Managing System IDs

This chapter provides an overview of ID management and discusses how to:

• Create system IDs.

• Delete individual IDs.

• Change individual IDs.

• Delete organization IDs.

• Change an external organization ID.

• Update ID types.

See Also

Understanding ID Delete Control

Searching for Records and Using Search/Match

Entering External System IDs

Understanding ID Management

Unique IDs are vital to PeopleSoft Campus Solutions. When you add an individual or organization, the system creates a record and assigns the next available unique ID. The unique ID remains associated with that individual or organization unless or until you change or delete it.

When you want to add, update, or delete data about that individual or organization, use the unique ID to narrow your search and save time accessing the record.

See Searching for Records and Using Search/Match.

To prevent arbitrary or accidental deletion of IDs, assign priority control data. Priority control data prevents users from deleting any ID that contains that data without first evaluating the data. Priority control data also prevents users from having to ask the system administrator or other individuals with the appropriate level of system security to delete the data.

Use the PeopleSoft Process Scheduler to delete or change individual IDs. You can select one ID or several IDs at the same time. When you run the process, the system creates an ID Change/Delete Process Log for each ID, showing how many rows were deleted for that individual and listing the records and fields that it updated. The log also indicates the administrative User ID that either deleted or changed an individual ID.

Warning! When you delete an ID, the system deletes not only the ID number, but all key data that is associated with that ID throughout the system. This loss of data could affect other departments. If the ID contains priority data, coordinate the need to delete it with other departments before deleting the priority data and the ID.

See Setting Up ID Delete Control.

You can change system-generated IDs, but you must change and manage them manually. For example, you might want to change the system-generated IDs of 0000012, 0000035, and 0000062 to the IDs of PRES01, PRES02, and PRES03 to group those specific individuals within a list that only the president of the institution should manage. When you change them, the original system-generated IDs drop from the list of numbered IDs and appear instead as in a group of initial alpha character IDs. That is, the numbered ID list shows 0000033, 0000034, 0000036, 0000037, but the ID of 0000035 that you changed is not listed. That individual is now PRES02 in the list of IDs that are PRES01, PRES02, and PRES03.

Warning! Changes that you make to an ID affect the ID throughout the system, including other departments. Coordinate the need to change the ID with other departments before making the change.

You can also determine the last ID assigned, and determine or adjust the maximum length of system-generated IDs using the installation pages.

Creating System IDs

When you add an individual or organization to your database, the system creates a record and assigns the next available unique ID.

See Adding a Person to Your Campus Solutions Database.

See Adding Organizations to Your Database.

Deleting Individual IDs

This section discusses how to delete individual IDs.

Prerequisites

Identify priority control data to prevent the unwanted deletion of individual and organization IDs.

See Also

Setting Up ID Delete Control

Pages Used to Delete Individual IDs

Selecting Individual IDs to Delete

Access the ID Delete page (Set Up SACR, System Administration, Database Processing ID Delete).

Enter information and then run the Change/Delete Person ID process.

Note. This page is also used in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 PeopleBook: Administer Workforce, "Updating Person and Job Information," Changing and Deleting IDs

Person ID(s) to be processed

After running the Change/Delete Person ID process, you can review the updated records for the specific individual on the ID Change/Delete Process Log.

See Reviewing Changed or Deleted Individual ID Records.

Changing Individual IDs

This section discusses how to:

• Change an individual ID.

• Review changed or deleted individual ID records.

Page Used to Change Individual IDs

Changing an Individual ID

Access the ID Change page (Set Up SACR, System Administration, Database Processing, ID Change).

Enter information to change one or more individual IDs, and then use the PeopleSoft Process Scheduler to run the Change/Delete Person ID process. When you run the process, the system changes the IDs that you list here. You can review the records updated for the individuals on the ID Change/Delete Process Log.

Note. This page is also used in PeopleSoft HRMS.

See PeopleSoft HRMS 9.0 PeopleBook: Administer Workforce, "Updating Person and Job Information," Changing and Deleting IDs

Reviewing Changed or Deleted Individual ID Records

Access the ID Change/Delete Process Log page (Set Up SACR, System Administration, Database Processing, ID Change/Delete Process Log).

Information on this page is display-only. You cannot enter or edit data here. The information displayed lists changes made as the result of the Change/Delete Person ID process, which is run from the ID Delete or ID Change pages.

Deleting Organization IDs

This section provides an overview of organization ID deletion and discusses how to select the organization ID to delete.

Understanding Organization ID Deletion

Within PeopleSoft Campus Solutions, when you try to delete an organization ID that contains data in any of the priority records that are specified on the ID Delete Control page, the system does not allow the deletion. Instead, it displays a message that lists the specific records and key fields that contain priority data for the ID. To delete the ID, you or your system administrator must first remove the associated priority data.

Page Used to Delete Organization IDs

Selecting the Organization ID to Delete

Access the Delete Organization ID page (Campus Community, Organization, Delete Organization ID).

Description, Org Type (organization type), Ownership, and Location

Review information here to verify that this is the correct ID to delete. When you save the page, the organization ID will be deleted. Note. Only one organization ID can be deleted at a time.

Changing an External Organization ID

This section discusses changing an organization ID.

Selecting the Organization ID to Change

Access the Change Organization ID page (Campus Community, Organization, Change Organization ID).

New External Org ID (new external organization ID)

Enter the external organization ID to assign. You can enter a nonexisting ID or choose from the list of existing IDs.

Updating ID Types

This section provides an overview of ID type updates and discusses how to run the Update ID Type process.

Understanding ID Type Updates

By storing each ID type, whether it be for a person or an organization, in a single table (ID_TYPE_TBL record) and associating an indicator flag value to each, you can use individual or organization IDs as a single ID field in applications that are common to both individuals and organizations.

For example, when using the 3C features, you can add a communication to a person by adding a communication to a person ID or you can add a communication to an organization by adding a communication to an organization ID. The Communication feature is the same for both types of IDs because they can be combined inside a common ID (COMMON_ID). Running the Update ID Type process inserts the person ID and the organization ID into the ID_TYPE_TBL and assigns to each a type (either person or organization) by which to differentiate them.

Page Used to Update ID Types

Running the Update ID Type Process

Access the Update ID Type run control page (Set Up SACR, System Administration, Database Processing, Update ID Type) to run the Update ID Type process (CCIDTYPE SQR). Use PeopleSoft Process Scheduler to run the Update ID Type process.