Opening Records

1. After initial login onto C&S Connect, click on the Staff tab.
2. Select the Primary Committee Responsible from the drop-down list of committees.
3. Select the type of record you would like to create from the Records list.
4. Click Go to open a new record of that type.

5. Fill out all the fields pertinent to your Committee. Fields marked with an asterisk (*) must be filled out. If you do not fill out a required field, an error message will appear when you click on the Add Record button. You should refer to your Department’s Staff Guidelines for the appropriate way to fill out this form.

Note: The Primary Committee Responsible is the committee chosen on the Staff Tab. If you need to open a record for a different Primary Committee Responsible, you should start over. The Standards Committee drop-down will only contain Standards Committees for which you are indicated as the Staff Secretary. The Board and Sub-Tier Committee sections are multi-select boxes that allow you to select from all applicable committees for this record using the >> and << buttons to move committees to/from the Committees Involved list.

6. For Component Records, Code Case Records, and Interpretation Records you will need to select the Record Sub-Type that best describes that record from the drop-down list.

Below are the record sub-types available for a New Component Record.

Below are the record sub-types available for a New Code Case Record.

Below are the record sub-types available for an Interpretations Record.

Note:  The Record Level is automatically generated based on the Primary Committee Responsible you have selected.

7. For each record type, the Record Description section includes fields that are mandatory: Subject and Explanation. Be sure to fill these out. You can also choose to use the optional fields for Proposal and Summary of Changes.

For Interpretations, the required fields of the Record Description section are Subject, Proposed Questions and Replies, and Explanation.

8. The File Attachments section gives you three different areas to upload an attachment:

• Proposal File: The Proposal File is where the file consisting of the actual changes to the standard will be uploaded.
• Background Material File: The Background Material File is where any background information should go that is not part of the proposal or standards action.
• Committee Correspondence File: The Committee Correspondence File is where any additional information from a Secondary Committee should go.

For Interpretations record, there is the addition of Signed Issuance Letter section, which allows staff to upload the issuance letter.

9. Click the Browse button next to the area you want to upload a file. You can also add a Description for each file.

10. A new window will open up to access your local drive.  Search your local drive for the file you wish to upload to the record.  Select the file and click the Open button.  The file name will appear in the field box.

Note: After the record is created, there are limits on who can change the file attachments. Only the Staff Contact (Project Administrative Manager), Project Technical Manager and Officers (if it’s a Sub-Tier Committee record) are able to edit the file attachments. This will be done using the View/Manage File Attachments button on the view and update forms.

11. In the next section, Project Administrative Manager, under the Staff Contact heading, you will see information that is automatically determined based on the Primary Committee or its hierarchy.

 

12. Section E, Record Creator displays information about the person who originally created the record.

 

13. Selecting a Project Manager in the Project Technical Manager section is required; so you must select a name from the list. The Project Technical Manager list contains all active members on C&S Connect. Use the auto fill box or the up/down arrow keys to find the person in the selection.  Then, use arrow keys to move objects back and forth. For added convenience, the member’s email address displays with the name and a View Profile button which allows for the verification of the Project Manager’s information.

There are two types of Project Managers:

• Project Administrative Manager: Staff Contact is automatically determined, based on the Primary Committee or its hierarchy by the system.
• Project Technical Manager: Designated volunteer from the Primary Committee Responsible or a Sub-Tier Committee. The default is usually the Chair of the Primary Committee Responsible or a Sub-Tier Committee.

Note: The Project Technical Manager’s email address and telephone number will be automatically generated when you create the record.

14.  In section G, Sub-Tier Committee Level, you can add information about the Original Inquirer as well as providing a Project Team Name, Project Team Members names and any Subcommittee Item History (including comments and negatives, as well as the Project Manager's response to those comments, and things that may have happened off-line in the subcommittee).

15. Section H, Additional Committee Informationis a way for volunteers to track connections between records and proposals. (For example, at times you cannot have material approved in BPV Section II before it has been reviewed and assigned a P-number by BPV Section IX. You can link those two committees, the records and codes associated with them here.)

     

 

16. C&S Connect has the ability to create Record-to-Record links. These links can be made during record creation or at a later point by anyone who has system rights to update the record. You may use this section to include records from other committees that deal with related proposal. Click on the Search Related Records button.

 

17. The Search Related Records window will appear. Enter the full record #  (13-XXXX) or partial # (for example 13-) and click the Search button.

18. A list of records meeting your criteria will appear.

 

19. To review the record information, click on the blue link.

 

20. To link this record to the current record you are about to create, click the checkbox.
• If you cannot find the correct record number in your original search, click the Search Again button.

21. When you have selected the appropriate record(s), click on the Link these Records button.

22. This will take you back to the Record Form.   The record number(s) you checked will appear here.

 

23. If you want to move records between All Records and Selected Records, select the record number and click on the double arrows >>.

 

24. To return to the Search Related Records screen, click on Search Related Records button again.

 

25. There are additional fields on the record that you may or may not need to fill out (refer to your Department’s Staff Guidelines). When you have filled out all the required fields and any other additional fields that are necessary for your committee, you are ready to add the record. Click the Add Record button at the bottom of the page.

 

26. The Record #, Record Established, Last Updated By, and Last Updated On fields will be blank on initial creation of the record.  These fields will be automatically generated and added to the record following the creation of the record, along with the Project Technical Manager’s email address and telephone number in Section G1.

Note:  The Record Level field designation is based on the Primary Committee Responsible.  For example, if a Subcommittee is the Primary Committee Responsible, the Record Level will be indicated as SC Proposal.  

For Boiler Code Volunteers About Creating Records: Volunteers who serve as an officer on a Boiler Code Sub-Tier Committee can now create Records and Ballots for their committee using the My Tasks tab.

If your problem is not resolved here, send an email to helpdesk.

If you notice a mistake in the help file, send an email to training@asme.org.