Transcript Type 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 window to manage electronic transcript type definitions. Examples include EDI and XML.

Desktop Location

You can manage the definitions in Desktop, too, on the Electronic Transcript Type Definition window. Changes made in Desktop apply to J1 Web, and vice versa.

Database Location

Definitions are stored on the Electronic Transcript Type Definition table (etrans_type_def).

Where Transcript Type Definitions Are Used

The contact definitions appear on transcript request records (coming soon to J1 Web). In Desktop, it's the Transcript Requests window, Transcript Requests tab, Etrans Type drop-down.

Desktop Transcript Requests window showing an EDI transcript type in the Etrans Type drop-down

Fields

All fields are required.

Code: Up to 3 characters. Appears with the Description in drop-downs. Required.
Description: Up to 60 characters. Appears with the Code in drop-downs. Required.
Active: Set to Yes by default. If set to No, the definition can still be made available in drop-downs, but it's marked as inactive.
Display in Drop-Down: Set to Yes by default. If Active is set to Yes, then Display in Drop-Down is automatically set to Yes and can't be edited. If Active is set to No, then Display in Drop-Down can be set to Yes or No. If No, the definition does not appear in drop-downs for transcript requests.

Permissions

Permission to manage transcript type definitions is available in these roles:

Registrar
Registration Module Manager

The permission required is "Can manage transcript type definitions".

How To

View Transcript Type Definitions

From the Registration Administration hub, click Hub options.
Click Manage Definitions, and select Transcript type definitions. The Transcript Type 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.

Manage Drop-Down Display and Priority of Definition

The Edit Order options let you set the order of definitions in drop-down menus and how they are prioritized when used.

In the Edit Order window, change the order using either the Sort By and Order drop-down menus or the drag and drop option.
1. Sort By and Order:
  1. From the Sort By drop-down, select the column you want to sort by.
  2. From the Order drop-down menu, select Ascending or Descending.
2. Drag and drop:
  1. Hold your cursor over the arrow icon on the left side of the row until the cursor changes to a hand icon .
  2. Click and hold while you drag the definition to the new location.
  3. Release the mouse button.
Click Update.

After you click Update, your changes are saved in the following ways:

The definitions are listed in the saved order whenever they appear in drop-down menus (where a user selects from the list of definitions).
If the definitions are used in calculations or rules where priority matters, the definitions are now in your saved order of priority.
The definitions page is now sorted according to your changes.

Create Transcript Type Definitions

Click the Create definitions button. The Create Transcript Contact Definitions pop-up appears.
In Code, enter up to 3 characters. Required.
In Description, enter up to 60 characters. Required.
Active is set to Yes by default. If you change it to No, the definition will be marked as inactive, even if you allow it to appear in drop-downs.
Display in Drop-Down is automatically set to Yes if Active is Yes. If Active is No, you can select Yes or No. If No, the definition does not appear in drop-downs for transcript requests.
Click Create and close or Save and create another.

Edit a Transcript Type Definition

Click the Edit icon on the row of a definition. The Edit Transcript Type Definition pop-up opens.
You can edit only Active and Display in Drop-Down.
1. Active: If you select No, the definition will be marked as inactive, even if you allow it to appear in drop-downs.
2. Display in Drop-Down: If Active is Yes, then Display in Drop-Down is automatically Yes and can't be edited. If Active is No, then Display in Drop-Down is editable. If you select No, the definition does not appear in drop-downs for transcript requests.
Click Update.

Delete Transcript Type 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 Transcript Type 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.

FAQ

Why can't I delete certain definitions?

If a definition is already in use, then some information or process depends on it, so it can't be deleted.