Mass Assign a Service Indicator

 

This topic discusses how to create a run control that mass assigns a service indicator.

  • Think of the run control as a job. By following the instructions below, you're choosing parameters (also know as controls) that tell the job what service indicator to assign to whom.
  • In this example, the job process assigns a service indicator to the students contained in an external CSV (*.csv) file you'll create and upload to the job.
  • When you add a new run control ID (which is simply a descriptive name of your choosing for the run control) and save it, you can use the run control again by locating it through the Find an Exiting Value tab.
  • Note, however, that if you re-use the run control:
    • you must change a parameter, such as the service indicator code, before running the job on the same .csv file, or
    • if you don't change any of the parameters, you must upload a new .csv file because if you don't you'll reapply the same service indicator to the students in the original .csv file.

 

Navigation

 

Main Menu>Campus Community>Service Indicators>Person>Mass Assign

 

Creating the CSV File

 

The external file of student names, which is most likely an Excel file, must be saved as a comma delimited (*.cvs) file.

NOTE: Instead of pasting the EMPL IDs into a new Excel file, you can perform a Save As> (Comma delimited) (*.csv) on the existing Excel file. However, you must ensure that there are no column headers, that the EMPL IDs are text formatted, and that there are no extra sheets in the Excel workbook as described below.

1. Open the Excel file. Copy the values in the EMPL ID column (or select a range of students and copy).

Excel File EMPLIDs screen shot

 

2. Open a new Excel file and paste the values into the first column.

IMPORTANT! This new file cannot include column headers. Paste only the EMPL IDs into the new Excel file.

New Excel file

 

3. Highlight the cells and right-click. Select Format Cells>Number tab.

Format Cells_Text screen shot

 

4. Select Text and click OK.

CAUTION! Check the bottom of the Excel workbook. If more than one worksheet is present, the file will not save as a CSV file. You must delete the extra worksheet/s by clicking the worksheet tab to activate it, and then right-clicking and selecting Delete. Repeat for all extra worksheets.

Delete worksheet screen shot

 

5. Go to File>Save As, name the file, and from the Save as type drop down box, select CSV (Comma delimited)(*.cvs).

CSV file screen shot

 

6. Click Save. This is the file you'll upload when you mass assign the service indicator below.

 

Mass Assigning a Service Indicator

 

1. After navigating to Main Menu>Campus Community>Service Indicators (Student)> Mass Assign, click the Add a New Value tab.

Add a New Value_Run Control ID_AssignRGKAPGK

 

2. In the Run Control ID field, type a name and click Add. The Mass Assign page appears.

IMPORTANT! The Run Control ID field does not allow spaces.

On the Mass Assign page, you'll enter the parameters for the run control (job). Observe that the Run Control ID reflects the the name you added.

Run Control Name

 

3. In the Selection Tool drop-down box, choose External File, because you're going to upload the external .csv file you created earlier.

Selection Tool drop down box

 

4. Click the Upload File button.

Upload File button

 

5. The File Attachment dialog box appears. Click Browse, then navigate to and select the .csv file.

File Attachment Upload dialog box

 

6. When it appears in the File Attachment dialog box, click Upload. The file is uploaded and appears in the Attached File field.

Attached File field

 

7. Click the File Mapping Look Up button and select EMPLID ONLY.

File Mapping Look Up

 

8. Click the Preview Selection Results link to see that the file has uploaded in the data in the way you intended. The Preview Selection Results page appears.

Preview Selection Results link

 

9. Confirm the file data appears as it should, and click Return to go back to the Mass Assign page.

Preview Selection Results page

 

10. In the Service Indicator Data box, click the Service Indicator Code Look Up and Reason Look Up buttons to select from a list of values.

Service Indicator Data

 

11. In the Effective Period box, enter the Start Term field, and enter the date you want the service indicator to be applied in the Start Date field.

Effective Period box

 

IMPORTANT! It is necessary to provide a value for the Start Term field. However, if the service indicator that is being assigned isn't term-specific per se, you can use 0000 as the value in the Start Term field.

NOTE: It isn't always necessary to provide End Term and End Date values. However, if the service indicator that's being assigned should expire, do provide End Term and End Date values.

 

12. Click Save to save the parameters for the run control, and then click Run to run it. The Process Scheduler Request page appears.

Save and Run

 

13. From the Process List, select the SCC_SI_ASSN check box and click OK. The Mass Assign page reappears.

Process Scheduler Request page

 

14. Click the Process Monitor link and the Process List reappears.

Process Monitor link

 

15. Check the Run Status column. If the status still reflects Initiated or Queued, click the Refresh button. Do so until the Run Status displays Success.

Run Status = Success

 

16. To ensure that the job processed, click the Details link. The Process Detail page appears. Make a note of the instance number (486919).

Process Detail View Log Trace

 

17. Click View Log/Trace. The View Log/Trace page appears. In the File List box, note that the instance is recorded as having been processed.

View Log Trace page

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