9.2 Comments - Mass Assign Student Comments

Purpose:  Provide instruction on how to assign multiple students the same comment.

Audience:  CTC staff that assign comments to students.

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

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

Prior to Mass Assigning student comments, ensure that your 3Cs Group Security is set up to run this process. Please work with your local security expert or submit a ticket.

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 either be edited or appended.

Appends (updates) added to comments are not tracked. If it's important to your team to know who is appending comments, develop an internal business process that has staff indicate who is appending a comment. One common method is to simply add your name at the end of the update you're making to the comment.

Comments can also be set to allow no changes and in these cases the comment would have no options available 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 either need to use a query that includes duplicate checking criteria, use a combination of population selection query and schedule to prevent duplicate comments from being assigned, or just not include comments in 3C Engine processes that also assign duplicate-checked items like checklists and communications.

If you are assigning your 3C items in batch, test you configuration in PCD before trying it in Production! It is very easy 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 assignment.

  • Thorough PCD testing will include running the 3C Engine process multiple times (and changing student records in 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

The screenshots below may differ from your college based on local configuration. Please do not rely on the screenshots as they are examples. Please refer to your local administrator for configuration and follow the 9.2 3C Configuration - Campus Solutions 3Cs and Message Center Naming Conventions QRG.

Create an Event ID

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 more information on 3C Events, visit the following QRGs:

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

  1. The Event Definition search page displays.
  2. Select the Add a New Value tab.
  3. Create an Event ID following the 3C Naming Convention.
  4. Select Add.
Event definition search page
  1. The Event Definition page displays.
  2. Enter the Effective Date.
  3. Enter a Description.
  4. Enter a Short Description.
  5. Select the appropriate Function.
  6. Status defaults to Active.
Event definition page
  1. Enter the Comment Category within the Comments section.
    1. Please note: The Comment Category is specific to your institution and will vary based on your setup. Please work with your local administrators or submit a ticket.
  2. Select the Detail hyperlink within the Comments section.
Event definition page
  1. The Comments Detail page displays.
  2. Enter your Comment.
  3. Select OK.
Comments detail page
  1. The Event Definition page displays.
  2. Select Save.
Event Definition page
  1. Section complete.
Event 3C Groups

The new Event ID must be assigned to an Event 3C Group.

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

  1. The Event 3C Groups search page displays.
  2. Enter Academic Institution.
  3. Select Search.
  4. Select the Event ID.
Event 3C groups search page
  1. The Event 3C Groups page displays.
  2. Enter or look up the appropriate 3C Update/Inquiry Group.
    1. Note: If you require a new 3C Update/Inquiry Group, please work with your local administrator or submit a ticket.
Event 3C groups page with Look Up Group dialogue page displayed
  1. The Event 3C Groups page displays.
  2. Select Save.
Event 3C groups page
  1. Section Complete.
Run 3C Engine

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.

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

  1. The 3C Engine Run Control ID search page displays.
  2. Enter an existing Run Control ID or select the Add a New Value tab and create a new Run Control ID.
  3. Select Add.
3C Engine search page
  1. Select Population Selection.
  2. Enter or look up the Academic Institution.
  3. Enter or look up the Administrative Function.
  4. Enter or look up the Event ID.
    1. Note: Once the Event ID populates, the Comment Category will appear in the Event Selection section.
Run 3C engine page
  1. In the Population Selection panel, select the Selection Tool drop-down.
  2. Population Selection:
    1. External File:
      1. Upload a Microsoft Excel file in the .csv format with the required columns.
      2. Institution is required. Ensure Student ID's are included.
      3. Select the Upload File button.
      4. Create File Mapping.  After the Excel .csv file is uploaded, use the lookup tool to enter a File Mapping value (if you have already created a file mapping for Batch Update a Checklist) or use the Create File Mapping link to create a new option.
      5. Select Preview Selection Results.
      6. Select Return.
    2. PS Query:
      1. Query Name: find the corresponding query for your desired checklist item.
      2. Colleges may request additional population selection queries for their local business process.
      3. Select the Edit Prompts link (to the right of the Selection Tool field) to populate fields with the appropriate information. 
      4. Select Preview Selection Results.
      5. Select Return. 
Population selection panel on Run 3C Engine page
preview selection results page
  1. Select Run.
Run 3C Engine page
  1. The Process Scheduler Page displays.
  2. Select OK.
Process scheduler request page
  1. The Run 3C Engine page displays.
  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
  1. Process complete.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.