SOP Title: Communications | ||
Document #: {} | Revision #: 1.0 | Effective Date: MM/DD/YYYY |
Author: {NAME} | Reviewer: {NAME} | Approver: {NAME} |
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Purpose
These procedures will guide {INSERT TEAM NAME} through [list] process(es)].
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Scope
The {INSERT TEAM NAME} will be impacted by this procedure.
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Roles and Responsibility
{INSERT ROLE or DEPT NAME} with a {define role} will be responsible for [list action].
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Definitions
TERM | Definition |
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Procedure
5.1
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Automated Scheduled Communications
Actors
Regent Award
Pre-condition
Student has met communication filter requirements.
Basic Flow
Communications are scheduled to run via the runbook
Post-condition
Student communications are generated and sent.
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2 Generating Single Communications
Actors
Student
User with appropriate permission to update documents
Regent Award
Pre-condition
Student requires an ad-hoc communication
Basic Flow
The user will search for the student to whom you wish to send a communication
Navigates to the Activity tab on the Student record
Selects the appropriate communication type from the Communication dropdown under the Send Communications section
Selects the appropriate Email Address Type
Clicks “Add” to generate the email communication
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Selects the recently generated communication in the activity log
Selects the envelope symbol in the Activity/Description column next to the email address to send the communication
Communication Details displays
The system displays a confirmation pop-up that the communication was sent successfully.
Post-condition
Single communication was successfully generated and sent from Regent Award
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3 Generating Batch Communications
Actors
Student
User with appropriate permission to update documents
Regent Award
Pre-condition
Student meets filter requirements for selected communication templates
Basic Flow
The user navigates to the Processes in the left menu bar, select the “Generate Communications” option:
Selects the type of communication to be generated in batch from the Communication Template dropdown list
Selects “Generate” button to initiate
Selects the Process Log under the Processes tab
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Filters by “Communication” under the Process Type column of the log
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Clicks on the Communication recently generated
On the Details tab at the top of the screen, select “Send Communication.”
Note: The processed and unprocessed records on the right side of the screen.
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Views the students that were sent the communication via the Students tab in the Process Log
Views any errors via the Error Log tab
Post-condition
Batch communications were successfully generated and sent
Alternative Flow
Removing student from communication batch not previously sent:
Generates communications as outlined above
Navigates to process log
Clicks on the Communication recently generated
Clicks on student tab
Reviews students and delete any that should not receive the communication
Navigates back to details tab and click send
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Related CZKB Articles and Links
Administrator Guide: Regent Award
Communication Context Variables
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