Managing Comments

This chapter lists prerequisites, provides an overview of comments, and discusses how to:

Enter comments.
Review comments.
View comments reports.

Understanding Comments

You can enter and track comments about individuals and organizations. You can review all comments about an individual or organization or all comments entered by a specific individual. Because personal comments are subjective and often confidential, carefully analyze your institution's needs and requirements for entering and tracking comments. You should also be familiar with administrative functions and 3C group security before setting up or creating comments in your system.

(comments)

With the appropriate security access, you can click the Create Comments button while on a page in a functional area about that individual or organization to attach or review comments to an individual's or an organization's record.

You can also navigate through the menus to access the comments pages described in this chapter.

Prerequisites

Set up comments, including comment categories and 3C comment groups, before entering comments for individuals or organizations.

Entering Comments

This section lists common elements and discusses how to:

Enter comments about an individual.
Enter comments about an organization.
Review or change variable data.

Common Elements Used in This Section

Administrative Function	The code for the administrative area with which this comment is associated.
3C Group	The group of comment types to which a user has security access.
Variable Data	Click to access the Variable Data page, where you can view or enter the variable data (for the individual or organization) that is associated with the administrative function. If you transfer to this page directly from a functional area, the variable data transfers from there. If no variable data is required or allowed for the administrative function, the Variable Data button is unavailable and no data transfers from the functional area.
(communications)	Click to transfer to the Communication Management 1 page or the Organization Communication 1 page, where you can add a new communication for the individual or organization.
(checklists)	Click to transfer to the Checklists Management 1 page or the Organization Checklist Management 1 page, where you can add a new checklist for the individual or organization.
(comments)	Click to transfer to the Personal Comment Entry page or the Organizational Comments page, where you can enter a new comment for the individual or organization.

Pages Used to Enter Comments

Page Name	Object Name	Navigation	Usage
Person Comment Entry	CMNT_ENTRY1	Campus Community, Comments, Comments - Person, Person Comment Entry	Enter comments about an individual.
Organization Comment Entry	ORG_CMNT_ENTRY1	Campus Community, Comments, Comments - Organization, Organization Comment Entry	Enter comments about an organization.
Variable Data	VAR_XXXX_SEC (where XXXX is the administrative code)	Click the Variable Data button on the Person Comment Entry page or on the Organization Comment Entry page.	Review or change variable data for an individual or organization.

Entering Comments About an Individual

Access the Person Comment Entry page.

Administrative Function

The code for the administrative area with which this comment is associated.

Academic Institution

The academic institution with which this comment is associated.

Comment Category

The business need with which this comment is associated.

Variable Data

Click to access the Variable Data page, where you can view or enter the variable data associated with the specified administrative function.

If you transferred to this page directly from a functional area, the variable data transferred from there.

If no variable data is required or allowed for the administrative function, the Variable Data button is unavailable and no data was transferred from the functional area.

Comment Data

Comment ID	The system displays the ID of the person entering the comment. If someone else is responsible for this comment, you can override the default ID and type the responsible person's ID.
Department	The department responsible for the comment.
Comment Date	The date when the comment is entered. The default date is the system's current date. You can override this date.
Comments	The system displays the default comment, if any, from the Comment Categories page. If the default comment is set to Allow Changes, this field is editable.
Append Comments	If the default comment is set to Append, this field is available. When the page is saved, comments entered in this field are appended to the end of the default comments.

Entering Comments About an Organization

Access the Organization Comment Entry page.

Administrative Function

The administrative area with which this comment is most closely associated.

Academic Institution

The academic institution with which this comment is most closely associated.

Comment Category

The business need with which this comment is associated.

Variable Data

Click to access the Variable Data page, where you can view or enter the variable data associated with the specified administrative function.

If you transferred to this page directly from a functional area, the variable data transferred from there.

If no variable data is required or allowed for the administrative function, the Variable Data button is unavailable and no data was transferred from the functional area.

Comment Data

Comment ID	The system displays the ID of the person entering the comment. If someone else is responsible for the comment, you can override the ID and enter the responsible person's ID.
Department	The department responsible for the comment.
Comment Date	The date when the comment is entered. The default date is the system's current date. You can override this date.
Comments	The system displays the default comment, if any, from the Comment Categories page. If the default comment is set to Allow Changes, this field is editable.
Append Comments	If the default comment is set to Append, this field is available. When the page is saved, comments entered in this field are appended to the end of the default comments.

Reviewing or Changing Variable Data

Access the Variable Data page.

Different fields and data appear on this page, based on the administrative function selected in the individual Person Comment Entry page or on the Organization Comment Entry page.

Reviewing Comments

This section lists common elements and discusses how to:

Review a summary of comments about an individual.
Review a summary of comments about an organization.
Determine who is responsible for a comment.
Review 3C group access to comments.

Note. Users can access only those comments to which they have been granted 3C group security. With 3C group inquiry access, users can view the comments but cannot change them. With 3C group update access, users can view and change the comments.

Common Elements Used in This Section

Edit or View	Click to access the Personal Comment Entry page or Organizational Comments page where, depending on your 3C group security level for the category, you can view or edit the comment about the individual or organization. Edit is available for 3C group update access. View is available for 3C group inquiry access.
Category	The code for the category with which the comment is associated.
Description	The description of the category with which the comment is associated.
Function	The code for the administrative area with which the comment is associated.
DateTime	The date and time when the comment was entered.
Sequence	The number of the comment in the list of comments for the individual or organization.
Selection Criteria (area)	If you click Search without entering any values, the system searches for all comments for the person ID or the organization ID and displays the results at the bottom of the page. Enter values or any combination of values (Function, Category, or Comment ID) to limit the search.
Comment ID (tab)	Click to determine the ID and name of the person who is responsible for the comments.

Pages Used to View Comments

Page Name	Object Name	Navigation	Usage
Comment Summary	CMNT_SUMMARY	Campus Community, Comments, Comments - Person, Person Comment Summary	View a summary of comments about an individual.
Organization Comment Summary	ORG_CMNT_SUMMARY	Campus Community, Comments, Comments - Organization, Organization Comment Summary	View a summary of comments about an organization.
Operator 3C Groups Summary	OPR_GRP_3C_SUM	Campus Community, Comments, Comments - Person, Person Comment Summary, Operator 3C Groups Summary Campus Community, Comments, Comments - Organization, Organization Comment Summary, Operator 3C Groups Summary	View or change an individual's 3C group inquiry or update access.
Person Comment Detail	CMNT_ENTRY1	Campus Community, Comments, Comments - Person, Person Comment Detail	View the details of a comment about an individual. (This is a view-only version of the Personal Comment Entry page.)
Organization Comment Detail	ORG_CMNT_ENTRY1	Campus Community, Comments, Comments - Organization, Organization Comment Detail	View the details of a comment about an organization. (This is a view-only version of the Organization Comment Entry page.)

Reviewing a Summary of Comments About an Individual

Access the Comment Summary page.

Reviewing a Summary of Comments About an Organization

Access the Organization Comment Summary page.

Determining Who Is Responsible for a Comment

Access the Comment ID tab area on the appropriate summary page (Comment Summary page or Organization Comment Summary page).

Reviewing 3C Group Access to Comments

Access the Operator 3C Groups Summary page.

Administrative Function	The code for the administrative area with which this comment is associated.
Academic Institution	The academic institution with which this comment is associated.
Comment Category	The business need with which this comment is associated.
Variable Data	Click to access the Variable Data page, where you can view or enter the variable data associated with the specified administrative function. If you transferred to this page directly from a functional area, the variable data transferred from there. If no variable data is required or allowed for the administrative function, the Variable Data button is unavailable and no data was transferred from the functional area.

Administrative Function	The administrative area with which this comment is most closely associated.
Academic Institution	The academic institution with which this comment is most closely associated.
Comment Category	The business need with which this comment is associated.
Variable Data	Click to access the Variable Data page, where you can view or enter the variable data associated with the specified administrative function. If you transferred to this page directly from a functional area, the variable data transferred from there. If no variable data is required or allowed for the administrative function, the Variable Data button is unavailable and no data was transferred from the functional area.