign 3C item(s) and connect multiple 3C items to be assigned simultaneously. For checklists, 3C Events can be used to batch assign checklists (either alone or with other 3C items) or update the status of a previously assigned checklist. For more information on 3C Events, visit the following QRGs:

  1. In the Population Selection Group box, in the Selection Tool field, select PS Query from the drop-down list.
  2. In the Query Name, find the corresponding query for your desired checklist item.  
  3. Select the Edit Prompts hyperlink and complete all fields related to the chosen query.
  1. Select Preview Selection Results.
  2. Select Return.
Preview Selection Results page displays
  1. At the Manage Duplicate Assignment tab, in the Duplicate Checklist Check group box, select the Check Duplicate Assignment checkbox.  This step ensures that you are not duplicate-assigning this checklist.
  2. In the Additional Conditions to Prevent Duplicate Checklist group box, select Match from the drop-down list in the Variable Data row.  This step tells the system to check for any checklists assigned to a group of students who already have the checklist assigned.
  3. Select the Run button.
Select Duplicate Checklist Checkbox
  1. At the Process Scheduler Request page, select the OK button.
Process Scheduler Request page displays
  1. At the 3C Engine page, note your Process Instance number and use it to track this job's run status on the Process List page.
  2. Select the Process Monitor link, and the Process Monitor page displays.
  3. At the Process List page, ensure the Run Status runs to Success, and the Distribution Status runs to Posted.  You may select the Refresh button until the status is Success, Posted.
Process Monitor page displays --Successfully posted
  1. Process complete.

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