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.
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1 Automated Scheduled Communications
Actors
Regent Award
Pre-condition
Student has met communication filter requirements.
Basic Flow
Communications are scheduled to run via the runbook
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Post-condition
Student communications are generated and sent.
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Generating Single Communications
Actors
Student
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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
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Navigates to the Activity tab on the Student record
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Selects the appropriate communication type from the Communication dropdown under the Send Communications section
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Selects the appropriate Email Address Type
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Clicks “Add” to generate the email communication
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Selects the recently generated communication in the activity log
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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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5.3
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Generating Batch Communications
Actors
Student
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User with appropriate permission to update documents
Regent Award
Pre-condition
Student meets filter requirements for selected communication templates
Basic Flow
The
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user navigates to the Processes in the left menu bar, select the “Generate Communications” option
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Selects the type of communication to be generated in batch from the Communication Template dropdown list
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Selects “Generate” button to initiate
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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
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On the Details tab at the top of the screen, select “Send Communication.”
Note
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: 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
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Views any errors via the Error Log tab
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Post-condition
Batch communications were successfully generated and sent
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Alternative Flow
Removing student from communication batch
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not previously sent:
Generates communications as outlined above
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Navigates to process log
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Clicks on the Communication recently generated
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Clicks on student tab
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Reviews students and delete any that should not receive the communication
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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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