Defining Communication Speed Keys

Purpose: This document is a reference for defining communication speed keys in ctcLink.

Audience: Campus Community

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.

Setup Prerequisites:

  1. The standard letter must be created and configured to use the selected administrative function.
    • Letter Codes and Report Definitions are created by CS Customer Support Team. Please include the Datasource, Administrative Function, and letter templates in .rtf format when submitting a ticket. Template file names must be shorter than 65 characters in length.
  2. Colleges create and define a communication Context.
    • The communication context links the method of communication to incoming or outgoing and a specified letter code (if applicable). Multiple methods can be connected to one context code.
  3. Colleges define a Category of communication contexts to indicate why communication was sent or received.
  4. Colleges assign one or more Categories to a 3C Group limiting access to the communication associated with the Categories.

Additional Resources:

Note: Setting up communication speed keys only needs to occur once for each required communication.

Define Communication Speed Keys

 Navigation: Campus Community > Communications > Set Up Communications > Communication Speed Key Table

  1. The Communication Speed Key Table search criteria page displays.      
  2. The default option is Find an Existing Value. Select Search to view existing values.
  3. Select the Add a New Value tab to define a new Communication Speed Key.  
  4. Enter or look up the Academic Institution.
  5. Enter or look up the appropriate Administrative Function. 3C communications, checklists, and comments are associated with "something" in ctcLink by administrative functions. That something is identified by the administrative function's unique set of variable data. Knowing who needs to be assigned the 3C item, when it needs to be assigned to them, and (for communications and checklists) how often it should be reassigned can assist users in identifying which administrative function to use.
  6. Click the Add button.
  7. The Communication Speed Keys page displays.
  8. The Comm Key Detail section displays information regarding existing Communication Keys associated with the selected Administrative Function.
  9. Select the Add a New Row [+] button on the right side of the in the top-right corner of the Comm Key Detail section.
  10. Define a Communication Key following the CS naming convention.
  11. Enter a Communication Key Description.
  12. Enter or look up the Category. Categories enable you to group communications for similar purposes.
  13. Enter or look up the Context. In a communication context, the type of communication is matched with the letter codes intended for use in incoming or outgoing communications, if applicable.
  14. No value is required for the Duration field.
  15. Enter or look up the Method. The Context determines the options for Method, Direction, and Letter Code.
  16. Enter or look up the Direction.
  17. Enter or look up the Letter Code.
  18. Enter a Comment to communicate further and identify or describe information associated with this speed key. (Optional)
  19. Print Comment: Select the checkbox to include/print on the Comments page in the communication connected to the speed key. (Optional) To use the Print Comment, Activity Completed, and Unsuccessful Outcome features, you must ensure they are selected on the User Defaults Communication Speed Keys tab.
  20. Activity Completed: Select to make the status of Completed available. It is useful when the reason for the communication has already occurred. (Optional)
  21. Unsuccessful Outcome: For example, if you were to hold a booster club fund-raising event, you have the option to record each call to track your success rate. You could create two communication speed keys—one for successful phone calls and one for unsuccessful phone calls. (Optional)
  22. 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 Defining Communication Speed Keys. This link will open in a new tab/window.


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