Configure a Communication

Overview

This page provides step-by-step instructions on how to configure a communication in Regent. A communication in Regent is comprised of an available communication filter and a communication template. The filter logic determines who will receive the communication. Typically only one communication would be configured using a filter. For example, if the filter logic is designed to send a communication to all students upon initial awarding, a Regent client with multiple institutions would configure a single communication using this filter with a dynamic template (e.g. template that dynamically displays the student's school name and address).

The template provides the actual content for the communication. A communication typically includes a subject and an HTML body which are both configured as communication templates in Regent. In some instances, a communication may also include a PDF attachment which is also configured as a communication template. For the College Financing Plan, a separate communication template for undergraduate and graduate Career Levels (configured as separate PDF attachments) is required.

Note: Clients are responsible for configuring all communications in Regent. All communications should be tested in QA prior to promoting to Production. Please work with your Account Manager if a custom filter is required.

Steps to Create a Communication

Creating a Template

1. Under Communication Setup, select Templates

2. Next Select 'Add Communication Template'

3. For a Subject Template - Select Text. Recommended practice is template name should have the word Subject appended to differentiate easily between different templates "'Template Name' - Subject" (eg. CFP 2022-23 - Subject) (not required for text messaging)

4. For an Email/Text/Letter Body Template - Recommended practice is template body should have the word Body appended to differentiate easily between different templates "'Template Name' - Body" (eg. CFP 2022-23 - Body) (required)

5. For a PDF Attachment Template - Determined based on communication and recommended for CFP

6. Fill in all required fields (notated in red) and Save the communication template (see Communication Template Data Elements for field descriptions)

Note: If 'Load College Financing Plan Data' is selected, then a 'CFP' tab will appear next to the 'General' tab upon clicking 'Save'.

7. In the Content box, add text for the subject or copy and paste the associated HTML text for the body of the PDF here (Note: Clients may opt to add customization to an existing Standard Communication Body Template by copying it to create a new template. To ensure custom communication body templates are not overridden with a new release, clients should create new templates prior to making customizations to a Standard Communication Body Template. For additional information see Standard Communication Body Templates and Filters and Communication Context Variables).

Communication Template > CFP Tab

1. Select the Career Level to determine if the CFP Template is Undergraduate or Graduate

2. Select the applicable Federal Award Year to determine if the CFP Template is for the 2021-2022 or 2022-2023 Federal Award Year

3. Fill in the configurable fields (see College Financing Plan (CFP) and Communication Template Data Elements for an explanation of fields) for Undergraduate or Graduate, depending on the Career Level setting

Create Your Communication

1. Under Communication Setup, select Communications

2. Next, select 'Add Communication'

3. Fill in all required fields (notated in red) and Save the communication.

4. Under Available Templates, select Subject, Body and Attachment (if necessary). Click into Template Type on the Available Templates grid to change template types. (For information on selecting a standard template, see Standard Communication Body Templates and Filters).

5. If a Filter is used for the communication, then select the appropriate filter from available filters in the dropdown. (For information on Standard Communication Filters, see Standard Communication Body Templates and Filters or work with your account manager to determine which filter to select.)

For CFP, individual client filter naming convention uses filters previously used for CFP/Shopping Sheet. It will include graduate/undergraduate on the filter name.

6. If creating a College Financing Plan (CFP) communication, FAY should be selected here.