Overview
Sending communication emails to a specific group of individuals, e.g. students can be very time consuming if categorising the recipients is done manually. To speed up the process of selecting a group of recipients in Paradigm whom to send the communication emails to, Report Builder is addressing this gap by letting you select a predefined group of recipients or creating a new one as you go along. This knowledge article will guide you on how to go about using the Report Builder as a tool to send bulk communications in Paradigm.
INFO
The Bulk Student Select option can also be used or applied to any other bulk activities you do in Paradigm. Examples are on updating student statuses in bulk, bulk enrolment to units, bulk course edit, and bulk generate invoice.
This knowledge article will just give you a sample workflow (sending bulk communication emails) on one of the many bulk activities you can do in Paradigm with the use of the Report Builder menu.
Video Tutorial Link: https://www.youtube.com/watch?v=-IV-T111GuE
Workflow
NOTE
The instructions below assume that you are already familiar with our Communications Event feature both in the Student Communication Event and the Provider Search, Add and Edit Content (e.g. Email Templates) side of Paradigm.
STEP 1 Make sure that there is no student currently loaded in the system
1 Check above the Dashboard menu in Paradigm if you can see a student detail. If there is not, you can proceed with the STEP 2 instructions. If there is
, unload the student record by choosing Student > Search menus on the side.
STEP 2 Check if the Census Date is updated to the current period
1, 2, 3 Choose System > Edit Time Period > Set Type: Census Period.
4 Click the SEARCH TIME PERIODS button.
STEP 3 Generate a group of recipients to your email using Report Builder
1, 2 Choose Reports > Report Builder menus on the side.
3 Scroll to the SAVED REPORT DESCRIPTIONS section. 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 one has already been setup. Click on the Load Report button and proceed to step number 7 below.
4 If a suitable report has not yet been setup, in the BASE REPORT DESCRIPTIONS section, select the ‘Student Course Enrolment Details’ as the Base report and click the LOAD BASE REPORT button.
5 In the REPORT COLUMNS section, hold the Ctrl key to select multiple columns as required, ensuring that the key fields are included for the type of report you are trying to generate.
6 Ensure that the BASE REPORT PARAMETERS are correctly set to cover the required unit enrolment start and end dates and enrolment status values to produce a list that contains the required students.
7 Scroll down to the FORMAT REPORT section. Click the Bulk Student Select radio button, and click PRODUCE REPORT.
8 This will take some time to run, and will depend on the scope of the list being created. Please wait for the screen to refresh and reload with a list of the students returned by the report.
9 Once the bulk list of students appears, click on the check box for each student who is to receive the communication. You may choose to select all and then deselect specific students from the list, or you may choose to select only specific students from the list, and click the ADD SELECTED TO LIST button. This may take a few moments to store the list in memory. Please wait for the list to appear.
STEP 4 Create a Communication Event
1 Follow the rest of the instructions on this article: Communication Event to proceed with sending bulk communications to your selected or newly created recipients.