OPTION 1 Send Bulk Communications WITH Attachments
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 STEP 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 to run/be generated properly. An example would be for CANs, make sure that your Census Dates are set accordingly, see Edit Time Period C Add a Census Date Workflow. If you are sending other attachments ensure that the dates required for that type of attachments 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.
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