Overview
This is a section of the whole KB, by having this section, user will be able to jump to the any part of KB with a click.
Note that this you can create dot point as sub headings under each sections and they will show up in this table as sub links.
Objective
This is the a short description of the content of the KB, it gives user an idea of what they will be able to achieve with all the information from this KB.
Assumptions
This part of the KB states the basic requirements for user to be able to understand this KB or any access required to carry out the task explained in this KB.
Key terms and concepts
Fields required to build a bulk student report for Communication events. This report can be built in the report builder and saved for a later time. The fields below are required for such a report but additional one can be also
Table 1
| Required Fields | Brief Overview |
|---|---|
course_id | |
| last_name | |
first_name | |
| student_number | |
| course_enrolment_id | |
| Unit start date from | |
| Unit start date to | |
Enrolment status | |
| Funding type |
| 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 into |
| 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
When sending out Bulk Communication Events do not exceed more that 500 messages in one go.
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 eg Final grades, invoices etc.
Workflow
1 Sending Bulk Communications (With Attachments)
1.1 Click on the Search button to ensure any previously loaded records are cleared.
1.2 Click on the system tab in the side menu
1.3 Click on the edit time period in the side menu
1.4 Click on Census period from the drop down box
1.5 Click on Search time period button.
1.6 Ensure the Census date is correct for the required period.
1.7 Click on the Reports tab from the side menu.
1.8 Click on the Report Builder option from the side menu
1.9 Click on the Global reports drop box and select the Student CAN search (or which ever report your institution has set up to generate a bulk student list)
1.10 Click on the Load Report button.
1.11 Ensure that the Base Report Parameters cover the required units dates and enrolments status to produce the required students
1.12 Scroll to the bottom of the page and click on Bulk Student select from the Format report section and click the Produce report button
1.13 Once the bulk list of student has been produced click on the tick boxes of the required student to send communication to then click the Add Selected to List button
1.14 The Bulk list of students has now been produced. Click on the Student tab from the side menu.
1.15 Click on the Communication Event option in the side menu (Or Click on the Hat icon 
in to top left hand corner then on the communication option 
1.16 Scroll down to the Communication section.
1.17 Enter the Name of the Email, this becomes the subject of the email eg CAN - Semester 1 2018.
1.18 Select the Communication type - Email.
1.19 Select a Message template for the body of the email or type the main body of your email.
1.20 Add in any additional information or updates to the body of the message.
1.21 Set the Communication Status to Sent.
1.22 Click the Save New Communication for Loaded Students Button.
1.23 Click the Reports Tab from the Side Menu
1.24 Click on the Letter option from the side menu
1.25 Scroll to the Commonwealth Assistance Notice report and click the Get report button
1.26 Check the parameters in the report section and click the Create report for Communication Events Button
1.27 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.
1.28 Click on the tick boxes for the ones to be sent.
1.29 Click on the Email Selected Recipients with Attachments Button.
1.30 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.
2 Sending Bulk Communications (Without Attachments) using the Report Builder
2.1 Click on the Search button to ensure any previously loaded records are cleared.
2.2 Click on the Reports tab from the side menu.
2.3 Click on the Report Builder option from the side menu
2.4 Click on the Global reports drop box and select the pre-built report to generate a bulk student list. (This could be any combination of fields but must include the fields listed in table 1 above)
2.5 Click on the Load Report button.
2.6 Ensure that the Base Report Parameters cover the required information and fields to produce the required students
2.7 Scroll to the bottom of the page and click on Bulk Student select from the Format report section and click the Produce report button
2.8 Once the bulk list of student has been produced click on the tick boxes of the required student to send communication to then click the Add Selected to List button
2.9 The Bulk list of students has now been produced. Click on the Student tab from the side menu.
2.10 Click on the Communication Event option in the side menu (Or Click on the Hat icon in to top left hand corner then on the communication option
2.11 Scroll down to the Communication section.
2.12 Enter the Name of the Email, this becomes the subject of the email eg Orientation Day - 2018.
2.13 Select the Communication type - Email.
2.14 Select a Message template for the body of the email or type the main body of your email.
2.15 Add in any additional information or updates to the body of the message.
2.16 Set the Communication Status to Sent.
2.17 Click the Save New Communication for Loaded Students
2.18 Click the tick boxes next to the students to send the communication event to (alternatively click the select all box)
2.19 Click the Email Selected Recipients button.
2.20 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.
Sending Bulk Communications (Without Attachments) Alternative method.
3.1 Click on the Search button to ensure any previously loaded records are cleared.
3.2 Click on the Student Tab from the side menu
3.3 Click on the Search Course option from the side menu.
3.4 Click on the Course name drop box to select a single course.
3.5 Select other options from the Course enrolment search box to produce the list of required students.
3.6 Click on the Search Course Enrolments Button.
3.7 Click the tick boxes next to the students to send the communication event to (alternatively click the select all box)
3.8 Once the page has loaded scroll down click on the Add Enrolments to List Button.
3.9 Click on the Communication Event option in the side menu (Or Click on the Hat icon in to top left hand corner then on the communication option
3.10 Scroll down to the Communication section.
3.11 Enter the Name of the Email, this becomes the subject of the email eg Orientation Day - 2018.
3.12 Select the Communication type - Email.
3.13 Select a Message template for the body of the email or type the main body of your email.
3.14 Add in any additional information or updates to the body of the message.
3.15 Set the Communication Status to Sent.
3.16 Click the Save New Communication for Loaded Students
3.17 Click the tick boxes next to the students to send the communication event to (alternatively click the select all box)
3.18 Click the Email Selected Recipients button.
3.19 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.
Further reading
Providers Tab - Creating, Saving and Editing Message templates