Updating Addresses Information Trigger: Use this process whan an address needs to be added, changed or removed from a student's account

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1 Department Responsibility/Role File Name Version Document Generation Date 6/11/2007 Date Modified 6/11/2007 Last Changed by Status Final SA Campus Community Updating Addresses _BUSPROC Jeffrey Friel Updating Addresses Trigger: Use this process whan an address needs to be added, changed or removed from a student's account Concept Use the Addresses page to enter or update address types for an individual. In this topic: 1. A student has a billing address that is different from his permanent address. You need to enter the new address type in the system to ensure that her mail gets sent to the correct place. 2. A student's permanent address has changed and needs to be updated. 3. A student's billing address is no long valid and needs to be inactivated. Field(s) Effective Date Address Type Status Comments The date the address change is to take effect. Select the type of address to be entered. Example: Billing or Permanent Select the status of the address: Active or Inactive. Output - Results An address will be added, changed or inactivated on the student's account. Comments N/A Page 1

2 Additional Address are effective dated. When making changes to addresses, you may NOT, have the same effective date for the same address. Example: You enter and save an address for a student today and realize that an error was made to the house number during data entry. To correct the address, you will need to effective date the corrected address to tomorrow's date for the change to take effect. Page 2

3 Procedure This topic will demonstrate how to enter an address, update an existing address, and inactivate an address. 1.) Addresses Manage an individual's addresses. Home>Campus Community>Personal >Biographical>Addresses/Phones>Addresses 2.) Addresses Manage a student's addresses. Home>Campus Community>Personal (Student)>Biographical (Student)>Addresses/Phones>Addresses 3.) Addresses View and update your addresses. Home>Self Service>Campus Personal >Addresses 4.) Addresses View and update student addresses. Home>Campus Community>Student Services Center -> General Info tab Page 3

1. Enter the student id into the EmplID field. Enter "14002638".

4 1. Enter the student id into the EmplID field. Enter " ". Conducting a Search When you open a task (using a hyperlink or page link), either an entry page will display or a search page (also referred to as Find an Existing Value) will appear prompting you for search keys needed to locate a record. To find a record, or many records, search criteria must be entered, then click Search, and a Search Results page displays. Search pages contain: Search keys Operators Page 4

5 Search fields Once you have entered in the search criteria key fields, click Search to process the search. If you wish to refresh the page (without saving), so you can enter new or different criteria, click Clear. 2. Click the Search button. Page 5

6 3. If the individual has current addresses in the database, the Current Addresses area of the page shows the current address types and the associated data. If the individual does not have a current address, the text No current addresses exist appears instead. 4. The Address Type field displays the individual's current address types as links. Click the link to view or update data for the address type. The system displays values for the current address in the relevant fields. Displaying the address data enables you to copy it from one address type to another. 5. Click the Edit/View Address Detail link to access the Address History page, on which you can view the history of the address type. To update the current address type for the individual, click the Edit/View Address Detail link, add a new address row, specify the effective date and address format, and edit the related fields. Page 6

7 6. Decision: Please make a selection from the options listed below. Add an address Go to step 7 on page 7 Update existing address Go to step 29 on page 19 Inactivating an address Go to step 38 on page A particular address often applies to more than one address type for an individual. For example, an individual's dormitory, campus, and billing addresses might be the same. To copy the address, effective date, and status from one address type to other address types, select the address types to which to assign the data, click Submit, and then click Save. Page 7

8. Click the current address type such as Dormitory, Campus, or Billing, to copy. The system displays the associated address data beneath the Edit Address link in the Add Address area of the page.

8 8. Click the current address type such as Dormitory, Campus, or Billing, to copy. The system displays the associated address data beneath the Edit Address link in the Add Address area of the page. To make changes to the data, click Edit Address and make the changes. The blue asterisk to the left of an address type indicates that the address type exists and that it has a current or future-dated address with a status of Active. Be sure that you want to add a new effective-dated row to the existing data before selecting the address type. In this example, you want to add a new mailing address for Magdelena. Click the Billing option. Page 8

9 9. The Effective Date field defaults to the current system date, but can be changed if needed. Enter addresses in the chronological order of their effective dates. Enter the earliest dated address first and the future-most dated address last. For this example, you will use the default date for the new address. The effective date is NOT time stamped as well. You cannot have an address with multiple rows that have the same effective date. Example: You enter an address and save it. You realize that you made an error in enter the street address and update the address with the correct street address. You will have to effective date the change to tomorrow's date. 10. Enter the country code for the address format to use for the individual. The system displays the fields required for that country as defined on the Country Table - Address Format page. For this example, retain the default value. Page 9

10 11. Click the Address Linkage link to link an address type to the location of a campus or an organization. Click the Address Linkage link. Page 10

11 12. Use the Address Linkage page to specify organization or location addresses to which you want to link. 13. Select the Maintain Address Manually option to maintain the address manually and have the system bypass it in the update linked addresses process or other automatic update processes. 14. Select the Maintain Other Data Manually option to maintain other data (from Location or Organization page areas) manually and have the system bypass it in the update linked addresses process or other automatic update processes. 15. Click the Cancel button. Page 11

12 16. Click the Edit Address link to access the Edit Address page, on which you can enter new address data in the specified format. Click the Edit Address link. Page 12

13 17. Enter the desired information into the Address 1 field. Enter "130 Jesse Hall". 18. Enter the desired information into the City field. Enter "Columbia". 19. Enter the desired information into the State field. Enter "MO". When the magnifying glass icon is next to a field, this means that there is a list of values associated with the field. If the desired value is not known, click on the magnifying glass icon, this will display the List of Values page for the field. From this page you can perform a search to find the value and then select the value by clicking on it. 20. Enter the desired information into the Postal field. Enter "65211". Page 13

14 21. Click the OK button. Page 14

15 22. Click the OK button. Page 15

16 23. Click the OK button. Page 16

17 24. To copy the address data to each of the selected address types, click Submit. A green check mark appears next to each address type to which the data is successfully copied and the new or updated addresses appear in the Current Address area of the page. The addresses are not written to the Addresses Table until you click Save. Click the Submit button. Page 17

18 25. A green check mark indicates the successful creation of an address type. A red X appears if you try to create an address type that causes effective dates to become out of sync for a specific address type. For example, a red X appears if the address type that you are adding already has an existing duplicate effective date, or when an earlier effective-dated address currently exists for the address type. 26. Click the Explain link to display an explanation of the marks that indicate the successful or unsuccessful creation of an address type. Page 18

19 27. Click the Save button. 28. You successfully added an address type for an individual. End of Procedure. Remaining steps apply to other paths. 29. Click the Edit/View Address Detail link. Page 19

20 30. Click the Add a new row at row 1 (Alt+7) button. 31. Click the Update Addresses link. Page 20

21 32. Enter the desired information into the Address 1 field. Enter "45 Jesse Hall". 33. Click the OK button. Page 21

22 34. Click the OK button. Page 22

23 35. Click the OK button. Page 23

24 36. Click the Save button. 37. You successfully updated an address type for an individual. End of Procedure. Remaining steps apply to other paths. 38. Click the Edit/View Address Detail link. Page 24

25 39. Click the Add a new row at row 1 (Alt+7) button. 40. Click the Choose a date (Alt+5) button. Page 25

26 41. Click the desired date. Page 26

27 42. Select inactive fromthe Status list. Page 27

28 43. Click the OK button. Page 28

29 44. Click the Save button. 45. You successfully inactivated an address type for an individual. End of Procedure. Page 29

Business Process Document myzou Campus Community: Entering Electronic Addresses

Business Process Document myzou Campus Community: Entering Electronic Addresses Department Responsibility/Role File Name Version Document Generation Date 6/18/2007 Date Modified 6/18/2007 Last Changed by Status Final SA 8.9 - Campus Community Entering Electronic _BUSPROC Jeffrey Friel