SOP Title: Communications | ||
Document #: {} | Revision #: 1.0 | Effective Date: MM/DD/YYYY |
Author: {NAME} | Reviewer: {NAME} | Approver: {NAME} |
1. Purpose
These procedures will guide {INSERT TEAM NAME} through [list] process(es)].
2. Scope
The {INSERT TEAM NAME} will be impacted by this procedure.
3. Roles and Responsibility
{INSERT ROLE or DEPT NAME} with a {define role} will be responsible for [list action].
4. Definitions
TERM | Definition |
5. Procedure
5.1. Automated Scheduled Communications
Actors
- Regent Award
Pre-condition
- Student has met communication filter requirements.
Basic Flow
- Communications are scheduled to run via the runbook.
Post-condition
- Student communications are generated and sent.
5.2. Generating Single Communications
Actors
- Student
- Any user with appropriate permission to update documents
- Regent Award
Pre-condition
- Student has met communication filter requirements.
Basic Flow
- The User
- Searches 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.
- Selects the appropriate Email Address Type.
- Clicks “Add” to generate the email communication.
Selects the recently generated communication in the activity log.
- Selects the envelope symbol in the upper right-hand corner to send the communication to the student.
- 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.
5.3. Generating Batch Communications
Actors
- Student
- Any 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.
- Filters by “Communication” under the Process Type column of the log.
- 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.
- 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.
- Generate communications as outlined above.
- Navigate to process log.
- Click on the Communication recently generated.
- Click on student tab.
- Review students and delete any that should not receive the communication.
- Navigate back to details tab and click send.