Batch Update a Checklist

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

Audience: Campus Communication staff.

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

Event ID

  • ZC CC 3Cs Config
  • ZC FA Local Configuration
  • ZD CC 3Cs Config
  • ZD FA Local Configuration
  • ZZ CC 3Cs Config

3C Engine

  • ZC 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.

You must also set the following SACR Security permissions:

3C Events

Expand or collapse content Create an Event ID

3C Events tell the 3C Engine what it should do when it runs. 3C Events identify which 3C Engine should assign 3C item(s) and connect multiple 3C items to be assigned simultaneously. For checklists, 3C Events can batch assign checklists (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:

Navigation: Campus Community > 3C Engine > Set Up 3C Engine > Event Definition

  1. The Event Definition search page displays.
  2. The page defaults to Find an Existing Value. Select Search to view existing values.
  3. Select the Add a New Value tab to define a new Event ID.  
  4. Create an Event ID following the naming convention outlined in the QRG 3C Configuration - Campus Solutions 3Cs and Message Center Naming Conventions. 
  5. Select Add.
  6. Change the Effective Date to 01/01/1901.
  7. Enter a Description.
  8. Enter a Short Description.
  9. Select the appropriate Function.
  10. Status defaults to Active.
  11. Enter or look up the Checklist Code you would like to update.
  12. Select the Update Status checkbox.
  13. From the Item Status drop-down list, choose Completed.
  14. Select the Add a New Row [+] button on the right side of the screen to insert a new row. Note: You can simultaneously update more than one item code and checklist. 
  15. Select Save.
Expand or collapse content Event 3C Groups

The new Event ID must be assigned to an Event 3C Group. Comparable to the 3C Communication Group, the 3C Event Group controls access to the Event ID. Access the Event 3C Groups page to assign security to groups who should have access. The new Event ID must be assigned to an Event 3C Group.

Navigation: Campus Community > 3C Engine > Set Up 3C Engine > Event 3C Groups

  1. The Event 3C Groups search page displays.
  2. Enter Academic Institution.
  3. Enter the Administrative Function used when creating the event definition.
  4. Select Search.
  5. Select the Event ID created in the section above.
  6. Enter or look up the appropriate 3C Update/Inquiry Group.
  7. Select Save.
  8. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Update a Checklist - 3C Events. This link will open in a new tab/window.

Run 3C Engine

Expand or collapse content Run Control ID Search Page

Navigation: Campus Community > 3C Engine > Run 3C Engine

  1. The 3C Engine Run Control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
  3. 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 have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_BATCH_UPDATE_CHK.
Expand or collapse content 3C Engine Parameters Tab

Process 3Cs

  1. On the 3C Engine Parameters tab, select one of the Process 3C's parameters:
  2. Population Selection - A query, external file, or equation can be used to identify students.
  3. Trigger Table - This selection requires the user to set up a 3C Engine Trigger. Visit the QRG 3C Engine -Trigger Definitions for more information.
  4. Mass Change - This selection requires the setup of a Mass Change definition.

Process Join Records

  1. ctcLink Campus Solutions enables you to communicate jointly with individuals at a shared address rather than producing separate communications for each individual. For example, you can invite a married couple or two roommates to an event by sending a single invitation to their joint address.
    • No - Select this option if you do not want to apply joint communication rules to this process.
    • All Joint IDs - Select this option to apply joint communication rules and include all communications set to enable joint communications.
    • If a match exists - Select this option to apply joint communication rules and include joint communications only when dates in the variable data fields match.

Event Selection

3C Events tell the 3C Engine what it should do when it runs. 3C Events 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 (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. Enter or look up the Academic Institution.
  2. Enter the correct Administrative Function.
  3. Enter or look up the Event ID for the appropriate communication--Example:  "AVETERANS" for Veterans Documentation. Note: Once the Event ID populates, the Checklist Code(s) will appear in the Checklist Code panel. 

Population Selection

  1. Selection Tool. Select Equation Engine, External File, or PS Query.
  2. Query Name. The value is determined by the selection tool used. Edit query prompts if applicable.
  3. Select the Preview Selection Results link to view selection results.
Expand or collapse content Manage Duplicate Assignment Tab

The Manage Duplicate Assignment tab prevents duplicate checklists and communications from being assigned. This setup looks at all of the students in your population selection query/ file AND also looks to see if they have been assigned a communication with matching variable data. If they have not been assigned a communication with matching variable data, the 3C Engine will assign it when it runs.

This is the recommended setup for almost all 3C Engine processes because it makes it easier to assign communications only to those students who have not been assigned a communication without managing complicated population selection query/ file. Additionally, it prevents unwanted duplicate communication assignments.

This will not work if you’re communication uses the GEN administrative function. GEN does not have any variable data. If you’re using GEN, use a population selection query/ file that only lists the students who need your communication.

  1. Manage Duplicate Assignment
  2. The Manage Duplicate Assignment tab displays.
  3. Check Duplicate Communication – Select this checkbox to have the 3C Engine check for previously assigned duplicate communications.
  4. Variable Data – Select how variable data should be used when checking for duplicate communications:
    1. Match – Prevents the communication from being assigned when the same communication already exists with matching variable data.
      Example: A student has already received an admission letter for an application. The system will not assign the same admission letter again for that application. If the student submits a second application, the student would receive another admission letter because the variable data identifies it as a different application.
    2. Do Not Match – Prevents the communication from being assigned when the same communication already exists and the variable data is different.
      Example: A student has already received an admission letter. If the student submits a second application, the student would not receive another admission letter because the process recognizes that the communication has already been assigned, regardless of the application.
  5. Communication Status – Select the communication status to include when checking for duplicates:
    1. Completed – Prevents assignment when the matching communication has a Completed status.
      Example: An admission letter has already been assigned and processed through Communication Generation, and its status is Completed. Used with the selected Variable Data option, the 3C Engine can prevent another admission letter from being assigned for the applicable application.
    2. Not Completed – Uses communications that have not been completed when checking for duplicates.
      Example: An admission letter has already been assigned, but its status is Not Completed. Used with the selected Variable Data option, the 3C Engine determines whether another admission letter can be assigned.
  6. Check Duplicate Checklist – Select this checkbox to have the 3C Engine check for previously assigned duplicate checklists.
  7. Variable Data – Select how variable data should be used when checking for duplicate checklists:
    1. Match – Prevents the checklist from being assigned when the same checklist already exists with matching variable data.
      Example: A student already has an admissions checklist for an application. The same checklist will not be assigned again for that application. If the student submits a second application, the student would receive another checklist because the variable data identifies it as a different application.
    2. Do Not Match – Prevents the checklist from being assigned when the same checklist already exists and the variable data is different.
      Example: A student already has an admissions checklist. If the student submits a second application, the student would not receive another checklist because the process recognizes that the checklist has already been assigned, regardless of the application.
  8. Checklist Status – Select the checklist status to include when checking for duplicates:
    1. Completed – Prevents assignment when the matching checklist has a Completed status.
      Example: A student has an admissions checklist that has been completed. Used with the selected Variable Data option, the 3C Engine can prevent another admissions checklist from being assigned for the applicable application.
    2. Initiated – Uses matching checklists with an Initiated status when checking for duplicates.
      Example: A student has an admissions checklist that has been initiated but not completed. Used with the selected Variable Data option, the 3C Engine determines whether another admissions checklist can be assigned.
  9. Check Duplicate Comments – Select this checkbox to have the 3C Engine check for previously assigned duplicate comments. Selecting the checkbox enables the Additional Conditions to Prevent Duplicate Comment section.
  10. Variable Data – Select how variable data should be used when checking for duplicate comments:
    1. Match – Prevents a new comment from being assigned when an existing comment has the same key information and matching variable data.
    2. Do Not Match – Prevents a new comment from being assigned when an existing comment has the same key information and the variable data is different.

Note: If Variable Data is left blank, the 3C Engine prevents a new comment when it finds an existing comment with the same key information. When no duplicate is found based on the selected criteria, the system creates the new comment using the next available sequence number.

  1. Select Save to save the duplicate assignment settings.
  2. Select Run in the top-right corner of the page. Please refer to the Process Scheduling QRG for instructions.
  3. Complete the process with Communication Generation.
  4. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Update a Checklist - Run 3C Engine. This link will open in a new tab/window.

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