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

5 Procedure

5.1  Automated Scheduled Communications

Actors

• Regent Award

Pre-condition

• 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.

5.2 Generating Single Communications

Actors

• Student

• User with appropriate permission to update documents 

• Regent Award

Pre-condition

• Student requires an ad-hoc communication

Basic Flow

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
      
      

      Open

      

   5. Selects the recently generated communication in the activity log

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

   7. Communication Details displays

      1. 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

• User with appropriate permission to update documents

• Regent Award

Pre-condition

• 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
      
      

      Open

      

       

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

       

   5. Clicks on the Communication recently generated

   6. 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.
        
        

        
        
        

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

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

Related CZKB Articles and Links

User Guide: Regent Award

Administrator Guide: Regent Award

Communication Context Variables