Comments - Add, Edit, and Append a Person Comment

Purpose: Use this document as a reference for how to add a Comment to a person in ctcLink

Audience: Communication builders

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.

Comments can be assigned to an individual student or in a batch process using the 3Cs engine. Based on the Comment Category set-up, Comments may be edited or appended.

Appends (updates) added to Comments are not tracked. If it's essential for your team to know who is appending Comments, develop an internal business process with staff indicating who is appending a Comment. One standard method is simply adding your name at the end of the update you're making to the Comment.

Comments can also be set to allow no changes; in these cases, the Comment would have no options to update. Comments can be assigned manually or in batch using the 3C Engine. The 3C Engine does not check for duplicate Comments. So, you need to use a query that includes duplicate checking criteria, a combination of population selection query and schedule to prevent duplicate Comments from being assigned, or not have Comments in 3C Engine processes that assign duplicate-checked items like checklists and communications.

If you assign your 3C items in batch, test your configuration in PCD before trying it in Production! It is straightforward to over-assign 3C items if you are not careful. This is especially true for 3C Comments, as the 3C Engine does not check for duplicate Comment assignments.

  • Thorough PCD testing will include running the 3C Engine process multiple times (and changing student records between runs) to see how the 3C Engine will assign your 3C item to students.
  • A successful test does not mean that your process ran to Success (it will almost always do this!); a successful test means that you've thoroughly reviewed how the 3C Engine assigned your 3C items to students and that you've confirmed that the 3C items are being assigned to the correct students and that they are not being over-assigned

Add a Comment

Navigation: Campus Community > Comments > Comments-Person > Person Comment Entry 

  1. The default option is Find an Existing Value. Add the student's EMPLID number to the ID field.
  2. Select Search to view existing values.
  3. Click the Add a New Value tab to add a new Person Comment.
  4. Add the student's EMPLID number to the ID field.
  5. Sequence Number:  Don’t try and override it or manually assign a number. An auto-counter appears when you add a new value and see a zero following it. Let it increment by itself.
  6. Select the Add button.
  7. The Person Comment Entry page displays.
  8. Enter or look up the Administrative Function: Depending on the Administrative Function selected, select the Variable Data button.
  9. Select the Variable Data button if required. Variable Data links the Comment to specific data points in the system. The fields required will change based on the Administrative function selected for the Comment. For example, If ADMA is selected, the Comment is linked to a specific admissions application in the system.
  10. Enter or look up the Academic Institution.
  11. Enter or look up the Comment Category.
  12. Enter or look up the Comment ID:  This will default to your ID and can be changed if you add a Comment for another user.
  13. Enter or look up the Department: (Optional)
  14. Enter or look up the Comment Date:  The date will default to today's date; this can be updated as needed.
  15. Enter Comments. Note: Whenever information is entered into PeopleSoft regarding a student, the student can review the information and it can be subpoenaed.
  16. Select OK.
  17. The Person Comment Entry page displays.
  18. Select Save.
  19. 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 Add a Comment to a Person. This link will open in a new tab/window.

Edit and Append a Person Comment

Navigation: Campus Community > Comments > Comments-Person > Person Comment Entry 

  1. A Comment Category can be configured to allow staff to alter Comments by setting the Changes Allowed field. Editable Comments will enable you to change previously entered Comments without affecting their history. If so, the Append Comments box will be grayed out.  
  2. An appendable Comment DOES NOT allow you to change the Comment previously entered. You must add details in the Append Comments box and then Save the changes. Note: Whenever information is entered into PeopleSoft regarding a student, the student can review the data, and it can be subpoenaed.

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 Edit and Append a Person Comment. This link will open in a new tab/window.

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