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Objective
This page outlines the detail instruction to walk you through in how to send bulk communication emails with and without personalised attachments such as final grades, CANs and invoices.
Complexity:
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Important NoteThe communication event module uses the email delivery provider SendGrid to deliver emails on behalf of the users. To avoid being classified as |
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spams, it is important that our SendGrid email server IP address (168.245.65.115) is white-listed to ensure that Paradigm is able to send emails on behalf of your existing company email server. |
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Objective
Upon Completion of the B the User will be able to send bulk communication emails with and without personalised attachments such as final grades, CANS, and invoices
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Key terms and concepts
Fields Below is a list of required fields to build a bulk student report for Communication events. This report can be built in the report builder and saved for a later timefuture use. The fields below are required for such a report (i.e. Bulk student report) but additional ones can be added added.
Table 1. Fields required for Bulk Student report
Required Fields |
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course_id |
last_name |
first_name |
student_number |
course_enrolment_id |
Unit start date from |
Unit start date to |
Enrolment status |
Funding type |
Table 2. All field Overview
Field Name | Brief overview |
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Communication Request Sender | It will be sent from the email address that is recorded against the users profile. |
Communication Request Recipient | Who the email is going to |
Communication name / Email Subject | The subject name / line of the email |
Communication Date | Date sent. This date is recorded within the communication event as the sent date. |
Communication Type | For Communication Events this is normally set to Email |
Communication Status | This will tell you the status of the communication event: Bounced - Receiving Server could not or would not accept the message. Cancelled - Communication Event Cancelled Closed - Email Opened - Recipient has opened the Message Entered - Failure Sending - In-Progress - Pending - Referred - Resolved - Sent - Unknown Party -
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Course Enrolment | The Course of Study the student is enrolled in |
Communication Template Message | This option will allow the user to select from pre-written email templates. These can be added to or updated once loaded into the HTML writer. |
Communication Description / Email Body | This is where the template will be displayed once loaded. Alternatively this is where the user can write the body of the email to be sent. |
Implications
Warning |
When Note |
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Be advisedPlease make sure do not exceed more than 500 messages at once when sending out Bulk Communication Events do not exceed more that 500 messages in one go. |
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Please note: The Example below for sending bulk communication events with an attachment assumes that a default has been set up in the report builder and uses the CANs notice. It includes instructions for checking the census date for it. If you are sending other attachments ensure that the dates required for that type of attachments are correct e.g. Final grades, invoices etc. |
Workflow
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title | 1. How to send Bulk Communications (With Attachments) |
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Click on the Search button under Student tab first to ensure any previously loaded records are record is cleared. Click on the System tab in the side menu Click on the Edit Time Period in the side menu Click on Census Period from the drop down box Click on Search Time Period button. Ensure the Census date is correct for the required period. Click on the Reports tab from the side menu. Click on the Report Builder option from the side menu Scroll to Find the Saved Reports Report Descriptions section Click on the Global reports drop box and select the Student CAN search (or which ever report a suitable report that your institution has set up to generate a bulk student list if there is one already exists. Click on the Load Report button (Jump to Step 13)Click on the Load Report button. If not, select ‘Student Course Enrolment Details’ as the Base report, click on Load Base Report button. At Report Columns section, refer to the above table 1, hold Ctrl key for multiple select the required columns. Ensure that the Base Report Parameters cover the required units dates and enrolments status to produce the required students. Scroll down to the F ormat Format Report section. Click on the Bulk Student Select Image Removed radio button Click the Produce Report button Once the a bulk list of student has been produced students created, click on the tick boxes of the required student box against a list of required students to send communication to Scroll to the bottom of the page and click the Add Selected to List button The Bulk list of students has now been produced. Click on the Student tab from the side menu. Click on the Communication Event option in the side menu (Or Click click on the Hat icon in to icon at the top left hand corner then on select the communication Communication option Scroll down to Enter the Communication section.Enter the Name of the Email, this becomes the subject of the email, e.g. CAN - Semester 1 2018. Select the Communication type - Type, e.g. Email. Select a Template Message template for the body of the email or options to type in the main body of your email. Add in any additional information or updates to the body of the message. Set the Communication Status to Sent from the drop down menu. Click the Save New Communication Communications for Loaded Students button. Click the Reports tab from the side menu Click on the Letters option from the side menu Scroll to the Commonwealth Assistance Notice report and click the Get Report button Check the parameters in the report section and click the Create report for Communication Events button Click on the Page icon to check the CANS notices are for the correct period and are attached for the correct person for a few of the records. Click on the tick boxes for for the ones to be sent. Click on the Email Selected Recipients with Attachments button. The Emails have now been sent. Check the Statuses of the sent emails to check if any failed sending. These will need to be either resent or posted.
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title | 2. How to send Bulk Communications (Without Attachments) using the Report Builder |
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Click on the Search button under Student tab first to ensure any previously loaded
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record is cleared. Click on the System tab in the side menu Click on the Edit Time Period in the side menu Click on Census Period from the drop down box Click on Search Time Period button. Ensure the Census date is correct for the required period. Click on the Reports tab from the side menu. Click on
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option from the side menu
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Find the Saved Report Descriptions section Click on the Global reports drop box and select
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a suitable report that your institution has set up to generate a bulk student list if there is one already exists. Click on the Load Report button (Jump to Step 13)
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. If not, select ‘Student Course Enrolment Details’ as the Base report, click on Load Base Report button. At Report Columns section, refer to the above table 1, hold Ctrl key for multiple select the required columns. Ensure that
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the Base Report Parameters
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cover the required units dates and enrolments status to produce the required students. Scroll down to the
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Format Report section. Click the Bulk Student Select radio button Click
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the Produce Report button Once
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students created, click on
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the tick box against a list of required students to send communication to Scroll to the bottom of the page and click
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the Add Selected to List button The Bulk list of students has now been produced. Click on
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tab from the side menu. Click on
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option in the side menu (Or
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icon at the top left hand corner then
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, this becomes the subject of the email, e.g.
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CAN - Semester 1 2018. Select the Communication
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Type, e.g. Email. Select a Template Message
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for the body of the email or options to type in the main body of your email. Add in any additional information or updates to the body of the message. Set the Communication Status to Sent from the drop down menu. Click the Save New Communication for Loaded students button Click the tick boxes next to the students to send the communication event to (alternatively click the select all box) Click the Email Selected Recipients button. The Emails have now been sent. Check the Statuses of the sent emails to check if any failed sending. These will need to be either resent or posted.
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title | 3. How to send Bulk Communications (Without Attachments) Alternative method. |
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Click on the Search button under Student tab first to ensure any previously loaded
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Click on the Student tab from the side menu Click on the Search Course option from the side menu. Click on the Course name drop box to select a single course. Select other options from the Course enrolment search box to
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filter down so it produces a list of required students. Click on the Search Course Enrolments button. Click the tick boxes next to the students to send the communication event to (alternatively click the select all box) Scroll down to the bottom of the list and click on the Add Enrolments to List button. Click on the Communication
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option in the side menu (Or Click on the Hat
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icon at the top left hand corner then
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option. Find the Communication section
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, enter the Communication Name
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, this becomes the subject of the email, e.g.
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CAN - Semester 1 2018. Select the Communication type - Email. Select a Message template for the body of the email or type the main body of your email. Add in any additional information or updates to the body of the message. Set the Communication Status to Sent. Click the Save New Communication for Loaded Students button Click the tick boxes next to the students to send the communication event to (alternatively click the select all box) Click the Email Selected Recipients button. The Emails have now been sent. Check the Statuses of the sent emails to check if any failed sending. These will need to be either resent or posted.
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Further reading
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