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Important

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

Objective

Upon Completion of the B the User will be able to send bulk communication emails with and without personalised attachments such as final grades, CANS, and invoices

Complexity: MEDIUM

Page Contents

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 ones can be added 

Fields required for Bulk Student report

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

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

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 e.g. Final grades, invoices etc.

Workflow

 1.How to send Bulk Communications (With Attachments)

  1. Click on the Search button to ensure any previously loaded records are 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. Scroll to the Saved Reports Descriptions section

  10. 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)

  11. Click on the Load Report button.

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

  13. Scroll down to the Format Report section

  14. Click on Bulk Student Select  

  15. Click the Produce Report button

  16. Once the bulk list of student has been produced click on the tick boxes 

    of the required student 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 in to top left hand corner then on the communication option 

  21. Scroll down to the Communication section.

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

  23. Select the Communication type - Email.

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

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

  26. Set the Communication Status to Sent.

  27. Click the Save New Communication for Loaded Students button.

  28. Click the Reports tab from the side menu

  29. Click on the Letters option from the side menu

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

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

  32. 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.

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

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

  35. The Emails have now been sent. 

  36. 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 to ensure any previously loaded records are cleared. 

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

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

  4. Scroll to the Saved Reports Descriptions section

  5. 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)

  6. Click on the Load Report  button.

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

  8. Scroll down to the Format Report section

  9. Click on Bulk Student Select 

  10. Click the Produce Report button

  11. Once the bulk list of student has been produced click on the tick boxes

     of the required student to send communication to

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

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

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

  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 

  16. Scroll down to the Communication section.

  17. Enter the Name of the Email, this becomes the subject of the email e.g. Orientation Day - 2018.

  18. Select the Communication type - Email.

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

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

  21. Set the Communication Status to Sent.

  22. Click the Save New Communication for Loaded students button

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

  24. Click the Email Selected Recipients button.

  25. The Emails have now been sent. 

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

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

  1. Click on the Search button to ensure any previously loaded records are 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 produce the 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 Event option in the side menu (Or Click on the Hat icon in to top left hand corner then on the communication option 

  10. Scroll down to the Communication section.

  11. Enter the Name of the Email, this becomes the subject of the email e.g. Orientation Day - 2018.

  12. Select the Communication type - Email.

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

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

  15. Set the Communication Status to Sent.

  16. Click the Save New Communication for Loaded Students button

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

  18. Click the Email Selected Recipients button.

  19. The Emails have now been sent. 

  20. 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

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