Transcript Organization 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.
Note
This page is related to electronic transcripts (EDI and XML). If your school generates only paper and/or PDF transcripts, you can ignore this page.
Use this page to maintain definitions of the different offices in your institution that send transcripts. In this context, an "organization" is an office of your school.
Notice
A school might have several offices that send transcripts, such as these:
Undergraduate Office of the Registrar
Graduate Arts and Sciences Office of the Registrar
Law School Office of the Registrar
Desktop Location
You can manage these definitions in Desktop, too, on the Electronic Transcript Source Organization Profile Definition window. Whether you make changes in Desktop or J1, the changes are saved in the same database, so the information flows freely between both applications.
Database Location
The definitions are stored on the Electronic Transcript Source Organization Profile Definition table (etrans_src_org_profile_def.src_org_profile_name).
Profile Name: Up to 60 characters. Required. This is what appears in drop-downs for users to select.
Default Address from This Address Code: This is a code from the NameAddressMaster table for your institution. This field appears in the Create and Edit pop-ups but does not appear on the Transcript Organization Definitions list page.
Address Line 1: Up to 60 characters. Not required.
Address Line 2: Up to 60 characters. Not required.
City: Up to 60 characters. Not required.
State: Selected from states provided in default data. Not required.
Country: Selected from states provided in default data. Not required.
Zip: Up to 20 characters. Not required.
Time Zone: Selected from time zones in the Time Zone Definition table (timezone_def). Required.
Permission to manage transcript organization definitions is available in these roles:
Registrar
Registration Module Manager
The permission required is "Can manage transcript organization definitions".
From the Registration Administration hub, click Hub options.
Click Manage Definitions, and select Transcript organization definitions. The Transcript Organization Definitions page opens.
To filter the definitions, enter a phrase in the Quick Filters field. To remove a filter, click its Remove icon
.To sort the definitions, click the arrows at the head of the column you want to sort on.
If the Expand icon
is there, click it to see hidden columns.
Click the Create definitions button. The Create Transcript Organization Definitions pop-up appears.
In Profile Name, enter up to 60 characters. This is the name of an office in your institution that sends transcripts. Required.
Default Address from This Address Code: Select a code from the drop-down, if available. The address associated with this code on the NameAddressMaster table for your institution is then available to select in Address Line 1. If you select it there, it populates the rest of the address fields. Not required.
Address Line 1: Click in the field and select an address if available. If you click on an address in the field, it populates this and the other address fields. You can also type a forward slash (/) to search for a saved address. You can also type up to 60 characters. Not required.
Address Line 2: Operates exactly as Address Line 1.
City: Operates exactly as Address Line 1.
State: Select from the drop-down.
Country: Select from the drop-down.
Zip: Operates almost exactly as Address Line 1, but you can enter only up to 20 digits.
Time Zone: Select from the drop-down.
Click Create and close or Save and create another.
Click the Edit icon
on the row of a definition. The Edit Transcript Organization Definition pop-up opens.The Profile Name is not editable.
The other fields are editable.
Default Address from This Address Code: Select a code from the drop-down, if available. The address associated with this code on the NameAddressMaster table for your institution is then available to select in Address Line 1. If you select it there, it populates the rest of the address fields. Not required.
Address Line 1: Click in the field and select an address if available. If you click on an address in the field, it populates this and the other address fields. You can also type a forward slash (/) to search for a saved address. You can also type up to 60 characters. Not required.
Address Line 2: Operates exactly as Address Line 1.
City: Operates exactly as Address Line 1.
State: Select from the drop-down.
Country: Select from the drop-down.
Zip: Operates almost exactly as Address Line 1, but you can enter only up to 20 digits.
Time Zone: Select from the drop-down.
Click Update.
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.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.
If a definition is already in use, then some information or process depends on it, so it can't be deleted.