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titleTable 2: Merge Fields in Communication

Table 2: Merge Fields in Communication

Merge Fields Within Communication Templates

Brief Overview

{email_first_name}

Student / Receiver's first name

{email_last_name}

Student / Receiver's last name

{student_number}

Student’s number issued by provider

{email_subject}

The communication event/email subject

{email_from}

This is the email address of the sender

{email_from_first_name}

This is the first name of sender (blank if the sender is a provider)

{email_from_last_name}

This is the last name of sender (blank if the sender is a provider)

{url_read_tracker}

This is a 1 pixel image that, when added to an email, will upon opening of the email by the receiver will mark the email as open within the system

 

Workflow

...

Follow the instructions below in order from

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title

...

step 1
to
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titlestep

...

There are three ways to create the bulk list of students that you want to be the recipients of the communication event, you have the option to choose either of these three possible ways in creating your bulk list:

...

2
, and choose between
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titlestep 3
or
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colour

...

Blue
title

...

You can search for students via this screen by Course Name, Enrolment Status, Institution, Funding Type, Start and End Date, Contact Mode and Hours, Order By, and Agent.

Refer to the instructions on this workflow How to ADD a List of Students to a Bulk List.

...

step 4
depending on your communication event (with or without attachment):

Expand
title1. Create the Bulk List of Students as Recipients to the Communication Event

Status
colour

Green) Upload Bulk List screen (Student > Upload Bulk List)

Upload a list from a CSV Source File. You can use this option if you have an existing (valid with all the required fields matching to Paradigm) CSV file with a list of students that you want to send the communication event to.

Refer to the instructions on this workflow Student > Upload Bulk List.

Blue
title

2
step 1
Create the Bulk List of Students as Recipients to the Communication Event

There are three ways to create the bulk list of students that you want to be the recipients of the communication event, you have the option to choose either of these three possible ways in creating your bulk list:

(
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colourGreen
title

3

1
)

Report Builder

Search Course screen (

Report If you want to build a list of students to send your communication event using your existing saved report or generate a new report with your own criteria / conditions, then this is the best way for you to create the bulk list

Student >

Report Builder)

Search Course)

You can search for students via this screen by Course Name, Enrolment Status, Institution, Funding Type, Start and End Date, Contact Mode and Hours, Order By, and Agent.

Refer to the instructions on this workflow Report Builder > Bulk Student Select.After creating your bulk list, proceed to theHow to ADD a List of Students to a Bulk List.

(
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colour

Blue

Green
title

step 2Save a New Communication Event to Selected Recipientsinstructions below to save a new communication for the currently loaded (bulk list) students. Expand
title2. Save a New Communication Event to Selected Recipients

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titlestep 2
Save a New Communication Event to Selected Recipients

After creating the bulk list of students to whichever method you choose from the options above

2
) Upload Bulk List screen (Student > Upload Bulk List)

Upload a list from a CSV Source File. You can use this option if you have an existing (valid with all the required fields matching to Paradigm) CSV file with a list of students that you want to send the communication event to.

Refer to the instructions on this workflow Student > Upload Bulk List.

(
Status
colour

BlueYou should have a bulk list ready [following from the

Green
title

STEP 1 ), you are now ready to save a new communication event to your selected recipients.

NOTE:

3
) Report Builder screen (Report > Report Builder)

If you want to build a list of students to send your communication event using your existing saved report or generate a new report with your own criteria / conditions, then this is the best way for you to create the bulk list.

Refer to the instructions on this workflow Report Builder > Bulk Student Select.

After creating your bulk list, proceed to the

Note

BE ADVISED:

Bulk actions are much harder to undo, please ensure only the required students are added to the bulk list.

Image Removed

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title1
Choose Student > Communication menus on the side or click the (hat)🎓icon on the top left hand corner then select the Communication(✉) menu.

Tip

Refer to the tables above under the Key Terms and Concepts for a description of the required fields below and the available merge fields you can utilise for your email body.

TipTo edit your Communication Templates, refer to the Search, Add and Edit Content (e.g. Email Templates)knowledge article.

(

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colourBlue
title

STEP 1 instructions above] before you can proceed to following the instructions below. In the sample screenshot below, the Search Course screen is being used to generate the students' bulk list – this should be the initial screen prior to sending bulk communications.

You can also remove student(s) at this stage (by clicking the REMOVE button on the right – against the student record to be removed) whom you don’t want to include in the bulk communications.

step 2
Save a New Communication Event to Selected Recipientsinstructions below to save a new communication for the currently loaded (bulk list) students.

2. to the Bulk List of Students/Recipients
Expand
title2. Save a New Communication Event to Selected Recipients
title

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colourBlue
titlestep 2
Save a New Communication Event to Selected Recipients

After creating the bulk list of students to whichever method you choose from the options above(

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titleSTEP 1
), you are now ready to save a new communication event to your selected recipients.

NOTE:

You should have a bulk list ready [following from the

Status
colourBlue
titleSTEP 1
instructions above] before you can proceed to following the instructions below. In the sample screenshot below, the Search Course screen is being used to generate the students' bulk list – this should be the initial screen prior to sending bulk communications.

You can also remove student(s) at this stage (by clicking the REMOVE button on the right – against the student record to be removed) whom you don’t want to include in the bulk communications.

Note

BE ADVISED:

Bulk actions are much harder to undo, please ensure only the required students are added to the bulk list.

Image Added

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title1
)-(
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title5
) After filling out the required fields and the email body, set the (
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title3
)Communication Status field to Sent, and click the Choose Student > Communication menus on the side or click the (hat)🎓icon on the top left hand corner then select the Communication(✉) menu.

Tip

Refer to the tables above under the Key Terms and Concepts for a description of the required fields below and the available merge fields you can utilise for your email body.

Tip

To edit your Communication Templates, refer to the Search, Add and Edit Content (e.g. Email Templates)knowledge article.

(

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title61
)SAVE NEW COMMUNICATIONS FOR LOADED STUDENTS button.

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-(After saving your communication/email body from the bulk list, proceed to the

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title2
Select all the students on the list by clicking on the checkbox header section. Remove the student from the list by removing the checkmark on the checkbox against the student or by clicking on the REMOVE button.
5
) After filling out the required fields and the email body, set the (
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titlestep 3
Send Bulk Communications WITH Attachments instructions below if you want your communication event to have attachments, else jump to) Communication Status field to Sent, and click the (
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titlestep 4
Send Bulk Communications WITHOUT Attachments.

Expand

6
) SAVE NEW COMMUNICATIONS FOR LOADED STUDENTS button.

Image Added

After saving your communication/email body from the bulk list, proceed to the

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titlestep 3
Send Bulk Communications WITH Attachments

instructions below if you want your communication event to have attachments, else jump to

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titlestep

2

4
Send Bulk Communications

WITH

WITHOUT Attachments.

Image Removed

Click on the

To edit your Communication Templates, refer to the Search, Add and Edit Content (e.g. Email Templates)knowledge article.(
Expand
title3. Send Bulk Communications WITH Attachments to the Bulk List of Students/Recipients

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titlestep 3
Send Bulk Communications WITH Attachments

Image Added

  1. Click on the Student tab from the menu.

  2. Click on the Communication Event option in the menu (or click on the Hat icon at the top left hand corner of the screen and then click on the Communication option)

  3. Enter the Communication Name, which will become the subject of the email, e.g. CAN - Semester 1 2018.

  4. Select the Communication Type, e.g. Email.

  5. Select a Communication Template Message for the body of the email

  6. Edit the Communication Description/Email Body field to add in any additional information or updates to the body of the message. You may choose to include options from Table 2 above (each wrapped inside curly braces eg. {email_first_name} {email_last_name} ), or add text that is to appear in the main body of your email.

  7. Set the Communication Status to Sent from the drop down menu.

  8. Click the Save New Communications for Loaded Students button.

  9. Click the Reports tab from the menu

  10. Click on the Letters option from the menu

  11. Scroll to the Commonwealth Assistance Notice report and click the Get Report button

  12. Check the parameters in the report section and click the Create Report for Communication Events button. This will take some time to complete, while each report is generated individually. The progress bar provides an indication of the rate of progress.

  13. Click on the Page icon to check the CAN notices are for the correct period and are attached for the correct person for a few of the records.

  14. Click on the tick boxes for the ones that are to be sent. 

  15. Click on the Email Selected Recipients with Attachments button. This will take time to complete.

  16. The emails have now been sent. 

  17. Check the status of the sent emails to verify whether any have not been successfully sent. These will need to be either resent or posted.

Expand
title3. Send Bulk Communications WITHOUT Attachments to the Bulk List of Students/Recipients

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colourBlue
titlestep 3
Send Bulk Communications WITHOUT Attachments

After creating the bulk list of students to whichever method you choose from the options above(

Status
colourBlue
titleSTEP 1
), you are now ready to proceed sending bulk communications to your selected recipients.

NOTE:

You should have a bulk list ready [following from the

Status
colourBlue
titleSTEP 1
instructions above] before you can proceed to following the instructions below. In the sample screenshot below, the Search Course screen is being used to generate the students' bulk list – this should be the initial screen prior to sending bulk communications.

You can also remove student(s) at this stage (by clicking the REMOVE button on the right – against the student record to be removed) whom you don’t want to include in the bulk communications.

Note

BE ADVISED:

Bulk actions are much harder to undo, please ensure only the required students are added to the bulk list.

Image Removed

Status
colourGreen
title1
Choose Student > Communication menus on the side or click the (hat)🎓icon on the top left hand corner then select the Communication(✉) menu.

Tip

Refer to the tables above under the Key Terms and Concepts for a description of the required fields below and the available merge fields you can utilise for your email body.

Tip
Status
colourGreen
title1
)-(
Status
colourGreen
title5
) After filling out the required fields and the email body, set the (
Status
colourGreen
title3
)Communication Status field to Sent, and click the (

  1. .

Expand
title4. Send Bulk Communications WITHOUT Attachments to the Bulk List of Students/Recipients

Status
colourBlue
titlestep 4
Send Bulk Communications WITHOUT Attachments

NOTE: The instructions below assume that you have already followed the

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titlestep 1
to
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titlestep 2
instructions above.

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titlestep 1
Create the Bulk List of Students as Recipients to the Communication Event

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titlestep 2
Save a New Communication Event to Selected Recipients

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title61
) After clicking the SAVE NEW COMMUNICATIONS FOR LOADED STUDENTS button.

Image Removed

, it will display all the students under the COMMUNICATION EVENT BULK LIST section with all details that you’ve filled out from

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titlestep 2
.

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title2
Select all the students on the list by clicking on the checkbox header section. Remove the student from the list by removing the checkmark on the checkbox against the student or by clicking on the REMOVE button.

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title3
Click the EMAIL SELECTED RECIPIENTS button. The emails have now been sent. Check the Statuses statuses of the sent emails to check if any failed sending under the Status column. These will need to be either resent or posted.

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