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Overview

The Communication Event menu in Paradigm is intended to send bulk communications to students or selected recipients with information regarding their study at your business or institution. The body of your email template can be personalised using some of the merge fields that we made available, and emails can contain attachments to provide more detailed, personalised, and dynamic data to be included in the report/letter attachment. This knowledge article will guide you on how to send bulk communications to a bulk list of students/recipients with or without attachments.

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titleTable 1: Email Template Form Fields

Table 1: Email Template Form Fields

Field Name

Brief overview

From:

Communication Request Sender

It will be sent from the email address that is recorded against the users user's profile.

Provider record is linked with the student’s course enrolment. Make sure you load the student’s course enrolment first, then you will see the Provider option in the drop-down.

If you want a Provider Name/Home Institution (that is not linked to a student's profile or course enrolment) or to add a specific sender/department in your business or institution to be in one of the options under the From field, you have to add a role to that Provider record as a “Communication Sender“, see Adding a New Communication Sender (From:) in the Communication Event for more details.

To:

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 -

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.

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

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Create the Bulk List of Students as Recipients of the Communication Event

1. There are a lot of 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 the options in creating your bulk list below:

(
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title1
) Student Search screen (Student > Search)

You can search for students via this screen by Home Institution, Status, etc. which can further be filtered out.

Refer to the instructions on this workflow How to Add Students to a Bulk List via Student Search

(
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) Search Course screen (Student > 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 How to ADD a List of Students to a Bulk List.

(
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) 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.

(
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) 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.

2. After creating your bulk list, proceed to

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

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titleSTEP 2. Save a New Communication Event to Selected Recipients

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titlestep 2
Save a New Communication Event to Selected Recipients

Note

BE ADVISED:

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

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

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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.

1. After you have finalised your list, choose Student > Communication menus on the side or click the (hat)🎓icon on the top left-hand corner then select the Communication(✉) menu. Go to the COMMUNICATION DETAILS section to setup/edit/update your email details.

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.

(

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) Enter the Email/Communication Subject accordingly.

(

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) Enter the Entry Date.

(

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) Set the Communication Status to Sent.

(

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) Select the communication template that you want to use.

Tip

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

(

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title5
) Edit your message body as necessary / as required.

(

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) After filling out the required fields and the email body, make sure that the Communication Status field is set to Sent, and click the SAVE NEW COMMUNICATIONS FOR LOADED STUDENTS button.

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

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Send Bulk Communications WITH Attachments instructions below if you want your communication event to have attachments, else refer to
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Send Bulk Communications WITHOUT Attachments.

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titleOPTION 1: Send Bulk Communications WITH Attachments to the Bulk List of Students/Recipients

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Send Bulk Communications WITH 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

Tip

It is also assumed that the Reports/Attachments that you want to attach are already configured prior to following the steps below. Contact your Paradigm Administrator to check your reports/attachments setup and configuration, or contact our Support Team for more details.

1.After clicking the SAVE NEW COMMUNICATIONS FOR LOADED STUDENTS button, 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
. Leave this screen for now.

2. Choose Reports > Letters menus on the side. Find the letter/report that you want to attach and click the GET REPORT button.

In the sample screenshot below, the COMMONWEALTH ASSISTANCE NOTICE report is selected.

3. Go to the letter/report parameters section, edit the necessary filters/fields, and click the CREATE REPORT FOR COMMUNICATION EVENTS button.

NOTE:

The system has set some default fields to be used as intended, e.g. Unit Enrolment Status, PDF as the default document type to be attached, etc. However, for some reports, you still have to set the fields correctly for it them to run/be generated properly. An example would be for CANs, make sure that your Census Dates are set accordingly, see Edit Time Period

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Add a Census Date Workflow. If you are sending other attachments ensure that the dates required for that type of attachments attachment are correct e.g. Final Grades, Invoices, etc.

This will take some time to complete, while each report is generated individually. The progress bar provides an indication of the rate of progress.

4. After generating the report to each student/recipient, you have the option to open a sample file attachment against each student/recipient to check the content, e.g. for CAN notices – check for the correct period, and if attached for the correct person for a few of the records.

5. 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.

6. Click the EMAIL SELECTED RECIPIENTS WITH ATTACHMENTS button.

NOTE:

Closing the browser or navigating away, while sending will cancel any remaining emails from being sent.

The emails have now been sent. Check the statuses of the sent emails to check if any failed to send under the Status column. These will need to be either resent or posted.

Tip

To check the email statuses, you can either go to Student > Communication: COMMUNICATION EVENT SEARCH section or via System > Email Events.

Refer to the workflow: How to Resend Bulk Communications

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titleOPTION 2: Send Bulk Communications WITHOUT Attachments to the Bulk List of Students/Recipients

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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

1. After clicking the SAVE NEW COMMUNICATIONS FOR LOADED STUDENTS button, 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
.

2.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.

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

Tip

To check the email statuses, you can either go to Student > Communication: COMMUNICATION EVENT SEARCH section or via System > Email Events.

Refer to the workflow: How to Resend Bulk Communications

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