State Location Definitions

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

Use this page to manage state location definitions, which can be used in state reporting.

Desktop Location

You can manage the definitions in Desktop, too, on the State Location Definition window.

Database Location

The definitions are stored on the State Location Definition table (st_location_def).

Where State Location Definitions Are Used

The definitions are available in drop-downs in these places:

Desktop: Courses (or Courses Non-Traditional) window, Course tab, Master 1 subtab, State Location group, State Location field.
J1 Web: Manage Section Details page, Reporting tab, Location heading, State Location field.

Fields

Code: Up to 10 characters. Required. Codes don't need to be unique, but each combination of code and description must be.
Description: Up to 255 characters. Required. Descriptions don't need to be unique, but each combination of code and description must be.
Active: Yes or No. Inactive definitions don't appear in drop-downs.

Permissions Required

Permission to manage state location definitions is available in these roles:

Registrar
Registration Module Manager

The permission required is "Can manage state location definitions".

How To

View State Location Definitions

From the Registration Administration hub, click Hub options.
Click Manage Definitions, and select State location definitions. The State Location Definitions page opens.
To filter the definitions, enter a phrase in the Quick Filters field. To remove a filter, click its Remove icon .
To temporarily sort the definitions, click the heading of the column you want to sort on. Click once for ascending order and again for descending order. The definitions are sorted for this viewing of the page, but the next time you view or refresh the page, it will return to its default sorting.
If the Expand icon is there, click it to see hidden columns.

Edit Order

Click Edit order. The Edit Order window opens.
You can use the Sort By and Order fields or drag and drop individual definitions.
1. Sort By and Order:
  1. In Sort By, select a column to sort on.
  2. From the Order drop-down, select Ascending or Descending.
2. Drag and Drop:
  1. Hover your cursor over the vertical arrow icon until the cursor changes to a Hand icon .
  2. Click and hold while dragging the definition to the desired location.
  3. Release the mouse button.
Click Update.

Create State Location Definitions

Click the Create definitions button. The Create State Location Definitions pop-up appears.
In the Code field, enter up to 10 alphanumeric characters. Required. The code doesn't have to be unique, but the combination of code and description must be.
In the Description field, enter up to 255 alphanumeric characters. The description doesn't need to be unique, but the combination of code and description must be.
Active is set to Yes by default. If you set it to No, the definition is not available for selection in drop-downs.
Click either Create and close or Create and save another.

Edit a State Location Definition

Click the Edit icon on the row of a definition. The edit pop-up opens.
You can edit the Description by typing or pasting text. The field can contain up to 255 alphanumeric characters. It doesn't need to be unique, but the combination of code and description must be.
You can edit the Active field. If you set it to No, the definition is not available for selection in drop-downs.
When you're finished, click Update.

Delete State Location Definitions

Select the checkbox next to each definition you want to delete.
Select Delete from the Options drop-down. The Delete Definitions? pop-up opens.
The Delete Definitions? pop-up lists the selected definitions in two categories:
- Ready to Delete: Definitions that can be deleted.
- Unable to Delete: Definitions that can't be deleted, either because they're in use or are protected by the system.
If you decide not to delete one or more of the definitions listed under Ready to Delete, click the Remove icon to remove them from the list.
When you're sure you want to delete all the rows listed under Ready to Delete, click Yes, delete.

Download State Location Definitions

Download to Excel

Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
sidebar. Download to Excel Options
Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
Autofit columns: Fits column width to the data so that fields are not truncated.
Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.