Overview

The Regent Award for Salesforce (RAFSF) application provides critical information to Student Success Advisors, Recruiters, and Enrollment Teams.  With the addition of RAFSF, enrollment and student-success teams have access to key financial aid insights in their CRM (Customer Relationship Management), in the context of student records.  RAFSF extends financial aid insights to these teams via a one-directional feed from Regent to Salesforce.

Regent Award plus Regent Award for Salesforce help deliver a cohesive, student-centric experience throughout the entire student lifecycle. RAFSF provides a rich, extensible integration of financial aid indicators.  Insights are displayed using the Salesforce platform and are customizable to conform to the institution’s privacy policies.

RAFSF may be a stand-alone implementation or part of a Regent suite implementation. 

To upgrade to the latest version of RAFSF, please contact your Account Manager.

Key Functionality

Recruiters can:

• Identify the presence of a ISIR at the institution as well as the student’s award statuses to help with proactive outreach for students of interest;

• Spot tasks or documents blocking awards or disbursements and direct students on next steps; and

• Access Regent Award data to see the number of students eligible for financial aid to compare it to enrollment targets and other institutional KPIs

Advisors can:

• Review current awarding information and outstanding student requirements (based on permissions): and

• Determine the student's current a SAP status

Salesforce Installation Instructions

 To install the current version of RAFSF, append this path to your Salesforce URL:  /packaging/installPackage.apexp?p0=04t1U000007PoKI

• Example installation URL: xxx.mysalesforce.com/packaging/installPackage.apexp?p0=04t1U000007PoKI

• ‘Install Regent Award for Salesforce by Regent Education’ will open. Select a group of users to access the Regent Award for Salesforce application. Regent recommends selecting ‘Installing App for Admins Only,’ and to later grant broader access to the application through configuration, using permission sets.

• Select ‘Install’.  NOTE: ‘Social Accounts, Contacts, and Leads Settings’ must be enabled for successful deployment.

• For more information on installation, see SalesForce Help

Package Versions

*** required upgrade

Regent Award Configuration

Salesforce configuration is found at the Institution-level Setup under the 'Salesforce' tab. 

Open

External ID = Defines which student External ID will be mapped within the Salesforce application

• must match to the unique ID stored in Salesforce Contacts

Award Letter Communication = Defines which communication will be displayed as an "FA Indicator" stating that action is needed from the student regarding their Award package.  Identifies the Institution-specific communication name to be synchronized with Regent Award as a timestamp to indicate latest communication with the student.  This information can be retrieved from Regent Award on the Communication Setup tab.

• Select the Award Letter Communication name within Regent Award to populate the ‘Recent Award Communication’ field (timestamp) on the FA Indicator record in Salesforce (applicable to Regent Award customers only)

Missing Document Communication = Defines which communication will be displayed as an "FA Indicator" stating that action is needed from the student regarding their missing documents.  Identifies the Institution-specific communication name to be synchronized with Regent Award as a timestamp to indicate latest communication with the student.  This information can be retrieved from Regent Award on the Communication Setup tab.

• Select the Missing Document Communication name configured within Regent Review or Regent Award to populate the ‘Recent Missing Document Communication’ field (timestamp) on the FA Indicator record in Salesforce.

Document Availability = Determines what documents are visible within the Salesforce application.  Options are 'All' or 'Blocking'.  Blocking documents are defined as those in an unsatisfied, needed, or incomplete status.

•  Select ‘All’ or ‘Blocking’ to populate the statuses of documents that will display in Salesforce in the ‘Document Availability’ field.  NOTE: If ‘All’ is selected, you may still display only Blocking documents to a role using permission sets in Salesforce

Task Availability = Determines what tasks are visible within the Salesforce application.  Options are 'All' or 'Blocking'.  Blocking tasks are defined as those in an open, in process, re-opened, on hold, or reviewed status.

• Select ‘All’ or ‘Blocking’ to populate the statuses of tasks that will display in Salesforce in the ‘Task Availability’ field.  NOTE: If ‘All’ is selected, you may still display only Blocking tasks to a role using permission sets in Salesforce

Display 'Office Use Only' Documents = Determines if documents marked as 'Office Use Only' are displayed in the Salesforce application

Term-based Display = The option chosen here will determine how the Term is displayed on the Award Information object in Salesforce.  This applies to Term-based programs only.  All Nonterm programs are displayed with the Payment Period Start and End Date.

Display "Declined" Awards = If "Yes" is selected here, the FA user will have the ability to see awards in a "Declined" status on the Award Information object in Salesforce.

Display "Cancelled" Awards = If "Yes" is selected here, the FA user will have the ability to see awards in a "Cancelled" status on the Award Information object in Salesforce.

Display "Estimated" Awards =  If "Yes" is selected here, the FA user will have the ability to see awards in an "Estimated" status on the Award Information object in Salesforce.

Hide Awards and Costs when Overlap Exists = If "Yes" is selected here and the student has either the "Review Overlapping Loan Period from ISIR" or the "Review Overlapping Academic Year from NSLDS" task, award and cost information is not displayed for the Academic Year, the task is associated to on the Award Information object in SalesForce until the task is resolved.

Display Academic Year 0 =  If "Yes" is selected here and an Academic Year 0 is present in the award information for the student, the Academic Year 0 information is displayed on the Award Information object in Salesforce.  If "No" is selected here and an Academic Year 0 is present in the award information for the student, no Academic Year 0 information is displayed on the Award Information object in Salesforce.

Academic Years to Display =  If "Current AY and one Future AY" is selected here, only the current academic year, or the next future academic year is displayed on the Award Information object in Salesforce. If "All AYs" is selected here, all academic years will be displayed on the Award Information object in Salesforce.

Display External Resources =  If this box is checked, external resources are displayed on the Academic Information object in Salesforce.

Best Practices

• Creating triggers on any Salesforce objects updated by the Regent Award for Salesforce sync may significantly impact sync times, and even cause syncs to fail. This is not a recommended or supported configuration.

Salesforce Configuration

Login to the appropriate Salesforce organization. As Admin you will receive access to two new apps:

• Regent Award for Salesforce

• Config Regent Award for Salesforce

Open

Configuration Tab (Config Regent Award for Salesforce)

• Go to ‘System Administrator’ profile, choose ‘Object Settings’, then in ‘Blocking Documents’ and in ‘Blocking Tasks’ set Tab Settings as ‘Default Off’

• https://help.salesforce.com/s/articleView?id=sf.permissions_tab_settings_ref.htm&type=5

• Open Config Regent Award for Salesforce. Three configuration tabs will display:

  • Basic Settings

  • Authentication

  • Jobs 

Basic Settings

Page Size = Defines the number of student records to synchronize in batch.  The recommended value is 200. Clients should monitor full syncs to confirm performance and no errors.

Page Number = Starting point of the synchronization.  Do not set anything other than 1 without strong reason.

Customer External ID = Identifies the unique Student ID against which the records will be matched (i.e. SIS ID).  Populate the Salesforce field API name here.

External ID Name = Defines which student External ID will be mapped within the Salesforce application.

Update Contact = If disabled, package will not update contact fields as part of the sync process. For best performance, it's recommended that this setting remains disabled.

Allow Sync = Unless set to yes (true), the synchronization will not be enabled.

Select Save

Authentication

Populate the following fields

Login = The username of the administrator's credentials for Regent Review/Award. These credentials will have been established by your Project Manager.

Unique Endpoint ID = The unique endpoint appended to the URL for QA and/or Production environments. i.e. Customer environment URL of https://r8.regenteducation.net/ = Unique Endpoint ID of ‘r8’ (sub domain of the customer's Regent URL)

Token = The administrator's password associated with the username (Login) provided above.

Click Save

Jobs  

Logs data for the scheduled full syncs

Scheduled Job Id = Identifies the specific sync job

Start time = Start time of the scheduled sync

End Time = End time of scheduled sync

Duration = Run time of the scheduled sync

Status = Status of the scheduled sync

Processed Records = Number of processed records for the scheduled sync

Unprocessed Records = Number of unprocessed records for the scheduled sync

Error Count = Number of errors in the scheduled sync

Page Layout

https://help.salesforce.com/s/articleView?id=000358960&type=1

https://help.salesforce.com/s/articleView?id=sf.customize_layout.htm&type=5

Custom Page Layout

https://help.salesforce.com/s/articleView?id=sf.customize_layoutcustomize_pd.htm&type=5

Salesforce Objects

1 = Priority Indicators provide Recruiters and Advisors insight regarding a student's eligibility for awarding at the Institution, enabling proactive outreach to students of interest.

2 = Active ISIRs and FAFSA provide verification selection detail support to Recruiters for proactive outreach to at-risk students.

3 = Regent Documents gives visibility to either documents of ALL statuses or just blocking documents (depending on the configuration detailed above) to enable Advisors to identify and create action plans for students whose aid may be blocked.

4 = Regent Tasks gives visibility to either tasks of ALL statuses or just blocking tasks (depending on the configuration detailed above) to enable Advisors to identify and create action plans for students whose aid may be blocked.

5 = Academic Years provides academic year information as well as payment period details.

•        You are able to access the  Awards, Disbursements, Resources, Loan period and Payment Periods objects through the Academic Years object

6 = Sync Regent Data button (previously named 'Synchronize Data') syncs an individual student record on demand. A page refresh is required to see the most recent data.

7 = Regent Students - Tracks sync date NEW

PLEASE NOTE:  In order to display the Regent Award for Salesforce specific objects at the Contact level (as shown below), the administrator must add the specific objects to the Contact page layout.

Deployment Instructions

Open

Data Dictionary 

RegentAwardforSalesforce_DataDictionary_v3.docx

Academic Year Object Model

object model pdf

Permission Sets 

Regent Award for Salesforce Profile_Permissions Configuration v3.xlsx

For more information:  https://help.salesforce.com/s/articleView?id=sf.users_tab_visibility.htm&type=5