1 Purpose

These procedures will guide {INSERT TEAM NAME} through [list] process(es)].

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{INSERT ROLE or DEPT NAME} with a {define role} will be responsible for [list action].

4 Definitions

5 Procedure

5.1  Automated Scheduled Communications

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• Student has met communication filter requirements.

Basic Flow

1. Communications are scheduled to run via the runbook

Post-condition

• Student communications are generated and sent.

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• Student requires an ad-hoc communication

Basic Flow

1. The user will search for the student to whom you wish to send a communication

   1. Navigates to the Activity tab on the Student record

   2. Selects the appropriate communication type from the Communication dropdown under the Send Communications section

   3. Selects the appropriate Email Address Type

   4. Clicks “Add” to generate the email communication
      

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1. 1. Image Added

   2. Selects the recently generated communication in the activity log

   3. Selects the envelope symbol in the Activity/Description column next to the email address to send the communication

   4. Communication Details displays

      1. The system displays a confirmation pop-up that the communication was sent successfully.

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• Student meets filter requirements for selected communication templates

Basic Flow

1. The user navigates to the Processes in the left menu bar, select the “Generate Communications” option:

   1. Selects the type of communication to be generated in batch from the Communication Template dropdown list

   2. Selects “Generate” button to initiate

   3. Selects the Process Log under the Processes tab
      

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1. 1. Image Added

   2. Filters by “Communication” under the Process Type column of the log
      

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   2. Clicks on the Communication recently generated

   3. 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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1. 1. • Image Added

        
        

2. Views the students that were sent the communication via the Students tab in the Process Log

3. Views any errors via the Error Log tab

Post-condition

• Batch communications were successfully generated and sent

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Communication Context Variables