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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: MEDIUM

Page Contents

Important Note

The communication event module uses the email delivery provider SendGrid to deliver emails on behalf of the users. To avoid being classified as 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.

Key terms and concepts

Contained within each email sent with the communication module is a one pixel tracker. This is a one a 1x1 pixel that is hidden within the body of the email that allows the email client to track the email. It can determine if the email has bounced, been delivered, has been opened and read, and if any attachments have been clicked into. This can be particularly useful when students are questioning if an important email / communication was sent to them and if they received it.

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 future use. The fields below are required for such a report (i.e. Bulk student report) but additional ones can be added.

Table 1. Fields required for Bulk Student report DOC-146 - Getting issue details... STATUS

Required Fields

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

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 -

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

Be advised

Please make sure do not exceed more than 500 messages at once when sending out Bulk Communication Events.

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

 1. How to send Bulk Communications (With Attachments)

  1. Click on the Search button under Student tab first to ensure any previously loaded record is cleared.

  2. Click on the System tab in the side menu

  3. Click on the Edit Time Period in the side menu

  4. Click on Census Period from the drop down box

  5. Click on Search Time Period button.

  6. Ensure the Census date is correct for the required period.

  7. Click on the Reports tab from the side menu.

  8. Click on the Report Builder option from the side menu

  9. Find the Saved Report Descriptions section

  10. Click on the Global reports drop box and select 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).

  11. If not, select ‘Student Course Enrolment Details’ as the Base report, click on Load Base Report button.

  12. At Report Columns section, refer to the above table 1, hold Ctrl key for multiple select the required columns.

  13. Ensure that the Base Report Parameters cover the required units dates and enrolments status to produce the required students.

  14. Scroll down to the Format Report section. Click the Bulk Student Select radio button 

  15. Click the Produce Report button

  16. Once a bulk list of students created, click on the tick box against a list of required students to send communication to

  17. Scroll to the bottom of the page and click the Add Selected to List button

  18. The Bulk list of students has now been produced. 

  19. Click on the Student tab from the side menu.

  20. Click on the Communication Event option in the side menu (Or click on the Hat icon at the top left hand corner then select the Communication option 

  21. Enter the Communication Name, this becomes the subject of the email, e.g. CAN - Semester 1 2018.

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

  23. Select a Template Message for the body of the email or options to type in the main body of your email.

  24. Add in any additional information or updates to the body of the message.

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

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

  27. Click the Reports tab from the side menu

  28. Click on the Letters option from the side menu

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

  30. Check the parameters in the report section and click the Create report for Communication Events button

  31. 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.

  32. Click on the tick boxes for the ones to be sent. 

  33. Click on the Email Selected Recipients with Attachments button.

  34. The Emails have now been sent. 

  35. Check the Statuses of the sent emails to check if any failed sending. These will need to be either resent or posted.

 2. How to send Bulk Communications (Without Attachments) using the Report Builder

  1. Click on the Search button under Student tab first to ensure any previously loaded record is cleared.

  2. Click on the System tab in the side menu

  3. Click on the Edit Time Period in the side menu

  4. Click on Census Period from the drop down box

  5. Click on Search Time Period button.

  6. Ensure the Census date is correct for the required period.

  7. Click on the Reports tab from the side menu.

  8. Click on the Report Builder option from the side menu

  9. Find the Saved Report Descriptions section

  10. Click on the Global reports drop box and select 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).

  11. If not, select ‘Student Course Enrolment Details’ as the Base report, click on Load Base Report button.

  12. At Report Columns section, refer to the above table 1, hold Ctrl key for multiple select the required columns.

  13. Ensure that the Base Report Parameters cover the required units dates and enrolments status to produce the required students.

  14. Scroll down to the Format Report section. Click the Bulk Student Select radio button 

  15. Click the Produce Report button

  16. Once a bulk list of students created, click on the tick box against a list of required students to send communication to

  17. Scroll to the bottom of the page and click the Add Selected to List button

  18. The Bulk list of students has now been produced. 

  19. Click on the Student tab from the side menu.

  20. Click on the Communication Event option in the side menu (Or click on the Hat icon at the top left hand corner then select the Communication option 

  21. Enter the Communication Name, this becomes the subject of the email, e.g. CAN - Semester 1 2018.

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

  23. Select a Template Message for the body of the email or options to type in the main body of your email.

  24. Add in any additional information or updates to the body of the message.

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

  26. Click the Save New Communication for Loaded students button

  27. Click the tick boxes next to the students to send the communication event to (alternatively click the select all box)

  28. Click the Email Selected Recipients button.

  29. The Emails have now been sent. 

  30. Check the Statuses of the sent emails to check if any failed sending. These will need to be either resent or posted.

 3. How to send Bulk Communications (Without Attachments) Alternative method.

  1. Click on the Search button under Student tab first to ensure any previously loaded record is cleared.

  2. Click on the Student tab from the side menu

  3. Click on the Search Course option from the side menu.

  4. Click on the Course name drop box to select a single course.

  5. Select other options from the Course enrolment search box to filter down so it produces a list of required students.

  6. Click on the Search Course Enrolments button.

  7. Click the tick boxes  next to the students to send the communication event to (alternatively click the select all box)

  8. Scroll down to the bottom of the list and click on the Add Enrolments to List button.

  9. Click on the Communication option in the side menu (Or Click on the Hat icon at the top left hand corner then select the communication option.

  10. Find the Communication section, enter the Communication Name, this becomes the subject of the email, e.g. CAN - Semester 1 2018.

  11. Select the Communication type - Email.

  12. Select a Message template for the body of the email or type the main body of your email.

  13. Add in any additional information or updates to the body of the message.

  14. Set the Communication Status to Sent.

  15. Click the Save New Communication for Loaded Students button

  16. Click the tick boxes next to the students to send the communication event to (alternatively click the select all box)

  17. Click the Email Selected Recipients button.

  18. The Emails have now been sent. 

  19. Check the Statuses of the sent emails to check if any failed sending. These will need to be either resent or posted.

 4. How to search for sent emails within a student record.

  1. In the side menu click on the Student tab.

  2. Click on the Search option

  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family Name / Surname

  4. Click on the Search Student Button

  5. This will return a list of students that meet the above criteria

  6. To further filter the search results, in the search box above the list of results, start typing the student's Given Name or Family Name.

  7. When you find the record you are looking for, click on the Student No field, highlighted as a blue link at the left side of the row.

  8. The Summary page of the student's record is now shown.

  9. Click on the Communication Event option in the side menu.

  10. Scroll down and locate the sent email and click the pencil icon.

  11. The email has now been loaded.

Further reading

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