Using the R25 Interface 18 (Datatel...Using the R25 Interface Reissued Manual as of November 6, 2008...

Using the R25 InterfaceReissued Manual as of November 6, 2008

Enclosed is a new edition of the manual Using the R25 Interface for Release 18. This edition replaces your existing manual.

The Primary Changes Made

This manual was made applicable to Colleague release 18.

Information was added about translation tables.

Information was added about remote accounts.

All figures of screens have been updated to reflect the Colleague system at this time.

The manual was changed to reflect the current layout of Datatel’s documentation.

Updating Your ManualReplace all copies of your existing manual with this new edition as it will be the basis for all future updates.

Using the R25 InterfaceRelease 18

November 6, 2008

Datatel Colleague® Student

For last-minute updates and additional information about this manual, see AnswerNet page 2482.56.

Using the R25 Interface

© 2008 Datatel, Inc. All Rights Reserved

The information in this document is confidential and proprietary to and considered a trade secret of Datatel, Inc., and shall not be reproduced in whole or in part without the written authorization of Datatel, Inc. The information in this document is subject to change without notice.

Colleague and ActiveCampus are registered trademarks of Datatel, Inc. ActiveAlumni and ActiveAdmissions are trademarks of Datatel, Inc. Other brand and product names are trademarks or registered trademarks of their respective holders.

Datatel, Inc.4375 Fair Lakes CourtFairfax, VA 22033(703) 968-9000(800) DATATELwww.datatel.com

Table of Contents

1. IntroductionAbout This ManualWhat This Manual Covers ...........................................................................1-1Who Should Read This Manual ..................................................................1-1How This Manual is Organized ...................................................................1-2Where to Find More Information .................................................................1-3

About the R25™ InterfaceIn This Chapter ............................................................................................1-5Colleague ....................................................................................................1-6

Colleague Core .....................................................................................1-6Colleague Student ................................................................................1-6

Features of the Curriculum Management Module .......................................1-8Features of R25 ..........................................................................................1-9The R25 Interface .....................................................................................1-10

2. OverviewIntroduction to the InterfaceIn This Chapter ............................................................................................2-1Compatibility ................................................................................................2-1Roles of Colleague and R25 .......................................................................2-2vCalendar Records .....................................................................................2-4

Types of vCalendar Records ................................................................2-4Data Flow ....................................................................................................2-5

Other Data Flow Examples ...................................................................2-5Request with Pre-Assignment ........................................................2-5Cancellations ..................................................................................2-6

Information for Schedule25 Users ...............................................................2-7

3. SetupSetup OverviewIn This Part ..................................................................................................3-1Before You Begin ........................................................................................3-1Setup Steps at a Glance .............................................................................3-2

Installing the InterfaceIn This Chapter ............................................................................................3-3Before You Begin ........................................................................................3-3Forms Used .................................................................................................3-3The Installation Process ..............................................................................3-4

Install the Software ...............................................................................3-4

Using the R25 Interface, November 6, 2008 iii© 2008 Datatel, Inc.

Table of Contents

Rebuild Your Section Meeting Dates .......................................................... 3-5Procedure for Rebuilding Section Meeting Dates ................................ 3-5

Event Type and Category CodesIn This Chapter ........................................................................................... 3-7Understanding Event Type and Category Codes ....................................... 3-8

Forms Used .......................................................................................... 3-8Event Type .................................................................................................. 3-9

Procedure for Creating or Maintaining Event Types .......................... 3-11Event Categories ...................................................................................... 3-12

Procedure for Creating or Maintaining Event Categories ................... 3-13

Parameters and RulesIn This Chapter ......................................................................................... 3-15Before You Begin ...................................................................................... 3-15Understanding the Interface Parameters .................................................. 3-16

Forms Used ........................................................................................ 3-17Components of Parameter Setup ............................................................. 3-18

Setting up Conflict Priorities ............................................................... 3-18Noteworthy Fields on the R2SP Form ................................................ 3-18Maintaining Course Section Rules ..................................................... 3-21Noteworthy Fields on the R2CR Form ............................................... 3-21

Creating Or Editing Rules ......................................................................... 3-24Procedure for Setting Up R25 Parameters ........................................ 3-25

Data PreparationIn This Chapter ......................................................................................... 3-27Data Maintained in Both Colleague and R25 ............................................ 3-28Data Maintained in R25 ............................................................................ 3-30Setting Up an ELF Translation Table ........................................................ 3-32

The Database InterfaceIn This Chapter ......................................................................................... 3-35Before You Begin ...................................................................................... 3-35Understanding the Database Interface ..................................................... 3-36

Forms Used ........................................................................................ 3-36Import Polling Parameters .................................................................. 3-37Database Directory Information ......................................................... 3-37

Components of the Database Interface .................................................... 3-39Noteworthy Fields on the R2DB Form ............................................... 3-39Noteworthy Fields on the R2DF Form ................................................ 3-41Procedure for Setting Up the Database Interface .............................. 3-43

4. Export to R25Overview of the Export ProcessIn This Part ................................................................................................. 4-1Before You Begin ........................................................................................ 4-1

iv Using the R25 Interface, November 6, 2008© 2008 Datatel, Inc.

Table of Contents

Understanding Course Section Exports ......................................................4-2Creating Export Records ......................................................................4-2

Transaction-Based Processing ......................................................4-2Batch Processing ...........................................................................4-3Which one to use? .........................................................................4-4

Exporting the Export Records ...............................................................4-4

Transaction Control ProcessingIn This Chapter ............................................................................................4-5Understanding Transaction Control ............................................................4-6

Forms Used ..........................................................................................4-7Transaction Control Hierarchy ..............................................................4-7

Components of Transaction Control Setup .................................................4-8Noteworthy Fields on the Transaction Control Forms ..........................4-9Procedure for Setting Default Transaction Control .............................4-10Procedure for Setting Region Transaction Control .............................4-10Procedure for Setting Location Transaction Control ...........................4-11

Creating Export Records in BatchIn This Chapter ..........................................................................................4-13Before You Begin ......................................................................................4-13

Forms Used ........................................................................................4-13Components of the Batch Export Process ................................................4-14

Noteworthy Fields on the R2CX Form ................................................4-15Procedure for Creating Batch Export Records ...................................4-17Procedure for Canceling Course Section Events ...............................4-18

Transferring Export Records .....................................................................4-20Procedure for Transferring Export Files ..............................................4-21

5. Importing from R25Importing from R25In This Part ..................................................................................................5-1Before You Begin ........................................................................................5-1Understanding the Import Process ..............................................................5-2

Forms Used ..........................................................................................5-2Setting Up the Import Process ..............................................................5-2

Practical Limits ...............................................................................5-2Setting Permissions for the R25 Directories ...................................5-3One Exception ................................................................................5-3

Starting Up the Import Process .............................................................5-3Important Note ......................................................................................5-5Procedure for Starting Import Polling ....................................................5-7Procedure for Stopping Import Polling ..................................................5-8

Using the R25 Interface, November 6, 2008 v© 2008 Datatel, Inc.

Table of Contents

6. Interface Message HandlingViewing and Purging MessagesIn This Part ................................................................................................. 6-1Before You Begin ........................................................................................ 6-1Understanding R25 Messaging .................................................................. 6-2

Forms Used .......................................................................................... 6-2Types of Messages .............................................................................. 6-2Receiving Messages Via E-Mail ........................................................... 6-3

By Rule .......................................................................................... 6-3By Default ...................................................................................... 6-3

Viewing the Message Log ........................................................................... 6-4Procedure for Viewing the R2.MESSAGES File .................................. 6-5

Message Report and Purge Processes ...................................................... 6-6Noteworthy Fields on the R2MR Form ................................................. 6-7Procedure for Reporting/Purging Messages ........................................ 6-9

7. Maintaining R25 InformationUpdating R25 Information in ColleagueIn This Chapter ........................................................................................... 7-1Before You Begin ........................................................................................ 7-1Understanding R25 Course Section Information ........................................ 7-2

Forms Used .......................................................................................... 7-2Event Type, Event Categories, and Event Scheduler .......................... 7-2Equipment, Room Characteristics, and Room Types .......................... 7-3

Maintaining Course Sections ...................................................................... 7-4Accessing the R2CS Form ................................................................... 7-5Noteworthy Fields on the R2CS Form ................................................. 7-5

Calculating Rules ........................................................................................ 7-8Noteworthy Fields on the R2RL Form .................................................. 7-9

Maintaining Course Space Information ..................................................... 7-11Maintaining Section Space Information .................................................... 7-12

Procedure for Recalculating R25 Rule Results .................................. 7-13

Index

vi Using the R25 Interface, November 6, 2008© 2008 Datatel, Inc.


1. Introduction

Introduction1

About This Manual November 6, 2008

What This Manual CoversThis manual provides instruction for setting up and using Colleague’s R25 Interface at your institution. The interface is a link between Colleague’s Curriculum Management module and R25™, a resource management tool developed by CollegeNET®.

This manual does not provide instructions for setting up or using R25. For that you should see documentation provided by CollegeNET.

Who Should Read This ManualAnyone responsible for scheduling course sections at your institution should read the appropriate parts of this manual. This might include the registrar and the registrar’s administrative staff.

Also, any IT personnel who are helping to install Colleague’s R25 Interface, CollegeNET’s R25 software, or the FTP link between the two should read the appropriate parts of this manual.

Using the R25 Interface, November 6, 2008 1-1© 2008 Datatel, Inc.

Introduction: About This Manual

How This Manual is OrganizedPart 1, “Introduction,” which you are reading now, provides general information about this manual, about Colleague, and about R25.

Part 2, “Overview,” explains how the R25 Interface connects Colleague with R25.

Part 3, “Setup,” tells you how to get the R25 Interface working at your institution.

Part 4, “Exporting to R25,” provides information and procedures for creating export records in Colleague and sending them to R25.

Part 5, “Importing from R25,” provides information and procedures for pulling records that have been updated in R25 back into Colleague.

Part 6, “Interface Message Handling,” describes the way Colleague alerts you to warnings and errors that occur during the export and import processes.

Part 7, “Maintaining R25 Information,” provides information and procedures for maintaining some of the information that is important to R25.

1-2 Using the R25 Interface, November 6, 2008© 2008 Datatel, Inc.

Where to Find More Information

Where to Find More InformationSee the following sources of information for additional assistance when working with the R25 Interface.

Knowledge needed Resource

Detailed information about each form and field in the R25 Interface module.

Online help.

Instructions for performing basic functions (such as accessing forms, entering data, and accessing online help) using each of the available Colleague interfaces.

Guide to User Interfaces

Instructions for setting up and using R25 software.

Instructions for using R25 and Schedule25 together.

Documentation from CollegeNET

Instructions and procedures for Colleague’s Curriculum Management module.

Using Curriculum Management

Detailed information about each Colleague subroutine, file, data element, process, validation code, and list specification.

"Tech Doc Online" available on the Datatel Web site

Enhancements and known problems. AnswerNet

Table 1-1: Additional Sources of Information


Introduction: About This Manual


Introduction1

About the R25™ Interface November 6, 2008

In This ChapterThis chapter provides the following:

A brief description of Colleague, focusing on the Curriculum Management module.

A brief description of R25.

A brief description of the R25 Interface.

For more details, including an overview of the way data flows between Colleague and R25, see “Introduction to the Interface” beginning on page 2-1.

Table 1-2 lists the topics covered in this chapter.

Topic Page

“Colleague” 1-6

“Features of the Curriculum Management Module” 1-8

“Features of R25” 1-9

“The R25 Interface” 1-10

Table 1-2: Topics in this Chapter


Introduction: About the R25™ Interface

ColleagueColleague is Datatel’s administrative software solution, designed to support every aspect of an institution from student services and financial management to human resources. Colleague has several main systems. The R25 interface interacts with Colleague Core and Colleague Student.

Colleague Core. Provides a central location for information and processing rules used throughout Colleague.

Colleague Student. Provides an automated administrative solution for all aspects of student services provided by your institution.

Colleague Core

Colleague Core includes three modules that interact with the R25 Interface.

The Facilities Profile module is where you set up in Colleague the physical environment of your campus. For example, you create codes to represent Buildings, Locations, and types of rooms. The R25 Interface sends that information to R25 during the module setup steps.

The Demographics module is where you enter people, including staff members. The R25 Interface uses this information to find the e-mail addresses for event schedulers.

The Electronic File Transfer (ELF) module lets you export and import data between Colleague and internal or external systems. The R25 Interface has specific functionality that is not included in the ELF module, but can utilize ELF translation tables.

See Getting Started with Colleague Core for a detailed description of Colleague Core and each of its components and modules.

Colleague Student

The R25 Interface resides in Colleague Student. Colleague Student includes one other module that interacts with the R25 Interface.

The Curriculum Management module is where you create and maintain your courses and course sections, including the meeting schedules for those course sections. The R25 Interface provides a tight integration between the Curriculum Management module and R25.


Colleague

See Getting Started with Colleague Student for a detailed description of Colleague Student and each of its components and modules. See Using Curriculum Management for more information about that module.



Features of the Curriculum Management Module

Colleague’s Curriculum Management module makes the job of scheduling courses, classrooms, and faculty more efficient and productive. With the Curriculum Management module, you can:

Define a variety of term-based and non-term-based schedules, as well as adult and continuing education courses.

Schedule courses and sections, producing customized course catalogs and schedules.

Define all aspects of each course, including name, description, credits, course level, prerequisites, locations, grading policies, and needed supplies.

Define criteria to manage waiting lists for sections.

Perform individual or batch changes in the schedule, automatically notifying affected students and faculty.

Provide a historical summary of each course.

Designate courses for block registration.

Generate space utilization reports.

Define and maintain program requirements.


Features of R25

Features of R25R25 a software application by CollegeNET, extends and enhances your ability to manage your facilities. R25 provides comprehensive room scheduling capabilities to class schedulers and event planners, including:

Locate the most appropriate classroom or lab for a particular class.

“Fine tune” your class schedule.

Book, manage, and charge fees for special events on campus.

Prepare utilization reports including scheduled classes, meetings, and available spaces.

Generate messages informing other users and service providers about scheduled events.

Manage event schedules remotely with a Web Interface.



The R25 InterfaceColleague’s R25 Interface establishes two-way communication between Colleague’s Curriculum Management module and R25. You can export information about your facilities and course sections to R25, manage the scheduling of facilities and resources for courses and other events, and feed that course section information back into Colleague.

Because both systems are independent applications, each has its own database. The R25 Interface uses a strict protocol to keep the two databases synchronized.

By using Colleague and R25 together you can:

Easily schedule classes and other events into academic and non-academic facilities.

Use another CollegeNET product, Schedule25, as your primary academic scheduling tool.

Use Colleague to maintain baseline data about your facilities.

Use Colleague to maintain baseline data about any courses already scheduled into rooms.



2. Overview

Overview2

Introduction to the Interface November 6, 2008

In This ChapterThis chapter introduces you to the basic functions of Colleague’s R25 Interface.


CompatibilityColleague’s R25 Interface is compatible with Colleague Release 18 and was designed to be compatible with R25 Version 3.0.

Before you upgrade to a new release level of Colleague or R25, be sure to check the latest compatibility information.

Topic Page

“Compatibility” 2-1

“Roles of Colleague and R25” 2-2

“vCalendar Records” 2-4

“Data Flow” 2-5

“Information for Schedule25 Users” 2-7



Overview: Introduction to the Interface

Roles of Colleague and R25When you are using Colleague’s R25 Interface to establish a link between Colleague and R25, it is important to understand the roles of the two applications.

Colleague owns the data, and initiates all transactions. Colleague will import information only about those course section events that it has previously exported.

R25 makes room assignments. R25 can do a lot of other things too, if you are using it for other types of events—but in the context of using it with Colleague to make course section room assignments, it can only make room assignments. If you use R25 to change any other information about a course section—such as the section meeting schedule or the section capacity—those changes will be lost when Colleague imports the updated record.

The diagram in Figure 2-1 shows how Colleague communicates with R25.


Roles of Colleague and R25

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vCalendar RecordsWhen Colleague exports a course section to R25, it doesn’t send an actual Colleague COURSE.SECTIONS record. Instead, Colleague takes the relevant information from the course section record and builds a vCalendar record. A vCalendar record is an ASCII flat file that conforms to an industry-standard format used to transfer event information between applications.

A vCalendar record contains all the information that Colleague and R25 need to exchange. Among the more interesting items are:

A method field that identifies the type of vCalendar record that this is. The various types of vCalendar records are described in the next section.

A sequence number. Each time Colleague or R25 update the vCalendar record, they increment the version number of that record. This allows each application to make sure that it is working with the most recent version of the record.

A list of all scheduled meeting times for the course. Even if you used a pattern to create the meeting schedule, it is easier for Colleague and R25 to work with the full list of meeting times than to resolve the pattern and incorporate exceptions each time the information is passed between the applications.

The e-mail address of the event scheduler. If Colleague has a problem exporting or importing the vCalendar record, it sends an e-mail message to this address.

An optional field for sending the expected head count for a course section. This information helps R25 assign the most appropriate room for the section.

A summary field that holds the title of the course section, and can optionally include an instructor’s name.

Types of vCalendar Records

There are four types of vCalendar records that go back and forth between Colleague and R25. Colleague sends Requests and Cancels to R25, and R25 responds with Counters and Replies.


Data Flow

Data FlowColleague and R25 follow a strict protocol to ensure that their databases remain in sync and up-to-date.

A “typical” process flow looks like this:

1. Colleague sends a Request record to R25. This record is a course section event that does not yet have a room assignment.

2. R25 makes the room assignment and sends a Counter record to Colleague. Colleague updates its files with the contents of the Counter record.

3. Colleague sends another Request record to let R25 know that the Counter record was received and accepted. R25 locks down the room assignment in its own database.

4. R25 sends a Reply record to let Colleague know that everything is complete. This is like the handshake that seals the deal.

If you ever want to change a completed room assignment, you must start the process over from the beginning. You cannot simply change the room assignment in R25 and send the new information to Colleague. Colleague accepts information only if it is expecting that information.

Other Data Flow Examples

Colleague and R25 send a different sequence of vCalendar records depending on the type of transaction you are trying to accomplish.

Request with Pre-Assignment

You can make a room assignment within Colleague and then run the course section through R25 to check the assignment and update its database. It is important to inform R25 of pre-assignments so that it can lock down that room schedule and avoid creating conflicting assignments for other course sections.



The data flow for requests with pre-assignments is:

1. Colleague sends a Request record that includes the room assignment.

2. If the assignment looks fine to R25, it sends a Reply record to confirm the assignment.

Or, if R25 finds a conflict with the pre-assigned room, it lets you know about the problem so you can use R25 to resolve the conflict.

3. If the resolution includes a room change for the course section, R25 sends a Counter record to Colleague that includes the new assignment. In that case, the applications exchange a Request and Reply to confirm the new assignment.

Alternatively, you could make a new room pre-assignment in Colleague and start the process over again.

Cancellations

If you cancel a course section in Colleague, or for any other reason want to undo a room assignment that R25 knows about, you should send a Cancel record from Colleague to R25 so that it can free up the room for other uses.

When you send a Cancel record, R25 automatically accepts the change, and there is no further information sent back to Colleague.


Information for Schedule25 Users

Information for Schedule25 UsersIf you use Colleague along with both R25 and Schedule25, please note the following about how the three applications work together.

The flow of data still begins with Colleague, as you export records through the Interface to R25. You can then export your event information from R25 to Schedule25 to take advantage of its batch scheduling and optimizing capabilities.

When Schedule25 processing is complete, import the information back to R25, and then use Colleague’s R25 Interface to import the finished room assignments back into Colleague.

If you are currently using Colleague’s Schedule25 Interface to communicate directly between Colleague and Schedule25—you can stop doing that as soon as the R25 Interface is set up.



3. Setup

Setup3

Setup Overview November 6, 2008

In This PartThis part provides the information and procedures you need to set up Colleague’s R25 Interface.

The Overview chapter, which you are reading now, provides a high-level view of the setup steps that you need to perform, and directs you to the specific information in subsequent chapters.


Before You BeginColleague Student should be up and running on your system before you install the R25 Interface.

Install the R25 software according to the documentation provided by CollegeNET. If you are already using R25 Version 3.0, you do not need to reinstall the software.

License the R25 Interface from Datatel.

Topic Page

“Before You Begin” 3-1

“Setup Steps at a Glance” 3-2



Setup: Setup Overview

Setup Steps at a GlanceComplete the following steps in Colleague to prepare the R25 Interface for use at your institution.

Step 1. Install Colleague’s R25 Interface software.

You must also update the Remote Account Specifications (UTRA) form to indicate that you own this optional module, and you might have to run the Rebuild Section Meeting Dates (RSMD) process. See “Installing the Interface” on page 3-3 for complete instructions about the installation process.

Step 2. Set up R25 Interface Codes.

The R25 Interface requires two new code tables, Event Types and Event Categories. See “Event Type and Category Codes” on page 3-7 for details and instructions.

Step 3. Set up Parameters and Rules.

To benefit from automated processing, you must create rules that assign required codes and schedulers to the course sections. See “Parameters and Rules” on page 3-15 for details and instructions.

Step 4. Set up the Database Interface.

The Database Interface establishes the communications link between Colleague and R25. It tells Colleague where to save its outgoing records, where to pick up its incoming records, and how to transfer files between the applications. See “The Database Interface” beginning on page 3-35 for details and instructions.

Step 5. Set up Transaction Control.

Transaction Control allows you to automatically create export records whenever you update the meeting schedule for a course section. Use transaction controls to set start and end dates for this automatic processing, or to restrict the processing to specific locations or regions. See “Transaction Control Processing” beginning on page 4-5 for details and instructions.


Setup3

Installing the Interface November 6, 2008

In This ChapterThis chapter provides information about installing Colleague’s R25 Interface and preparing it for use at your institution.


Before You BeginBefore you attempt to install the R25 Interface module, make sure your Colleague environment is up to date with all current software updates.

Forms UsedThe procedures in this chapter require access to the following:

Remote Account Specifications (UTRA)

Rebuild Section Meeting Dates (RSMD)

Topic Page


“The Installation Process” 3-4

“Rebuild Your Section Meeting Dates” 3-5

“Rebuild Your Section Meeting Dates” 3-5



Setup: Installing the Interface

The Installation ProcessThere are three basic steps that you take to install and prepare the R25 Interface:

1. Install the software.

2. Rebuild your section meeting dates.

A System Administrator normally performs the first two steps. The third step is required only under certain circumstances, and can be performed by a qualified person in the Curriculum Management office.

Install the Software

Install the software update numbers required for your Colleague Release level.


Rebuild Your Section Meeting Dates

Rebuild Your Section Meeting DatesIf you have already built meeting times and dates for course sections that you want to export to R25, you must rebuild the meeting dates for those sections.

Procedure for Rebuilding Section Meeting Dates

Step 1. Access the Rebuild Section Meeting Dates (RSMD) form.

Figure 3-1: The Rebuild Section Meeting Dates (RSMD) Form

Technical Tip: The R25 Interface includes a new field— CALS.COURSE.SEC.MEETING—in the CALENDAR.SCHEDULES file. Rebuilding section meeting dates will populate that field for all existing scheduled course sections.

Note: When you rebuild section meeting dates, you lose any manual changes that you have made to the meeting schedule for any of your course sections. You will have to re-enter all of your manual changes. Additionally, when you run the Rebuild Section Meeting Dates (RSMD) process, it creates vCalendar records for all the selected courses.


Setup: Installing the Interface

Step 2. Enter selection criteria to select the course sections you want to process.

Step 3. Save your work and exit the RSMD form.

Colleague opens the Process Handler form.

Step 4. Finish out of the Process Handler form.

Colleague rebuilds the meeting dates for the selected course sections and returns you to the menu system.


Setup3

Event Type and Category Codes November 6, 2008

In This ChapterThis chapter describes two code files required for Colleague’s R25 Interface, and provides procedures for setting up those files.


Topic Page

“Understanding Event Type and Category Codes” 3-8

“Event Type” 3-9

“Event Categories” 3-12



Setup: Event Type and Category Codes

Understanding Event Type and Category Codes

While Event Type and Event Category codes have little meaning within Colleague, they are crucial to R25. Therefore, you should set up the Event Type and Category codes in Colleague to match the way they are set up in R25.

Colleague does not use these codes in any processing, but they provide important information that R25 must have at the time of import. Therefore, the appropriate codes must be attached to the course section information before the records are exported from Colleague.

Generally, Colleague assigns Event Type and Event Category codes to course sections through the use of rules. You must create the codes before you can write the rules. See “Parameters and Rules” on page 3-15 for more information about setting up and using rules in the R25 Interface.

You can assign event types and categories manually, or override the assignment made by the rules, using the RESOURCE25 Course Sections (R2CS) form. See “Maintaining Course Sections” on page 7-4 for more information. Note, however, that you can no longer change the event type after the record has been exported to R25.

Please refer to your R25 documentation from CollegeNET for a detailed description of how Event Types and Event Categories are used in that application.

Forms Used

The procedures in this chapter require access to the following forms:

RESOURCE25 Event Types (R2ET)

RESOURCE25 Event Categories (R2EC)


Event Type

Event TypeEvent Types are required components of the event structure in R25. They describe the kinds of events the institution plans to schedule, and are used to define the event structure. While R25 can handle many different types of events, the R25 Interface supports only course section events. Therefore, the codes you set up in Colleague might include things like Credit, Non-Credit, On-Campus, Off-Campus, or maybe even just plain old “Section.”

R25 categorizes all of its events in a “hierarchy.” You can set up this framework of events in a way that meets the needs of your institution. For example, you could set up your hierarchy to look something like the sample in Figure 3-2.

Figure 3-2: Example of an R25 Event Hierarchy

Event “cabinets” are the highest level event containers in the event structure. In the example above, the events from each semester are contained in their own cabinet.

Event “folders” are the lower level containers in the event structure. You can have several levels of folders. For example, a folder called “Accounting” can contain all of the activities that occur in the Accounting Department. There are also subfolders that in this example differentiate between On-Campus and Off-Campus course sections within the department.

Cabinet Spring 2008

Accounting

On-CampusACCT-100-01ACCT-100-02

Biology

On-Campus

BIOL-100-01BIOL-102-01

Event

Folder

Event

Folder

Folder

FolderEventEvent

R25Terminology Example

Off-Campus

BIOL-100-03Folder

Event



You set up routing rules in R25 that read information from the incoming event record and place that event into the proper folder. The default routing rule looks at three pieces of information to determine the correct folder for the event:

Date boundaries. In this case the date boundaries determine which cabinet (term) the event belongs in.

Organization. Determines which Department the event belongs in.

Event Type. Indicates the type of course section being imported.

You can set up customized routing rules that ignore these three pieces of information, use them in a different way, or look at other pieces of information from the event record. See your R25 documentation from CollegeNET for instructions.

Two things to remember when you are using the R25 Interface:

What R25 calls the “Organization” always translates from the “Department” associated with the course section in Colleague.

Colleague exports only course section events. You must create other types of events, like faculty meetings or functions held by clubs, directly in R25. You can, however, have Colleague differentiate between different types of course sections, such as Credit vs. Non-Credit, or On-Campus vs. Off-Campus.

Because Colleague exports only course section events, you might want to define “Sections” as your one and only event type in Colleague. Or you might decide that you need to treat Credit and Non-Credit sections as separate types. (Note that you can also use Event Categories to differentiate between different kinds of sections, rather than creating additional Types. See “Event Categories” beginning on page 3-12.)

You will probably want to keep your Event Type fairly broad in scope, because the Date boundaries will be able to place the imported course section in the correct semester, and the Organization data will place your course section in the correct department.

Use the RESOURCE25 Event Types (R2ET) form to create or maintain Event Types.


Event Type

Figure 3-3: The RESOURCE25 Event Type (R2ET) Form

Procedure for Creating or Maintaining Event Types

Step 1. Access the RESOURCE25 Event Types (R2ET) form.

Step 2. Access the Event Type code that you want to maintain.

To create a new Event Type, enter a new, unique Event Type code at the LookUp prompt. Then confirm that you want to add a new code.

To maintain an existing Event Type, enter the code if you know it, or perform a standard LookUp to select from a list of all current Event Type codes.

Step 3. Add or modify the Description as appropriate.

Step 4. Save the record.



Event CategoriesEvent Categories are optional but highly recommended as a characteristic for event data. R25 uses Event Categories to help select and filter events for batch processing or reporting purposes.

Institutions should define “Sections” as an Event Type, and use Event Categories to group the sections as needed (for example, to differentiate between credit and non-credit course sections).

Use the RESOURCE25 Event Categories (R2EC) form to create or maintain Event Category codes.

Figure 3-4: The RESOURCE25 Event Categories (R2EC) Form


Event Categories

Procedure for Creating or Maintaining Event Categories

Step 1. Access the RESOURCE25 Event Categories (R2EC) form.

Step 2. Access the Event Category code that you want to maintain.

To create a new Event Category, enter a new, unique Event Category code at the LookUp prompt. Then confirm that you want to add a new code.

To maintain an existing Event Category, enter the code if you know it, or perform a standard LookUp to select from a list of all current Event Category codes.

Step 3. Add or modify the Description as appropriate.



Setup3

Parameters and Rules November 6, 2008

In This ChapterThis chapter describes how to set up the parameters of Colleague’s R25 Interface. The parameters include the rules that Colleague uses to assign Event Type and Event Category codes to course sections and to assign the name and contact information of an event scheduler to the course section.


Before You BeginBefore you can set up the parameters, you must create the Event Type and Event Category codes that the new rules will use. See “Event Type and Category Codes” on page 3-7.

Topic Page


“Understanding the Interface Parameters” 3-16

“Components of Parameter Setup” 3-18

“Creating Or Editing Rules” 3-24



Setup: Parameters and Rules

Understanding the Interface Parameters

The R25 Interface allows you to automate much of your everyday processing. The parameters that you set up in this chapter provide Colleague with the rules it needs to process course sections and prepare them for export.

There are three types of rules that you can create:

Event Type rule. Assigns an event type code to a course section.

Event Category rule. Assigns one or more category codes to a course section.

Event Scheduler rule. Assigns responsibility for the course section to a staff member.

You can set up a series of rules for each rule type. Colleague will evaluate each of the rules in turn until it finds a rule that evaluates as “true.” It then assigns the associated code. In the case of the event type and event scheduler, only one rule result can be used. In the case of event categories, multiple categories can be assigned to a given course section event.

If you need to enter the Event Type, Event Category, and Event Scheduler manually, or override the assignments made by the rules processor, you can do so on the RESOURCE25 Course Sections (R2CS) form. If you enter any of these parameters manually on R2CS, and subsequently rerun the rules processor, Colleague does not override your manual entries. Your manual entries will always take precedence, until you manually remove them or until you run the RESOURCE25 Rule Calculation (R2RL) process.

For more information about those forms, see “Maintaining Course Sections” on page 7-4 and “Calculating Rules” on page 7-8.

Note: You can no longer change the event type after the course section has been exported to R25.


Understanding the Interface Parameters

Forms Used

The following forms are used in this chapter:

RESOURCE25 Parameters (R2SP)

RESOURCE25 Course Sec Rules (R2CR)

Rules Definition (RLDE)



Components of Parameter SetupYou use a set of three forms to set up parameters for the R25 Interface.

Setting up Conflict Priorities

The RESOURCE25 Parameters (R2SP) form allows you to set up conflict priorities for faculty, departments, and course sections.

Figure 3-5: The RESOURCE25 Parameters (R2SP) Form

Noteworthy Fields on the R2SP Form

The fields described in this section are particularly important for setting up R25 parameters. See online help for additional information about this form.


Components of Parameter Setup

R25 E-Mail Type

Use this field to derive the appropriate e-mail type for the Event Scheduler assigned by the Event Scheduler rule.

The Event Scheduler rule selects the staff member who is responsible for each room assignment in R25. Each staff member can have a number of different e-mail addresses. This field tells Colleague which staff of the staff member’s e-mail addresses to include in the information exported to R25 about a course section.

R25 uses this e-mail address for its messaging and workbench functions. The staff member’s e-mail address must be identically set up in Colleague and R25.

If an e-mail address cannot be found that matches the e-mail type entered in this field, e-mails cannot be sent.

Building Room Separator

Use this field to specify the single character that you want to use as a delimiter between the Building and Room in the vCalendar file.

Colleague identifies the location of a course section by recording two pieces of information—the Building ID and the Room Number. R25 uses a single data element to identify the event location. When you export course section records, the Interface merges the Building and Room Number into a single piece of information that R25 can read. When you import the records back into Colleague, the Interface separates the location into Building and Room components again.

If you leave this field blank, Colleague uses a blank space as the separator.

Include Secondary Cross Listings

Use this field to specify whether you want to include secondary cross-listings in the R25 export process.

Enter Yes to export both primary and secondary cross-listings. Enter No to export only primary cross-listings.



R25 Description Property Subroutine

Use this field to enter a subroutine for description property data.

If a subroutine is specified, it is then called during the export of a record to R25. The data retrieved from this subroutine is included in the vCalendar Description property.

Conflict Decider Priority

Use this field to specify the order in which course sections are prioritized in Schedule25. You can specify how Schedule25 should decide which section gets to have a given room in the event that more than one section can use it.

Course Section Rules

From the Course Section Rules field, you can detail to the RESOURCE25 Course Sec Rules (R2CR) form to view, modify, or add event type rules, event category rules, or event scheduler rules.

Include Registered Headcount Rules

Use this field to detail to the Rules Definition (RLDE) form, where you can create rules for including the actual student headcount in the R25 export.

You can export the actual headcount only if you have created a rule for actual student headcount data. Actual headcount rules are checked every time that an export is required. Therefore, you can add rules at any time.



Maintaining Course Section Rules

Use the RESOURCE25 Course Sec Rules (R2CR) form to set up course section rules that the R25 interface uses to populate vCalendar records for export to R25.

Figure 3-6: The RESOURCE25 Course Sec Rules (R2CR) Form

Noteworthy Fields on the R2CR Form

The fields described in this section are particularly important for setting up course section rules. See online help for additional information about this form.

Course Section Event Type Rule

This field lists the rules used to assign an Event Type code to each course section. If the rule on the left evaluates as “true,” then Colleague assigns to the course section the Event Type code on the right.



The Event Type code is a required component of the export record. Each course section you export must contain an Event Type. The event type must be included in the export record because it is one of the key pieces to properly linking the event into the R25 hierarchy.

To view or modify an existing rule, go to the desired line and detail to the Rules Definition (RLDE) form. To create a new rule, go to a blank line and detail to the RLDE form.

The order of the rules is important here. Only one Event Type code can be assigned to each course section, so Colleague begins by evaluating the rule listed first in this field. As soon as it finds a rule that evaluates as “true,” Colleague assigns the associated code to the course section and stops evaluating Event Type rules. The event type codes must be identical on Colleague and R25.

Course Section Event Category Rule

This field lists the rules used to assign Event Categories to each course section. If the rule on the left evaluates as “true,” then Colleague assigns to the course section the Event Category code on the right.

Event Categories are optional components of the export record. Each course section you export may contain any number of Event Categories.


Because multiple Event Category codes can be assigned to each course section, Colleague evaluates all of the Event Category rules for each course section that you process, and assigns the appropriate codes for all rules that evaluate as “true.” Therefore, it is not important to put the rules in this field in any particular order.

Event category codes must be identical on Colleague and R25.



Course Section Event Scheduler Rule

This field lists the rules used to assign Event Schedulers to each course section. If the rule on the left evaluates as “true,” then Colleague assigns to the course section the Event Scheduler on the right.

The Event Scheduler is a staff member at your institution, and therefore must have a STAFF.ID record.

The Event Scheduler is an optional component of the export record. Each course section may have only one Event Scheduler.


The order of the rules is important here. Because only one Event Scheduler can be assigned to each course section, Colleague begins by evaluating the rule listed first in this field. As soon as it finds a rule that evaluates as “true,” Colleague assigns the associated staff member to the course section and stops evaluating Event Scheduler rules.



Creating Or Editing RulesUse the Rules Definition (RLDE) form to create or edit your rules.

Figure 3-7: The Rules Definition (RLDE) Form

If you detailed from a blank line on the RESOURCE25 Course Sec Rules (R2CR) form, the RLDE form is blank, and you can create a new rule. If you detailed from a line that contained a rule, the RLDE form contains information about that rule, and you can edit the rule as needed.

Note that in the normal course of this procedure, you arrive at the RLDE form by detailing from the R2CR form. You can also access the RLDE form from the menu system, in which case you perform a LookUp to locate the rule you want to view.

Use COURSE.SECTIONS as your Primary File View when creating Event Type, Event Category, and Event Scheduler rules.


Creating Or Editing Rules

Procedure for Setting Up R25 Parameters

Step 1. Access the RESOURCE25 Parameters (R2SP) form.

Step 2. Enter the Event Scheduler E-Mail Type and the Building Room Separator, and indicate whether you want Colleague to include the name of a faculty member in the vCalendar export record.

Step 3. From the Course Section Rules field, detail to the RESOURCE25 Course Sec Rules (R2CR) form.

Step 4. In the Course Section Event Type Rule field, enter a rule that, if true, will assign the associated Event Type code to the course section.

You will select the desired Event Type code in the next step.

Enter the rule ID if you know it, or perform a Rules LookUp to locate the desired rule. If the rule does not exist, detail to the Rules Definition (RLDE) form to create it.

Step 5. Enter the Event Type code that you want to assign to the course section if the associated rule evaluates to “true.”

Step 6. Repeat Steps 4-5 for each Event Type rule you need to define.

Step 7. In the Course Section Event Category Rule field, enter a rule that, if true, will assign the associated Event Category code to the course section.

You will select the desired Event Category code in the next step.


Step 8. Enter the Event Category code that you want to assign to the course section if the associated rule evaluates to “true.”



Step 9. Repeat Steps 7-8 for each Event Category rule you need to define.

Step 10. In the Course Section Event Scheduler Rule field, enter a rule that, if true, will assign the associated Scheduler to the course section.

You will select the desired Scheduler in the next step.


Step 11. Enter the Scheduler that you want to assign to the course section if the associated rule evaluates to “true.”

Enter the scheduler’s person ID if you know it, or perform a person LookUp to locate the person in the database.

Step 12. Repeat Steps 10-11 for each Scheduler rule you need to define.

Step 13. Save and exit from the R2CR form.

Step 14. Save and exit from the R2SP form.


Setup3

Data Preparation November 6, 2008

In This ChapterThis chapter describes how data is maintained in Colleague and R25.

There are two types of data that need to be maintained:

Data that must be identical in Colleague and R25.

Data that must be maintained in R25 only. This data can optionally be maintained in Colleague for reporting purposes.

Most of this data is established in Colleague during the initial installation and setup. Procedures for setting up Colleague data that is specific to R25 are available throughout this manual.

Datatel recommends setting up your data in R25 to mirror the corresponding information in Colleague. Please refer to your R25 documentation for details about how to use R25. Datatel support solution 4569 also gives specific advice for maintaining Colleague information in R25.


Technical Tip: If you have already entered data into both Colleague and R25, and the corresponding information does not mirror one another, you can set up an ELF translation table to automatically translate the data. See “Setting Up an ELF Translation Table” beginning on page 3-32 for more information.

Topic Page

“Data Maintained in Both Colleague and R25” 3-28

“Table 3-7 shows the translation of the terminology for rooms and buildings between Colleague and CollegeNET’s R25.”

3-29

“Setting Up an ELF Translation Table” 3-32



Setup: Data Preparation

Data Maintained in Both Colleague and R25

The following types of data must be maintained in both Colleague and R25:

Building and Rooms

Organizations/Departments

Event Types

Event Categories

Table 3-6 describes the data types.

Data Type Colleague R25

Buildings and Rooms

The Building Maintenance (BLDG) form defines building and room information. Procedures for defining buildings and rooms are described in Using Curriculum Management.

Enter the data so that it mirrors the building and room data in Colleague. Ensure that data is entered in the following format:

<Building><Separator><Room>

For example, if there is a room in Colleague called MIS 101, it would be entered in R25 as MIS*101

NOTE: The type of separator is defined in the Building Room Separator field on the RESOURCE25 Parameters (R2SP) form in Colleague. See page 3-19 for more information about the building room separator.

Departments

When you enter department information, keep in mind that Colleague’s departments are equivalent to organizations in R25.

The Departments (DEPT) form defines departments. Procedures for defining departments are described in Using Personnel.

Enter the organization data so that it mirrors the department data in Colleague.

Table 3-6: Data Maintained in both Colleague and R25


Data Maintained in Both Colleague and R25

Table 3-7 shows the translation of the terminology for rooms and buildings between Colleague and CollegeNET’s R25.

Event Types The RESOURCE25 Event Types (R2ET) form defines event types. Information about defining event types is described in “Procedure for Creating or Maintaining Event Types” beginning on page 3-11

Enter the data so that it mirrors the event types data in Colleague

Event Categories The RESOURCE25 Event Categories (R2EC) form defines event categories. Information about defining event categories is described in “Procedure for Creating or Maintaining Event Categories” beginning on page 3-13

In R25, enter the data so that it mirrors the event categories data in Colleague.


Table 3-6: Data Maintained in both Colleague and R25

Colleague R25

Room Characteristic (CORE->VAL->ROOM.CHARACTERISTICS or BLDG ->RMSM)

Space Categories

Room Types (RTYP or BLDG ->RMSM)

Space Layouts

Equipment Available (EQPM or BLDG ->RMSM->FXEQ)

Space Features

Table 3-7: Translation of Room/Building Terminology



Data Maintained in R25The following types of data are maintained in R25. This data can optionally be maintained in Colleague for reporting purposes:

Partitions

Equipment

Room Types

Room Characteristics

Rooms

Table 3-8describes the data types.


Partitions The Campus Profile Partitions (S2PR) form defines a group of rooms at your institution. See the online help for more information about the S2PR form.

Enter the data so that it mirrors the partitions data in Colleague.

Equipment

When you enter equipment information, keep in mind that Colleague’s equipment is equivalent to the space feature in R25

The Equipment (EQPM) form maintains codes and definitions for equipment used at your institution. See the online help for more information about equipment.

Enter the space feature data so that it mirrors the equipment data in Colleague.

Room Types The Room Types (RTYP) form defines and maintains room type codes for rooms in buildings at your institution. Procedures for defining room types are described in Using Fixed Assets.

Enter the data so that it mirrors the types data in Colleague.

Table 3-8: Data that is maintained in R25


Data Maintained in R25


When you enter room characteristics/space category information, keep in mind that Colleague’s room characteristics are equivalent to space category in R25.

The ROOM.CHARACTERISTICS validation code table defines characteristics for rooms in buildings at your institution. See the online help on the Validation Codes (VAL) form for information about maintaining information in validation code tables.

Enter the space category data so that it mirrors the room characteristic data in Colleague.

Rooms The Rooms (RMSM) form defines and maintains information about a room that is associated with a specific building. Procedures for defining buildings and rooms are described in Using Curriculum Management.

Enter the data so that it mirrors the rooms data in Colleague.


Table 3-8: Data that is maintained in R25



Setting Up an ELF Translation TableIf you are already using R25 independent of Colleague, you have probably already entered the necessary facilities information in R25.

However, if the codes are not set up exactly the same between Colleague and R25, the Interface will be unable to communicate between the applications. For example, if the Colleague code for a building called Anderson Hall is AND, but the code for the same building is ANDERS in R25, the R25 Interface needs to be able to account for that difference.

You can set up an ELF translation table to automatically translate your campus profile codes to match the corresponding R25 codes.

The following ELF tables already exist in Colleague to handle your translations:

R2.DEPARTMENTS

R2.BUILDINGS

R2.ROOM.CHARACTERISTICS

R2.PARTITIONS

R2.ROOM.TYPES

R2.EQUIPMENT

These tables are initially empty, but if you realize that you need to translate codes, use the File Translation Tables (FLTT) form to update the tables as needed.


Setting Up an ELF Translation Table

Figure 3-8: The File Translation Tables (FLTT) Form

Enter the outgoing Colleague code in the Orig Code column, and the corresponding R25 code in the New Code column.

For complete information about setting up and using ELF translation tables, see the Using ELF manual.


Setup3

The Database Interface November 6, 2008

In This ChapterThis chapter describes how to set up Colleague to transfer vCalendar records between its own database and the database used by R25.


Before You BeginIn order to perform the steps in this chapter, you must have the following information:

The locations in the Colleague database where you will store and retrieve the export and import records.

The locations in the R25 database where you will store and retrieve the export and import records. If you plan to use FTP to transfer records, you should know the full FTP address and path.

Topic Page


“Understanding the Database Interface” 3-36

“Components of the Database Interface” 3-39



Setup: The Database Interface

Understanding the Database InterfaceThere are four types of vCalendar records that go back and forth between Colleague and R25. When Colleague exports vCalendar records to R25, it places the records in the R2.REQUEST or R2.CANCEL directories within its own database, and can optionally FTP those records to the R25 database. When importing records from R25, Colleague can optionally FTP records from the R25 database into its own R2.COUNTER and R2.REPLY directories.

Colleague needs three basic pieces of information in order to transfer records to and from R25:

Import polling parameters. How often you want Colleague to check for incoming transactions from R25.

Default error message recipient. Whom should Colleague notify if any errors are detected during the transfer of information.

Database Directory information. Where Colleague puts outgoing Requests and Cancels, and where Colleague finds the incoming Counters and Replies from R25

Forms Used

Use the following forms to perform the procedures in this chapter:

RESOURCE25 Database Interface (R2DB)

RESOURCE25 Directory (R2DF)

Note: Regardless of the direction of the transfer, you always use Colleague to initiate the movement of records between the two applications.


Understanding the Database Interface

Import Polling Parameters

Colleague automatically imports Counters and Replies “behind the scenes” to keep its own database in sync with the R25 database. But you determine how often and during what times Colleague checks for new records. The process of checking for new records is called import polling.

You begin by telling Colleague how frequently it should conduct its import polling. Then, for each day of the week, you can tell Colleague at which times it should start and stop import polling for that day.

Import polling is covered in more detail in “Importing from R25” beginning on page 5-1.

Database Directory Information

Typically, records that you send back-and-forth between Colleague and R25 do not transfer directly from one application to the other. Each application has its own database where it reads or saves the records. You must take the additional step to transfer records from one application’s database to the other.

Figure 3-9: File Transfer Flow

Colleague R25ApplicationApplication

ColleagueDatabase/Repository

R25Database/Repository

R2.REQUEST

R2.COUNTER

R2.REPLY

R2.CANCEL

\vcal\request\

\vcal\counter\

\vcal\reply\

\vcal\cancel\

DatabaseInterface



The three double-arrow lines represent the three key transfer points that you must understand in order to set up the database interface.

The line at the upper left, from Colleague to its own database, represents the path to your R2 directory files. The directory files must be named R2.REQUEST, R2.CANCEL, R2.COUNTER, and R2.REPLY, but you control where those files reside in your system. Colleague puts vCalendar records that it is exporting into the Request or Cancel areas, and gets vCalendar records that it is importing from the Counter and Reply areas.

The line at the upper right, from R25 to its own database, identifies the directories where R25 stores its vCalendar files. The default directories are shown in the figure, but you can assign a different location if necessary. Note that R25 includes some additional directories that are not shown here because they are not associated with the R25 Interface.

The line in the lower center of Figure 3-9 represents the transfer of files between the Colleague and R25 databases. You can use any suitable file transfer utility, such as wIntegrate’s Import/Export feature or Kermit, or you can use the FTP capabilities built into the R25 Interface and described in this chapter.


Components of the Database Interface

Components of the Database InterfaceUse the RESOURCE25 Database Interface (R2DB) and RESOURCE25 Directory (R2DF) forms to set up the database interface.

Figure 3-10: The RESOURCE25 Database Interface (R2DB) Form

Noteworthy Fields on the R2DB Form

The fields described in this section are particularly important for setting up the database interface. See online help for additional information about this form.

Polling Time in Minutes

Use this field to set the number of minutes that should elapse between import attempts. For example, if you enter the number 10 here, Colleague will check the import directories every 10 minutes for new records.

Enter 0 (zero) in this field to stop import polling.



Import Polling Active

Use this table to set a daily range of time during which Colleague performs import polling.

When Colleague reaches the end time for a given day, import polling pauses. The import process continues to run in the background, however, allowing Colleague to automatically resume normal polling at the start time of the following day.

Default Error Message Recipient

If Colleague encounters an error during the import process, it will create an entry in the message log and also send an e-mail message to the appropriate staff member. To determine the appropriate staff member, Colleague looks first to the import record to see if there is an associated event scheduler for that record. If Colleague cannot determine a specific event scheduler, it will contact the default error message recipient that you enter here.

Export/Import Directories

This set of four fields represents the four directory files you need to define before you can perform exports and imports. You set up each directory file separately by going to the desired field and detailing to the RESOURCE25 Directory (R2DF) form.



Figure 3-11: The RESOURCE25 Directory (R2DF) Form

As a reminder, Colleague displays the name of the selected directory near the top of the form. You must complete this form four times—once for each of the four directory files.

Noteworthy Fields on the R2DF Form

The fields described in this section are particularly important for setting up the directory files. See online help for additional information about this form.

Directory Path

Use this field to enter the location of the directory file for whichever export or import directory you are setting up. Include the name of the file itself. For example, the Request Export Directory is named R2.REQUEST, so the directory path must have “/R2.REQUEST” at the end.



ftp Address, ftp Login, ftp Password

Use these fields to set up automated file transfer between Colleague and R25. If you are using other methods to transfer the files, such as Kermit or wIntegrate’s Import/Export, then leave these fields blank.

Enter the FTP address of the machine that holds the R25 database, and supply the login and password you need to access the files. Use the next field, R25 Path, to set the directory path to the R25 files.

R25 Path

If you are using the Interface’s built-in FTP functionality, enter the path to the R25 files on the remote machine. The path you enter here is specific to the Import or Export Directory that you are currently setting up.



Procedure for Setting Up the Database Interface

Step 1. Access the RESOURCE25 Database Interface (R2DB) form.

Step 2. In the Polling Time in Minutes field, enter the interval at which you want Colleague to check for new import records.

See “Importing from R25” beginning on page 5-1 for information about launching the import process.

Step 3. In the Import Polling field, enter the daily schedule during which you want Colleague to be checking for new import records.

Step 4. Enter the Default Error Message Recipient.

Step 5. Set up each of the four Import / Export Directories by repeating Steps 6-9 below.

Step 6. Go to the desired field and detail to the RESOURCE25 Directory (R2DF) form.

Step 7. Enter the path that leads to the specific directory file you are setting up.

The directory file is indicated in the form’s header block.

The path you enter should include the name of the directory file itself, for example: /usr2/dev/colldev/R2.REQUEST

Step 8. Do you want to use automatic file transfers to move records into or out of the Colleague database?

Yes. Enter the FTP parameters and the R25 path.

No. Leave the three FTP fields and the R25 Path field blank.

Step 9. Save your work and exit the R2DF form.



Step 10. Do you have another Import / Export Directory to set up?

Yes. Repeat Steps 6-9 to set up the next directory.

No. Continue with the next step.

Step 11. Save your work and exit the R2DB form.



4. Export to R25

Export to R254

Overview of the Export Process November 6, 2008

In This PartThis part of the manual provides procedures for exporting course section information to R25. The Export Overview chapter, which you are reading right now, introduces the two methods that you can use to export vCalendar records. The two other chapters in this part deal specifically with those two methods. This part also includes instructions for canceling course section event information.


Before You BeginBefore exporting vCalendar records, you must install and set up the R25 Interface. Use the Rebuild Section Meeting Dates (RSMD) form to create the vCalendar records. For more information, see “Setup Overview” beginning on page 3-1.

Topic Page


“Understanding Course Section Exports” 4-2



Export to R25: Overview of the Export Process

Understanding Course Section ExportsExporting course sections to R25 is a two-step process:

1. Build the export records.

2. Send the records to R25.

Creating Export Records

The vehicle that Colleague uses to send course section information to R25 is called a vCalendar record. The vCalendar record contains all the data that R25 needs in order to assign the course section meetings to an appropriate room.

There are two ways for you to trigger Colleague to build vCalendar events for export:

Transaction-Based Processing

Batch Processing

You will probably use both methods at various times as your needs dictate.

Transaction-Based Processing

Transaction-based processing is a “hands-off” approach in which Colleague automatically generates export records whenever you update relevant data in a COURSE.SECTIONS record. For example, if you create a course section, change its meeting times, change the section capacity, or cancel a course section, Colleague immediately creates a vCalendar record and places it in the appropriate export directory. You can then use the export process to send that record to R25.

The advantages of transaction-based processing:

You do not have to use special selection criteria to locate and select course sections that have changed. Whenever a relevant piece of information is

Note: Remember that the methods described here build the export records, but do not actually export those records to R25. See “Transferring Export Records” beginning on page 4-20 for more information about running the export process.


Understanding Course Section Exports

updated in the course section record, Colleague immediately builds an export record. No affected course sections get missed.

You only need to run one process. Rather than running two batch processes (select the records, export the records), you need only to perform the export.

The disadvantages of transaction-based processing:

You give up some control over which course sections are processed. Colleague automatically builds an export record each time some of the relevant course section information changes, even though you may not want to export the section right away—for example, if you expect more changes to the section’s schedule.

You can enable transaction control processing based only on campus location. If you enable transaction-based processing for a particular campus location, then all course sections at that location are automatically processed. Conversely, if you disable transaction-based processing for a location, then no course sections from that location are exported unless you do it yourself with the batch process.

For complete setup procedures, see “Transaction Control Processing” beginning on page 4-5.

Batch Processing

Batch processing is a hands-on approach that allows you to specifically select course sections that you want to process, and to export those course sections as a group at a given time.

The advantages of batch export processing include:

You have total control when selecting the course sections you want to export. You can select course sections not only by Location, but by Department, Term, Subject, or other criteria.

It’s the most convenient way to select and process existing course sections that were scheduled before you installed the R25 Interface.

The disadvantages of batch export processing include:

The exporting of course sections becomes a two-step process (select the records, export the records).

Because Colleague is not automatically building the export records for course sections as they change, any course sections that don’t get picked up by your selection criteria will not be exported.


Export to R25: Overview of the Export Process

For complete procedures, see “Creating Export Records in Batch” beginning on page 4-13.

Which one to use?

As mentioned earlier, you will probably use both of these methods at different times. For example, when you are in the early stages of developing a class schedule for a term, you might want to wait until the schedule is fairly well established, and then use a batch process to select a large group of records to send to R25.

As you continue to refine the schedule in Colleague, and make room assignments in R25, you might decide that is an ideal time to use transaction-based processing because it can reliably locate and build export records for course sections that you have tweaked.

Exporting the Export Records

When you create export records, Colleague saves them in an export queue. You must then perform a file transfer to move those records over to the R25 database.

See “Transferring Export Records” beginning on page 4-20 for more information and the procedure.


Setup4

Transaction Control Processing November 6, 2008

In This ChapterThis chapter describes how to set up transaction control processing to automatically create export records when using Colleague’s R25 Interface.


Topic Page

“Understanding Transaction Control” 4-6

“Components of Transaction Control Setup” 4-8



Setup: Transaction Control Processing

Understanding Transaction ControlThere are two ways for you to trigger Colleague to build vCalendar events for export. You will probably use both methods at various times as your needs dictate.

The hands-on approach is to use batch export processes to select course sections that you want to process. See “Creating Export Records in Batch” beginning on page 4-13 for details and procedures.

The hands-off approach is to use transaction-based processing to automatically generate export records as you create meeting times for new course sections, modify the meeting times for an existing course section, change the section capacity, or cancel a course section. In addition, making changes to the event category or event scheduler on the RESOURCE25 Course Section (R2CS) form also triggers a transaction.

The Transaction Control parameters you set up in this chapter allow you to set geographic and time limits for the course sections that Colleague will automatically process.

For example, you may want to control the sections being exported to exclude all course sections offered at off-campus facilities. If your section location is used to distinguish between on-campus and off-campus sections, the location transaction control enables you to restrict the locations being exported to R25. In addition, you can establish a cutoff date so that future term course sections are not exported prematurely.

Note: You do not have to set the transaction control parameter for every Location or Region at your institution. You need only to enter a term for those specific locations and regions where you want to allow automatic processing.

Note: The Transaction Control processor builds export records automatically, and stores those records in the appropriate locations, but you must still perform the actual export. See “Transferring Export Records” beginning on page 4-20 for more information about running the export process.


Understanding Transaction Control

Forms Used


RESOURCE25 Trans Control (R2TC)

RESOURCE25 Loc Trans Control (R2LC)

RESOURCE25 Region Trans Ctrl (R2RC)

Transaction Control Hierarchy

When you create or modify a course section, Colleague checks the course section information against the transaction controls you have established to see if it should immediately create an export record for the event. You can set transaction controls at three different levels:

Default level. This is the most general level, encompassing all course sections. If you allow immediate transaction control at this level, Colleague will automatically create the required export records each time you create or modify any course section’s meeting times, section capacity, event scheduler, or event categories.

Region level. You can allow immediate transaction control for selected regions of your institution. A “region” is a group of Locations. Whenever you create or modify a course section in one of those regions, Colleague automatically generates an export record.

Location level. This is the most specific level. You can allow immediate transaction control for selected locations at your institution. Whenever you create or modify a course section in one of those locations, Colleague automatically generates an export record.

Colleague checks the default level first. If you established the default to send transactions immediately then, the location and location region level transaction control flags are not considered. If you do not establish a default, then Colleague checks the location. If the location is set to send immediately, the region information is ignored. If you do not establish a default location, then Colleague checks the setting for the location region.

Each level effectively supersedes the one below it. If you set immediate transaction control at the Default level then, you do not have to set the Region or Location level controls at all, because the Default level governs all course sections.

You can find more information about Locations and Regions in Using Curriculum Management.



Components of Transaction Control Setup

The three forms you use to set up transaction control appear identical, and operate the same way except for the fact that you select different data elements when you first enter the form. The RESOURCE25 Trans Control (R2TC) form shown below is representative of the three forms.

Figure 4-1: The RESOURCE25 Trans Control (R2TC) Form

When you enter the RESOURCE25 Trans Control (R2TC) form, Colleague does not present a LookUp prompt because you are setting the default controls rather than controls that are based on a specific data element. The settings you enter here apply to all course sections.

When you enter the RESOURCE25 Region Trans Ctrl (R2RC) form, Colleague presents a Region LookUp prompt. The settings you enter here apply only to course sections that are associated with a specific Region. To set transaction controls for additional regions, you simply save your work and enter another region at the LookUp prompt.

When you enter the RESOURCE25 Loc Trans Control (R2LC) form, Colleague presents a Location LookUp prompt. The settings you enter here apply only to course sections that are associated with a specific Location.



To set transaction controls for additional locations, you simply save your work and enter another location at the LookUp prompt.

Noteworthy Fields on the Transaction Control Forms

The fields described in this section are particularly important for setting up transaction control. See online help for additional information about this form.

Term to Create Transactions Immediately

Enter a course section term to allow Colleague to automatically build export files whenever you add or change meeting times, section capacity, event scheduler, or event categories for a course section in the selected location or region (or overall, if you are setting the default).

Cutoff Date

Use this field to enter a cutoff date for course sections that are associated with a term.

If you enter a term in the Term to Create Transactions Immediately field, you should also enter a cutoff date. Colleague compares the cutoff date to the course section start date. If the course section start date is later than the cutoff date, Colleague does not immediately create a transaction for that course section.

By entering a cutoff date in this field, you can restrict transaction-based processing within a term. This allows you to create course sections for future terms without exporting those sections to R25 until you are ready.

Cutoff Date for Non Term Course Sections

Use this field to enter a cutoff date for course sections that are not associated with a term.



Procedure for Setting Default Transaction Control

Use the following procedure to set the default transaction control.

Step 1. Access the RESOURCE25 Trans Control (R2TC) form.

Step 2. In the Term to Create Transactions Immediately field, list the terms for which you want to automatically create vCalendar records where you make changes to course section records.

Step 3. Enter a date in the Cutoff Date field.

Step 4. Save your work and exit the form.

Procedure for Setting Region Transaction Control

Use the following procedure to set the region transaction control.

Step 1. Access the RESOURCE25 Region Trans Ctrl (R2RC) form.

Step 2. At the Region LookUp prompt, enter the region you want to set.

Enter the Region ID if you know it, or perform a standard LookUp to locate the desired Region.






Step 6. Repeat the steps above for each Region that you want to set.

Procedure for Setting Location Transaction Control

Use the following procedure to set the location transaction control.

Step 1. Access the RESOURCE25 Loc Trans Control (R2LC) form.

Step 2. At the Location LookUp prompt, enter the region you want to set.

Enter the Location ID if you know it, or perform a standard LookUp to locate the desired Location.




Step 6. Repeat the steps above for each Location that you want to set.


Export to R254

Creating Export Records in Batch November 6, 2008

In This ChapterThis chapter provides the information and procedures you need to perform batch creation of export records in Colleague’s R25 Interface, and to export those records to R25. It also provides a procedure for you to cancel course section event information that you have previously exported to R25.


Before You BeginBefore you can create export records in a batch, the affected course sections must exist and have valid meeting times.

Forms Used


RESOURCE25 Course Sec Export (R2CX)

RESOURCE25 FTP Export (R2EX)

Topic Page


“Components of the Batch Export Process” 4-14

“Transferring Export Records” 4-20



Export to R25: Creating Export Records in Batch

Components of the Batch Export Process

Use the RESOURCE25 Course Sec Export (R2CX) form to select the course sections that you want to export. When you launch the process, Colleague immediately builds vCalendar records for all the selected course sections and places those records in the appropriate Export Directories.

Remember that the methods described here build the export records, but do not actually export those records to R25. See “Transferring Export Records” on page 4-20 for more information about running the export process.

Figure 4-2: The RESOURCE25 Course Sec Export (R2CX) Form

The fields below the separator are your selection criteria fields. Use these fields to select the course sections that you want Colleague to look at as potential export candidates.

Be advised that if you leave all of the selection criteria fields blank, Colleague will select all existing course sections. Use the selection fields to limit the number of course sections to be processed in a given batch. Course sections must meet all of the selection criteria you enter here in order to be included.



Above the separator, the top two fields on the R2CX form are “Yes/No” fields that allow you to withhold course sections that already have room assignments or that have previously been exported, even if the course sections meet the selection criteria you enter in the other fields. The third “Yes/No” flag tells Colleague whether or not to include some optional information in the export record. We discuss these fields in more detail below.

Noteworthy Fields on the R2CX Form

The fields described in this section are particularly important for exporting course sections. See online help for additional information about this form.

Send Room Preassignments

Use this field to tell Colleague whether you want to export courses that already have room assignments. Colleague will look at the course sections selected by the criteria on the rest of this form, and then filter the selections against the contents of this field.

You might respond “Yes” to this field the first time you export a selected group of course sections in order to inform R25 of any room assignments that you have made within Colleague. Or you can choose to say “Yes” if you want R25 to reconsider any existing room assignments that have been made in either application.

Typically you would enter “No” in this field if R25 has already processed the course sections, and you are happy with the existing assignments.

Make sure all course sections are exported to R25 at least once, so that R25 has all the information it needs to optimize your course schedule.

Include Only New Events

Use this field to tell Colleague whether you want to export course sections that have previously been exported to R25. Colleague will look at the course sections selected by the criteria on the rest of this form, and then filter the selections against the contents of this field.

If you want R25 to reconsider the room assignments it has already made, perhaps in light of some course section changes you have made within Colleague, then enter “No” in this field.



This field looks only for course sections that have never before been exported to R25. It does not select course sections that you have edited since a previous export to R25. If you are satisfied with the existing room assignments, enter “Yes” in this field to make sure that only brand new course sections are exported.

Cancel Event in Rsrc25

If you enter “Yes” in this field, then all course section event records that meet your selection criteria will be canceled in R25.

Because this option can cause mass cancellations of course section event records in the R25 database, you must specify a saved list name if you enter “Yes” in this field. This helps to assure that you really want to perform the cancellations, because you must first create the saved list before running the R2CX form.

Course Section Selection Fields

Use the course selection fields on the lower half of the form to select the course sections to export.

Be advised that if you leave all of the selection criteria fields blank, Colleague will select all existing course sections. On the other hand, if you enter criteria in more than one field, the course sections must meet all of the criteria you have entered in order to be selected.

For example, if you enter a saved list that contains course section IDs, and also enter a Location Region, Colleague will export only those course sections that are in both the saved list and the region. Course sections that are in the saved list but located in other regions are not selected for export.

Use online help for detailed information about these fields.

Note: This process does not cancel course sections—it cancels only the interactions that have occurred between Colleague and R25. If you want to cancel the actual course section in Colleague, see the procedures in Using Curriculum Management.



Procedure for Creating Batch Export Records

Use the following procedure to create batch export records.

Step 1. Access the RESOURCE25 Course Sec Export (R2CX) form.

Step 2. Do you want to export course sections that already have a room assignment?

Yes. Enter “Yes” in the Send Room Preassignments field. Use this option if you want to make changes to existing room assignments.

No. Enter “No” in the Send Room Preassignments field. Use this option if you want to preserve existing room assignments.

Step 3. Do you want to export only those course sections that have not been exported before?

Yes. Enter “Yes” in the Include Only New Events field.

No. Enter “No” in the Include Only New Events field.

Step 4. Enter “No” in the Cancel Event in Rsrc25 field.

If you want to cancel events in R25, see “Procedure for Canceling Course Section Events” on page 4-18.

Step 5. Use the rest of the fields on the R2CX form to enter your selection criteria.

If you leave all of the fields blank, Colleague selects all course sections currently in your system. If you enter criteria in more than one field, Colleague selects only those course sections that meet all of the criteria.

Colleague selects all course sections that meet your selection criteria, and then filters out any course sections that do not meet your entries in the Send Room Preassignments and Include Only New Events fields above.

For more information about specific fields, refer to online help.

Step 6. Save your work and exit the R2CX form.



Colleague creates vCalendar records for all selected course sections, and places the records in the R2.REQUEST export directory.

Procedure for Canceling Course Section Events

This procedure is for canceling the course section event information in R25. This procedure ends communication between Colleague and R25 about an existing course section, but does not cancel the course section itself. See Using Curriculum Management for more information about canceling course sections. Note, however, that if you do cancel a course section, Colleague automatically builds a Cancel record for the course section.

Step 1. Create a Saved List containing the course sections that you want to cancel.

See your System Administrator if you need help creating the saved list.

Because this process permanently removes the link between Colleague and R25 for the selected course sections, we want to carefully control the selection process. Therefore, a saved list is used for this procedure rather than the form’s selection criteria fields.

Step 2. Access the RESOURCE25 Course Sec Export (R2CX) form.

Step 3. Enter “Yes” in the Cancel Event in Rsrc25 field.

The other fields in the top portion of this form do not affect the creation of cancel records, so it doesn’t matter if those are set to “Yes” or “No.”

In the Saved List Name field, enter the name of the saved list created in the first step.

Step 4. Save your work and exit the R2CX form.

Colleague opens the Sort Definition form.

Note: Remember that the methods described here build the export records, but do not actually export those records to R25. When you are ready to move the export records to R25, continue with the procedure for “Transferring Export Records” beginning on page 4-20.



Step 5. Accept the defaults and finish out of the Sort Definition form.


Step 6. Accept the defaults and finish out of the Process Handler form.

Colleague creates the export Cancel records and places them in the R2.CANCEL export directory.

Note: Remember that the methods described here build the export records, but do not actually export those records to R25. When you are ready to move the export records to R25, continue with the procedure for “Transferring Export Records” beginning on page 4-20.



Transferring Export RecordsHaving built your export files with either transaction-based processing or a batch process, you must then transfer those files to R25. You can use any suitable file transfer utility, such as wIntegrate’s Import/Export utility or Kermit, or you can use the FTP functionality built in to the R25 Interface and described below.

The FTP process grabs the records that have collected in Colleague’s export directories, and uses FTP to send those records to the R25 import directories.

Use the RESOURCE25 FTP Export (R2EX) form to send export records to R25.

Figure 4-3: The RESOURCE25 FTP Export (R2EX) Form

Note: Before you can use the FTP export, you give Colleague the remote location of the destination directories for R25, as well as the login and password that Colleague needs to access those directories. See “The Database Interface” beginning on page 3-35 for information about setting up your FTP transfer.


Transferring Export Records

Procedure for Transferring Export Files

Use the following procedure to transfer export files.

Step 1. Access the RESOURCE25 FTP Export (R2EX) form.

Step 2. Enter Y in the FTP Events to RESOURCE25 Now field.

Step 3. At the prompt, confirm that you want to begin transferring files.

Step 4. Finish out of the R2EX form.

Colleague opens the Process Handler form. Complete the Process Handler form according to your preferences. To send a single batch of records immediately, accept the default values and finish out of the form. You can also use the process handler to run the process in the background.

Step 5. Finish out of the Process Handler form.

Colleague transfers the export records to R25.



5. Importing from R25

Importing from R255

Importing from R25 November 6, 2008

In This PartThis part of the manual provides details and procedures for importing course section records into Colleague.


Before You BeginBefore you can import vCalendar records into Colleague, those records must first be processed in R25 and exported to a directory where Colleague can access the records. See your R25 documentation for help with R25 processes.

Topic Page


“Understanding the Import Process” 5-2



Importing from R25: Importing from R25

Understanding the Import ProcessColleague automatically imports vCalendar Counters and Replies “behind the scenes” to keep its own database in sync with the R25 database. But you determine how often and during what times Colleague checks for new records.

Forms Used

Use the following forms to perform the procedures in this chapter:

RESOURCE25 Database Interface (R2DB)

RESOURCE25 Directory (R2DF)

RESOURCE25 Import (R2IM)

Setting Up the Import Process

The process of checking for new records is called “import polling.” You begin by telling Colleague how frequently it should conduct its import polling. Then, for each day of the week, you can tell Colleague at which times it should start and stop import polling for that day.

For example, you could set up a schedule in such a way that from Monday through Friday, between the hours of 7 a.m. and 7 p.m., Colleague checks for updated records every 10 minutes.

You enter import polling parameters on the RESOURCE25 Database Interface (R2DB) form. Because that form is also used for setting up some export parameters, instructions are located in the Setup part of this manual. See “The Database Interface” beginning on page 3-35.

Practical Limits

After successfully importing a record, Colleague clears it from the import directory and sends a confirmation notice to R25. If Colleague cannot import a record successfully, it sends an error message via e-mail to the appropriate staff member, and leaves the offending record in the directory.


Understanding the Import Process

Select import polling parameters that will keep your Colleague database reasonably up-to-date while still allowing yourself time to respond to any problems that come up.

Remember that you can change the parameters any time. You might decide that more frequent intervals are warranted during the times that you are actively working on the course schedules, while less frequent intervals are suitable for times when the course schedule is more stable.

Setting Permissions for the R25 Directories

After successfully importing a record, Colleague deletes that record from the import directory so that it doesn’t get imported again the next time.

In order to enable this functionality, make sure that access permissions are set on the R25 machine to allow Colleague’s FTP program to delete the files.

One Exception

As mentioned in the sections above, the import process generally does the following:

Deletes records that were successfully imported, to manage the size of the import directory and so the process doesn’t try to import them again the next time.

Retains records that generate errors, so you can fix the problem and try again to import the record.

There is, however, one situation where Colleague deletes a record that caused an error. If the version number of the incoming record is lower than the version number of the record that already exists in Colleague, then the import process generates the error message and deletes the record from the import directory.

Starting Up the Import Process

Import polling does not automatically begin when you set up the parameters. You need to start a background process in order to kick off the actual polling process.



As long as the background process is running, Colleague will check the Import directories for incoming records according to the schedule you established during the setup steps.

Use the RESOURCE25 Import (R2IM) form to launch the import polling process.

Figure 5-1: The RESOURCE25 Import (R2IM) Form

The R2IM form has two important features:

The carefully-named “Number of minutes between checks for shutdown” field.

The glaring text message that appears in the middle of the form.



The Number of Minutes Field

This field governs how promptly the background process ends after you stop import polling.

The way you actually stop import polling is to set the Polling Time in Minutes field on the RESOURCE25 Database Interface (R2DB) form to zero. But the background process will continue to run, with nothing to do, until you trigger it to stop.

The number of minutes you enter here determines how often the background process checks to see if it should still be running. For example, if you set this field to 15, the background process will check the R2DB parameters every 15 minutes. If it sees that the Polling Time in Minutes field has been set to zero, the background process shuts down. If the Polling Time in Minutes is any number greater than zero, the background process continues to run for another 15 minutes.

Important Note

You must run the Import Polling process in background mode, otherwise Colleague will treat it as a regular batch process and will not return control of your session back to you.

Usually when you run a batch, including the R25 batch export process that we talk about in Part 4 of this manual, the process goes something like this:

1. You set up the parameters and launch the process.

2. Colleague runs the process while you wait.

3. Colleague finishes the process and returns you to a form or menu so you can continue to work.

But the Import Polling process should be an ongoing batch process that continues to run until somebody makes it stop. Therefore, you want Colleague to run the process in background mode so that it turns control of your session back to you right away, without waiting for the process to end.

When you update from the R2IM form, Colleague opens the Process Handler form. You’ve probably zipped through this form a hundred times without changing anything, but to run the R25 import process, you must enter “Yes” in the Execute in Background Mode field.



Figure 5-2: The Process Handler Form



Procedure for Starting Import Polling


Step 2. Set the Polling Time in Minutes to a number greater than zero.


Step 4. Access the RESOURCE25 Import (R2IM) form.

Step 5. Set the Number of minutes between checks for shutdown field to a number greater than zero.

Step 6. Save your work and exit the R2IM form.

Colleague displays the Process Handler form.

Step 7. Complete the Process Handler form as follows:

a. Enter Y in the Execute in Background Mode field.

b. Enter I for “Immediate Execution” in the Background Execution Type field.

c. Leave the rest of the fields empty, and continue with Step 8.

Step 8. Save your work and exit the form.

When you update the form, Colleague launches the import polling process.

Note: Only one instance of this process can be running at a given time. If you try to start this process, and it is already running, Colleague will ignore your request and continue running the instance that is already at work. That means if you want to change the number of minutes between checks for shutdown, you must first stop the process that is already running (see “Procedure for Stopping Import Polling” on page 5-8), before continuing with the Procedure for Starting Import Polling below.



Procedure for Stopping Import Polling

Use the following procedure to stop import polling.


Step 2. Set the Import Polling in Minutes field to 0 (zero).


Note: Because of the way Colleague manages the time settings, import polling might not stop immediately, but will finish within one minute.



6. Interface Message Handling

Interface Message Handling6

Viewing and Purging Messages November 6, 2008

In This PartThis part of the manual describes the way Colleague’s R25 Interface generates error and warning messages, and provides instructions for viewing messages and purging old messages.


Before You BeginIn order for the R25 messaging capabilities to work, you must do one or both of the following:

Set up a default error message recipient. See “Default Error Message Recipient” on page 3-40.

Establish rules that assign schedulers to course sections, and provide Colleague with the appropriate e-mail addresses for those schedulers. See “Understanding the Interface Parameters” on page 3-16.

Topic Page


“Understanding R25 Messaging” 6-2

“Viewing the Message Log” 6-4

“Message Report and Purge Processes” 6-6



Interface Message Handling: Viewing and Purging Messages

Understanding R25 MessagingBecause vCalendar records are often exported and imported behind the scenes by the R25 Interface, there must be a way for Colleague to alert qualified people to problems even when those people are not keeping a close watch on the export and import processes.

For example, when you run a typical batch process elsewhere in Colleague, the system displays messages on-screen or in a standard error report because the person running the process is available and qualified to respond to the message. But R25 import processing can occur on an ongoing basis without the active participation of a staff member. Therefore, messages are delivered to the appropriate staff member by e-mail. Colleague also creates a log of messages that can be monitored by anyone with access to the forms.

Batch export of vCalendar records to R25 also uses this built-in messaging system in order to route the error messages to the person best equipped to handle them.

Forms Used

Use the following forms to view and purge R25 messages:

RESOURCE25 Message Summary (R2MS)

RESOURCE25 Message Detail (R2MD)

RESOURCE25 Message Purge (R2MR)

Types of Messages

Messages come in two varieties: Warnings and Errors.

Colleague issues a Warning if it encounters something wrong with a record, but is still able to perform the import or export. You might have to make some corrections to the course section information that was imported or exported.

For example, Colleague sends a Warning if you try to export a course section that has a different department on its export record than it has in Colleague. The warning message alerts you to the discrepancy, and you can decide whether to use R25 to fix the problem, or to fix the problem within Colleague and then re-export the corrected course section.


Understanding R25 Messaging

Colleague issues an Error if it encounters a problem that prevents it from processing a record. You will have to fix the problem and then try again to export or import the record.

An example of an Error that could occur during the import process is when the version number on a vCalendar record does not match the version number that Colleague expects the record to have. Rather than overwrite course section information with data that might be out-of-date, Colleague rejects the record and issues the error message.

Receiving Messages Via E-Mail

If you are designated as a message recipient, you receive applicable messages in the form of e-mail. The subject line of the e-mail begins with the words “RESOURCE25 Msg:”

You can designate message recipients by setting up rules or by entering a default recipient.

By Rule

Create rules that assign a scheduler to particular course sections. Whenever an error or warning occurs, Colleague tries to identify the scheduler for each affected course section, and sends an e-mail message to each scheduler.

See “Understanding the Interface Parameters” on page 3-16 for details about setting up scheduler rules.

By Default

If Colleague cannot determine the scheduler for a course section, it sends the message to the default message recipient. This will happen if no scheduler is associated with the problematic course section, or if Colleague cannot determine the identity of the course section scheduler.

See “Default Error Message Recipient” on page 3-40 for more information about entering the default message recipient.



Viewing the Message LogIn addition to sending the message by e-mail to the responsible staff member, Colleague writes the message to the R2.MESSAGES file. Two Colleague forms allow you to view those messages online. Both of these forms are for inquiry only. You cannot change any of the information.

Use the RESOURCE25 Message Summary (R2MS) form to view a list of messages that are in the R2.MESSAGES file.

Figure 6-1: The RESOURCE25 Message Summary (R2MS) Form

For more information about any of the messages that appear in the list, go to the desired line and detail to the RESOURCE25 Message Detail (R2MD) form.

Note: It is possible for a large number of messages to be generated in a short period of time. We therefore encourage you to review and resolve your messages on a frequent basis.


Viewing the Message Log

Figure 6-2: The RESOURCE25 Message Detail (R2MD) Form

The R2MD form allows you to view the message on-screen. To print messages, use the process described in “Message Report and Purge Processes” on page 6-6.

Procedure for Viewing the R2.MESSAGES File

Use the following procedure to view the R2.MESSAGES file.

Step 1. Access the RESOURCE25 Message Summary (R2MS) form.

Step 2. Browse the list of messages. For more information about any of the messages, go to the desired line and detail to the RESOURCE25 Message Detail (R2MD) form.

Step 3. When you are done viewing messages, cancel out of the R2MD and R2MS forms.



Message Report and Purge ProcessesUse the RESOURCE25 Message Purge (R2MR) form to create a printed report of selected messages, or to delete selected messages from the system.

Although Colleague does not require you to report on messages before purging them, you might want to make that part of your normal operating procedures. Colleague saves your selection criteria from one session to the next, making it easier for you to first run the process in report mode, review the messages to be purged, and then return to the form and run the process in purge mode.

Figure 6-3: The RESOURCE25 Message Purge (R2MR) Form


Message Report and Purge Processes

Noteworthy Fields on the R2MR Form

The fields described in this section are particularly important for purging messages. See online help for additional information about this form.

Report Message Records

Set this field to “Yes” if you want to generate a report of selected messages. The information reported for each message is similar to the information you see on the RESOURCE25 Message Detail (R2MD) form.

Purge Selected Records

Set this field to “Yes” if you want to purge the selected messages.

There is no relationship between the Report Message Records field and the Purge Selected Records field. You can purge messages without reporting on them, or you can report on records without purging them. You can also report and purge at the same time.

Selection Fields

The rest of the fields on the R2MR form allow you to select the particular messages that Colleague will include in the report and/or purge process.

The selection fields work in conjunction with each other. When you enter criteria in more than one field, messages must meet all of your conditions in order to be included. For example, if you enter a date range and a specific course section ID, Colleague includes only those messages that pertain to that course section and occurred within the range of dates. Messages generated within the date range but for different course sections are not included, and messages generated for this course section before or after the date range are not included.

Exclude Warnings/Exclude Errors

If you want to see or purge only Error messages, and not Warning messages, then tell Colleague to Exclude Warnings. To see or purge only Warning messages, tell Colleague to Exclude Errors.



Exclude Import Messages/Exclude Export Messages

There are only two occasions during which Colleague generates messages—during import and during export. If you want to see or purge messages that occurred only during import, tell Colleague to Exclude Export Messages. To see or purge messages that occurred only during export, tell Colleague to Exclude Import Messages.

Exclude Sent E-Mails

Colleague attempts to send e-mail versions of messages to the appropriate event scheduler, if it can identify one, or to the default error message recipient. If something prevents Colleague from sending any e-mail, Colleague still places a copy of the message in the R2.MESSAGES file, so you can access it online.

This field provides an easy way to search for any messages that were not sent out in e-mail form. Enter “Yes” here to exclude messages that were sent as e-mail, allowing you to see or purge only messages that did not generate an e-mail.


Message Report and Purge Processes

Procedure for Reporting/Purging Messages

Use the following procedure to report and purge messages.

Step 1. Access the RESOURCE25 Message Purge (R2MR) form.

Step 2. If you want to create a report of selected messages, enter “Yes” in the Report Message Records field.

Step 3. If you want to purge the selected records, enter “Yes” in the Purge Selected Records field.

Step 4. Use the rest of the fields on the R2MR form to select the messages to be reported or purged.

See “Selection Fields” on page 6-7, and online help for more information about the selection fields.

Step 5. Save your work on the R2MR form.

If you entered “Yes” in the Additional Selection Criteria field, Colleague opens the Additional Selection Criteria form. Continue with Step 6.

If you entered “No” (the default value) in the Additional Selection Criteria field, Colleague opens the Sort Definition form. Skip to Step 8.

Step 6. In the Additional Selection Criteria form, enter the query language that will select the desired records.

Step 7. Save your work and exit the Additional Selection Criteria form.

Colleague opens the Sort Definition form.

Complete the Sort Definition, Change Peripheral Defaults, and Process Handler forms according to your preferences.

Colleague creates the report and/or purges the records.



7. Maintaining R25 Information

Interface Message Handling7

Updating R25 Information in Colleague November 6, 2008

In This ChapterThis chapter explains how to maintain R25-related information for particular course sections.


Before You BeginBefore you can enter or change R25-specific information for a course section, Colleague’s R25 Interface module must be properly installed and set up. In particular, the Event Type and Event Category codes must exist in order to be available in these procedures.

Topic Page


“Understanding R25 Course Section Information” 7-2

“Maintaining Course Sections” 7-4

“Calculating Rules” 7-8

“Maintaining Course Space Information” 7-11

“Maintaining Section Space Information” 7-12



Interface Message Handling: Updating R25 Information in Colleague

Understanding R25 Course Section Information

The R25 Interface passes a lot of course section information to R25, including the course section description, status, start date, end date, a list of all the meeting dates and times, and a lot of other stuff, too.

All of the information listed above is part of base Colleague Student, and has no special relationship to the R25 Interface. See Using Curriculum Management for instructions about entering and maintaining this kind of “regular” course section information.

A few data elements are especially important to R25, however, including:

Event Type

Event Categories

Event Scheduler

Equipment


Room Types

Forms Used


RESOURCE25 Course Sections (R2CS)

RESOURCE25 Rule Calculation (R2RL)

RESOURCE25 Course Space Info (R2CO)

RESOURCE25 Section Space Info (R2SS)

Event Type, Event Categories, and Event Scheduler

You can assign these pieces of information to your course section records automatically through the use of rules. Whenever you get ready to export a course section to R25, Colleague reads the rules and assigns the appropriate codes for use in R25. See “Parameters and Rules” beginning on page 3-15 for more information about setting up the rules.


Understanding R25 Course Section Information

The rules help you easily assign the codes to the large volume of course sections that you are likely to process each year. But there may be times when you need to manually override a rule result and enter R25 information directly for some course sections. For that, we have created the R25 Course Sections (R2CS) form.

There may also be times when you must add or change a rule, and then go back and update all the course sections that you have already processed. For that, you can use the RESOURCE25 Rule Calculation (R2RL) form.

Equipment, Room Characteristics, and Room Types

If any of your course sections require certain pieces of equipment, types of rooms, or rooms with certain characteristics, you can include that information in your export records. R25 and Schedule25 will then make sure that the course sections get assigned to rooms that meet those requirements.

Equipment includes things like overhead projectors, video equipment, or lab equipment that the instructor needs to teach the course section.

Room Types might differentiate between classrooms, lecture halls, and laboratories.

Room Characteristics indicate the qualities of the room itself that might not be covered by the Room Type, such as whether the room is sound-proof or has windows.

The R25 Interface includes two forms that allow you to specify “Space Info.” You can use the RESOURCE25 Course Space Info (R2CO) form to set default space information requirements for all the sections of a given course, or you can use the RESOURCE25 Section Space Info (R2SS) form to maintain the information for a specific course section.



Maintaining Course SectionsUse the RESOURCE25 Course Sections (R2CS) form to view or maintain R25 information about a specific course section.

Figure 7-1: The RESOURCE25 Course Sections (R2CS) Form

Usually these codes are assigned to the course section by rules during export. This form displays the results of those rules, and enables you to override the rule result manually if you want to. Any entry you make on this form will be retained even if the transaction control process automatically creates another export record for this course section later.

The only ways to change your manual entries on this form is to come back to this form and enter something else, or to force recalculation of the rules by using the RESOURCE25 Rule Calculation (R2RL) form.


Maintaining Course Sections

Accessing the R2CS Form

You can access the R2CS form through the menu system or by detailing from the Sections (SECT) form.

If you enter this form from the menu system, Colleague prompts you to select the course section that you want to view or modify. Enter the course section ID if you know it, or perform a Course Section LookUp to locate the desired section.

If you enter this form by detailing from the SECT form, Colleague displays information from the course section that you had open on the SECT form.

Noteworthy Fields on the R2CS Form

The fields described in this section are particularly important for maintaining course section information. See online help for additional information about this form.

RESOURCE25 Alien ID

R25 assigns its own ID to each course section event that it handles. This field displays R25’s ID for this course section. This information appears only if the course section has already been processed in R25 and imported back into Colleague.

Version Number/Version Date

Colleague assigns version number “1” the first time it exports this course section, and then increments the version number by one on each subsequent export. This field is blank if the selected course section has never been exported. Colleague also displays the date for each export. This is a multivalued field, allowing you to scroll down the list to view the date of each export version.

Event Organization on Export

This field displays the Department associated with this course section. What Colleague calls “Department” is known as the event’s “Organization” in R25.



Event Type on Export

If you have never exported this course section before, this field will be blank, and you can manually enter an event type.

If you do not enter an event type, Colleague will assign one based on the event type rules table you set up on the RESOURCE25 Course Sec Rules (R2CR) form. The Event Type Rule Result field on this form displays the event type that Colleague will assign to this course section if you do not make a manual selection.

If this course section has already been exported, Colleague displays the event type from the export record for inquiry only. You can not change a course section’s event type after its initial export.

Event Categories on Export

Use this multivalued field to maintain the list of event categories that is associated with this course section.

If you have never exported this course section before, the field will be blank. Otherwise, this field lists the event categories that are currently on the export record. You can manually add or remove event categories as needed.

If you leave this field blank, Colleague will assign event categories based on the event category rules table you set up on the RESOURCE25 Course Sec Rules (R2CR) form. The Event Categories Rule Result field on this form displays the event categories that Colleague will assign to this course section if you do not make a manual selection.

R25 uses event categories for grouping and reporting on events.

Event Scheduler on Export

If this course section has already been exported, Colleague displays the name and E-mail address of the scheduler who is on the export record. To change the current event scheduler, delete the contents of this field.

You can manually assign an event scheduler to this course section by entering the person’s ID, or by performing a Person LookUp to locate the staff member in the database. The event scheduler must be a staff member at your institution.


Maintaining Course Sections

If you leave this field blank, Colleague will assign an event scheduler based on the event scheduler rules table you set up on the RESOURCE25 Course Sec Rules (R2CR) form. The Event Scheduler Rule Result field on this form displays the event scheduler that Colleague will assign to this course section if you do not make a manual selection.



Calculating RulesUse the RESOURCE25 Rule Calculation (R2RL) form to recalculate event categories or schedulers for selected course sections.

Figure 7-2: The RESOURCE25 Rule Calculation (R2RL) Form

You enter selection criteria on this form to identify the course sections that you want to rebuild. The R2RL form reads the current Event Category or Event Scheduler rules and updates the selected course sections.

ALERT! If you have used the RESOURCE25 Course Sections (R2CS) form to manually update the event categories or scheduler for a given course section, running the R2RL form will override your manual entries with the newly recalculated information. If you do not want your manual entries to be recalculated, make sure those course sections are excluded from the selection criteria you enter on this form.


Calculating Rules

Each time you run the R2RL form, you can rebuild either the event categories or the event scheduler. You cannot rebuild both at the same time. You do not have an option to rebuild the Event Type, because that element cannot be changed after the initial export.

Noteworthy Fields on the R2RL Form

The fields described in this section are particularly important for calculating rules. See online help for additional information about this form.

Rebuild Event Categories

Each time you run this form you can rebuild either the event categories or the event scheduler, but not both.

If you want to rebuild event categories for the selected course sections, enter “Yes” in this field and leave the Rebuild Event Scheduler field set to “No.”

When you rebuild event categories, Colleague selects all of the course sections that meet the selection criteria you enter on this form, and then recalculates the event category rule for those sections. Colleague replaces all event categories previously assigned to each of the sections (either manually or by previous rule calculation), with the new results.

Use the RESOURCE25 Course Sec Rules (R2CR) form to establish your event category rules.

Note: If you are using transaction control to automatically build export records for updated course sections, be aware that this recalculation process will cause the export records to be built.



Rebuild Event Scheduler

Each time you run this form you can rebuild either the event categories or the event scheduler, but not both.

If you want to rebuild the event scheduler for the selected course sections, enter “Yes” in this field and leave the Rebuild Event Categories field set to “No.”

When you rebuild the event scheduler, Colleague selects all of the course sections that meet the selection criteria you enter on this form, and then recalculates the event scheduler rule for those sections. Colleague replaces the event scheduler previously assigned to each of the sections (either manually or by previous rule calculation), with the new result.


Maintaining Course Space Information

Maintaining Course Space InformationUse the RESOURCE25 Course Space Info (R2CO) form to maintain equipment, room characteristics, or room types that are required for a particular course.

Figure 7-3: The RESOURCE25 Course Space Info (R2CO) Form

Colleague includes these requirements on any related section of this course that you export to R25. If the requirements are different for a specific section, use the RESOURCE25 Section Space Info (R2SS) form to enter requirements for that section.



Maintaining Section Space InformationUse the RESOURCE25 Section Space Info (R2SS) form to view or maintain space information requirements for a specific course section.

Figure 7-4: The RESOURCE25 Section Space Info (R2SS) Form

If the requirements are the same for all sections of a course, use the RESOURCE25 Course Space Info (R2CO) form to set the default requirements.


Maintaining Section Space Information

Procedure for Recalculating R25 Rule Results

Use the following procedure to recalculate R25 rule results.

Step 1. Access the RESOURCE25 Rule Calculation (R2RL) form.

Step 2. Do you want to recalculate the event category rules, or the event scheduler rules?

Event category. Enter Y in the Rebuild Event Categories field.

Event scheduler. Enter Y in the Rebuild Event Scheduler field.

Step 3. Select the course sections that you want to process.

Enter your selection criteria in the other fields on this form as needed. Remember that to be selected, a course section must meet all of the criteria you enter here.

Step 4. Save your work and exit the R2RL form.

Colleague opens the Change Peripheral Defaults form.

Step 5. Enter your report preferences, and then finish out of the Change Peripheral Defaults form.


Step 6. Enter your processing preferences, and then finish out of the Process Handler form.

Colleague recalculates the rules for the selected course sections, and rebuilds export records for any course sections that meet your transaction control settings for immediate export.



Index

Index

BBatch export process

components of 4-14error messages 6-2procedure for 4-17selecting course sections 4-16

Building Room Separator 3-19

CCALS.COURSE.SEC.MEETING

rebuilding 3-5

Cancel recordsdefinition of 2-4

Canceling course section eventsfield used 4-16procedure 4-18

Codessee also Event Categoriessee also Event Typetranslating 3-32

Colleagueoverview 1-6versions supported 2-1

Compatibilitysupported software versions 2-1

Counter recordsdefinition of 2-4

Course section eventscanceling 4-16procedure for canceling 4-18

Course sectionsR25 information

understanding 7-2selecting for export 4-16

Curriculum Management moduleinteraction with the R25 Interface 1-8

Using the R25 Interface, November 6, 2008© 2008 Datatel, Inc.

DData flow

examples 2-5overview 2-5, 3-37

Database Directory 3-37

Database Interface 3-35procedure for setting up 3-43understanding 3-36

Default Error Message Recipient 3-40

DelimiterBuilding Room separator 3-19

EELF Translation Table

setting up 3-32

Equipmentassigning to course sections 7-2

Error messagessee also Messagessetting a default recipient 3-40

Event Categoriesassigning to course sections 7-2creating 3-12maintaining 3-12rebuilding 7-9

procedure 7-13rules

setup procedure 3-25understanding 3-16

understanding 3-8

Event Schedulerassigning to course sections 7-2E-Mail Type 3-19rebuilding 7-10

procedure 7-13rules


Index - 1

Index

Event Typeassigning to course sections 7-2creating 3-10maintaining 3-10R25 event hierarchy 3-9rules


understanding 3-8

Export directories 3-41

Export filestransferring

procedure 4-21

Export recordsetting directory path for 3-41

Export recordsbatch creation 4-13batch procedure 4-17creating with transaction control 4-6format of 2-4including faculty name in 3-19including room preassignments 4-15selecting for batch export 4-16transferring 4-20version number 7-5

Exportingcourse section events 4-20including new events only 4-15room preassignments 4-15setting up export directories 3-40setting up the database interface 3-36

FFaculty name

including in export record 3-19

File transferdata flow overview 3-37export directories 3-40import directories 3-40transferring export records 4-20

File Translation Tables (FLTT) form 3-32

FLTT form 3-32

Index - 2

FormsFile Translation Tables (FLTT) 3-32Phantom Mode Specification 5-5R25 Directory (R2DF) 3-39R25 Event Categories (R2EC) 3-12R25 Message Purge (R2MR) 6-6R25 Message Summary (R2MS) 6-4R25 Trans Control (R2TC) form 4-8Rebuild Section Meeting Dates (RSMD) 3-5RESOURCE25 Course Sec Export (R2CX) 4-14RESOURCE25 Database Interface (R2DB) 3-39RESOURCE25 Event Type (R2ET) 3-10RESOURCE25 FTP Export (R2EX) 4-20RESOURCE25 Import (R2IM) 5-3RESOURCE25 Loc Trans Control (R2LC) 4-8RESOURCE25 Message Detail (R2MD) 6-4RESOURCE25 Message Purge (R2MR) 6-6RESOURCE25 Parameters (R2SP) 3-18RESOURCE25 Region Trans Ctrl (R2RC) 4-8Rules Definition (RLDE) 3-24

FTPprocedure 4-21procedure for setting up 3-43set address 3-40set login 3-40set password 3-40setting path to R25 3-42transferring records 4-20

IImport polling

parameters 3-37procedure for starting 5-7procedure for stopping 5-8running as a background process 5-5setting up 3-39, 5-2starting 5-3

Import processsetting up 5-2understanding 5-2

Import recordsformat of 2-4

Importingerror handling 5-3setting up import directories 3-40setting up polling parameters 3-37


Index

Installationoverview 3-4rebuild section meeting dates 3-5updating remote accounts 3-5

Installing the Interface 3-3

Interfacedata flow 2-5installing 3-3introduction to 2-1overview of the R25 Interface 1-10parameters 3-16see also Database Interface

MMessages

designating recipients 6-3purging 6-6

procedure 6-9receiving via e-mail 6-3reporting 6-6

procedure 6-9types of 6-2understanding messaging 6-2viewing the message log 6-4

PParameters 3-16

import polling 3-37procedure for setting up 3-25

Permissionsfor R25 import directories 5-3

Phantom Mode Specification 5-5

Process flowoverview and examples 2-5

RR2.MESSAGES file

purging 6-6reporting 6-6viewing contents of 6-4


R25 3-20Alien ID 7-5database directory overview 3-37event cabinets 3-9event folders 3-9event hierarchy 3-9features 1-9routing rules 3-9setting path for FTP 3-42versions supported 2-1

R25 Directoriessetting permissions for 5-3

R25 Directory (R2DF) form 3-39

R25 Message Summary (R2MS) form 6-4

R25 Trans Control (R2TC) form 4-8

R2CX form 4-14

R2DB form 3-39

R2DF form 3-39

R2EC form 3-12

R2ET form 3-10

R2EX form 4-20

R2IM form 5-3

R2LC form 4-8

R2MD form 6-4

R2MR form 6-6

R2MS form 6-4

R2RC form 4-8

R2SP form 3-18

R2TC form 4-8

Rebuild Section Meeting Dates (RSMD) form 3-5

Remote accountsupdating 3-5

Reply recordsdefinition of 2-4

Request recordsdefinition of 2-4

RESOURCE25 Course Sec Export (R2CX) form 4-14

RESOURCE25 Database Interface (R2DB) form 3-39

RESOURCE25 Event Categories (R2EC) form 3-12

RESOURCE25 Event Types (R2ET) form 3-10

RESOURCE25 FTP Export (R2EX) form 4-20

Index - 3

Index

RESOURCE25 Import (R2IM) form 5-3

RESOURCE25 Loc Trans Control (R2LC) 4-8

RESOURCE25 Message Detail (R2MD) form 6-4

RESOURCE25 Message Purge (R2MR) form 6-6

RESOURCE25 Parameters (R2SP) form 3-18

RESOURCE25 Region Trans Ctrl (R2RC) form 4-8

RLDE form 3-24

Room Characteristicsassigning to course sections 7-2

Room preassignmentsincluding in export records 4-15

Room Typesassigning to course sections 7-2

RSMD form 3-5

Rulescreating and editing 3-24recalculating

procedure 7-13

Rules Definition (RLDE) form 3-24

SS25

using with R25 Interface 2-7

Sectionsrebuilding meeting dates 3-5

SeparatorBuilding Room delimiter 3-19

Setupcode translation table 3-32database interface 3-36default error message recipient 3-40directory path to R25 3-42event category rules 3-22event scheduler rules 3-23event type rules 3-21export directories 3-40, 3-41FTP parameters 3-40import directories 3-40

permissions for 5-3import polling 3-39, 5-2import polling parameters 3-37interface parameters 3-16overview 3-1transaction control processing 4-6

Software update numbers 3-4

Index - 4

TTransaction control

defaultprocedure for setting 4-10

hierarchy 4-7location

procedure for setting 4-11region

procedure for setting 4-10setting up 4-8understanding 4-6

Transferring 4-20

Transferring export records 4-20procedure 4-21

Translation tablesetting up 3-32

VvCalendar records

overview 2-4types of 2-4

Versionsmismatch error 5-3supported software 2-1

WWarnings see Messages


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