Communications - Running 3C Engine to Assign Communications

Purpose: Use this document as a reference for running 3C engine in ctcLink.

Audience: College staff responsible for maintaining student information.

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

  • 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 these SACR Security permissions:

The 3C engine process must be run or scheduled for the 3C item to be assigned to the user, unless the item is assigned manually to an individual user.

3C Engine Parameters Tab

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

Process 3Cs

  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_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
  4. On the 3C Engine Parameters tab, select one of the Process 3C's parameters:
    • Population Selection - A query, external file, or equation can be used to identify students.
    • Trigger Table - This selection requires the user to setup of a 3C Engine Trigger; please review the QRG 3C Engine -Trigger Definitions.
    • Mass Change - This selection requires the setup of a Mass Change definition.

*Note: After selecting options under Process 3Cs, additional options become available. Contact an administrator for additional assistance in determining what data and tools to select.

Process Join Records

  1. ctcLink  Campus Solutions enables you to communicate jointly with individuals at a common 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

  1. Enter or look up the Academic Institution.
  2. Enter the correct Administrative Function.
  3. Enter or lookup the Event ID for the appropriate communication--Example:  "ACAADMACP" for Gen Admissions Accpt.

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.

Video Tutorial

Below is a video demonstrating the steps described above; audio is not included. Select the "Play" icon to start the video.

View Tutorial Via Panopto

View the external link to 3C Engine Parameters. This link will open in a new tab/window.

Manage Duplicate Assignment Tab

The Manage Duplicate Assignment tab prevents duplicate checklists and communications from being assigned. This set up 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 haven not been assigned a communication with matching variable data, the 3C Engine will assign it when it runs.

This is the recommend 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 yet, without having to manage 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. Select the Check Duplicate Communication box.
    1. Variable Data: Activate the drop-down menu and choose "Match."
    2. Communication Status: Leave blank.
  2. For Checklist processes, select the Check Duplicate Checklist box.
    1. Variable Data: Activate the drop-down menu and choose "Match."
    2. Communication Status: Leave blank.
  3. Select Run in the top-right corner of the page. Please refer to the Process Scheduling QRG for instructions.
  4. Complete the process with Communication Generation.
  5. 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 Manage Duplicate Assignment. This link will open in a new tab/window.


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