Add or Edit Task Templates

You can use the Task Templates page to configure task templates. The task templates will then be available for selection when staff members add tasks.

The properties you can specify depend on the event type. For example, if you select an Event Type of:

• Incoming Phone Call or Outgoing Phone Call, you can also specify a script so that all the staff members ask the same questions and gather the same basic information during the call

• Letter, you can download, draft, and then upload a letter

• SMS-Text Message, you can specify the message that Anthology Student sends

For emails, letters, text messages, and alerts on Portal, you can insert fields from the Anthology Student database into the body of the message. For example, you can insert the <campusphone> field and it will be replaced with the phone number for the campus in the database when Anthology Student generates the correspondence.

Prerequisites

You must have Contact Manager - Configuration - Manage authorization.

Your institution must have configured task categories. (Select the Lists tile > locate Contact Manager > select Task Categories.)

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view, but cannot edit it. (When you add an item, you can only select campuses to which you have access.)

To edit the campuses, the task template must not be associated with a scheduled task.

You must have the following permissions to assign advisors from the respective modules:

Module	Task Permissions
Academics Records	Academics - Student Enrollment Period - View
Admissions	Admissions - Student Applications - View
Career Services	Career Services - Placement Statuses - View
Financial Aid	Financial Aid - Academic Years - View
International	Contact Manager - Student International - View
Other	Contact Manager - Student Advisor - View
Student Accounts	Student Accounts - Student Account Transaction - View

The table shows the prerequisites for specific event types.

Event Type	Prerequisite
Auto Disb. Cancellation/Disb. To Re-expect Alert E-Mail Staff Job Notification E-mail Waitlist Email to Student E-Mail Organization E-Mail Student E-Mail to Employer	To add or edit the HTML source in the Email Message area, you must have the Allow Editing of Task Template HTML Source When selected, Anthology Student displays a Source button in the Email Message area of the page for configuring task templates with an event type of Email and Auto Disb. Cancellation/Disb. To Re-expect Alert. The staff members with permission can then click the button to add or edit the HTML source for the email. in Contact Manager permission (Select the Settings tile > locate System > select Staff >select the New button and specify the general information or select an existing staff member in the list > select the Contact Manager tab.)
Letter	To download and create a letter:  •   Your institution must have configured the path for letters and you must have permission to the location •   You must have Microsoft Word installed on your system To upload a letter, the document must be a maximum of 15 MB.
Incoming Phone Call Meeting Outgoing Phone Call	To edit the questions for a script, there must not be student answers to the questions already in the system.

Access Method

Select the Configuration tile > expand Contact Manager > select Task Templates.

Procedure to Add or Edit Items

A minimum of one task template must be configured to add Incidents. ( Select the Processes tile > locate Contact Manager > select Incidents.)

1. If you want to:

   • Add a new list item, select the New button on the toolbar

   • Edit an existing list item, select the name in the list

   • Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar

2. Review, specify, or change the following values.

Active Specifies whether the associated record is active. Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Category Categories your institution can use to organize task types. They are configured by your institution and can be associated with task types. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Duration in Minutes The estimated length of time it takes to complete the task.

Event Type The type of event associated with the task. Events are defined by the system and are selected for task templates when they are configured by your institution. From Advisor If the task sends correspondence from an advisor, select the types of advisors. The modules you can view in this field are based on the NSA permissions set by your institution. When you select the type of advisor, Anthology Student displays additional fields specific to the type of advisor that you can select when you are inserting fields from the Anthology Student database into correspondence. For example, if you select Academic Records, you can select fields like <studentadvisorlastname>, <studentadvisorfirstname>, and <studentadvisoremail>. The list displays areas that you are authorized to access. The fields are displayed only if you select a value in the Event Type list where the correspondence is an email, letter, or SMS text message. Name The descriptive name of the item. Prompt for Follow-Up Select Yes to specify that the staff member is prompted to add a follow-up task when this task is closed. Select No to specify no follow-up task is needed.

3. The actions you take and the remaining values you specify, depend on the type of task you selected in the Event Type list. For information about mail merge codes, see Background for Mail Merge Codes.

   Event Type	Action to Take
   Auto Disb. Cancellation/Disb. To Re-expect Alert E-Mail Staff Job Notification E-mail Waitlist Email to Student	1.  Specify or change the Email Subject The text that appears in the subject line of the email. It contains the subject configured by your organization for the type of task and can be edited. 2.  If you are creating a new task template, select the Save button on the toolbar. 3.  Under Additional Information, specify or change the values. Attachments Select the field to display a list of documents that are automatically added to the task when the task template is selected. The list contains the documents that your institution has configured with Send Out or Send & Return for Document Type. Email Message Area that you can use to create a template for the message. For example, you can specify and format the text. You can also use the Show Drag Panel icon in the toolbar (green arrow) to display a list of fields in the Anthology Student database that can be merged into the letter when it is generated. For example, you can drag <campusaddress> to any location in the text and the address of the campus will be inserted into the letter when it is generated. Fields that are school-defined in the list are listed last and have the suffix _SDF. For example, <schoolfield_SDF>. Merge fields are not available for an Event Type of Waitlist Email to Student. If you have permission, you can also click the Source button to edit the HTML source for the email or copy -formatted text from Microsoft Word. If you are copying text from Notepad, you do not need to click the Source button. The fields that you can select depend on the value you selected for Event Type and From Advisor (if available).   4.  If you want to preview the email and test any hyperlinks you added in the message text, select the Preview () button.
   E-Mail Organization E-Mail Student E-Mail to Employer	1.  Specify or change the values. Employer Select Required to specify that the staff member must select an employer when they add or edit the task. Employers are configured by your institution. If you selected E-Mail Employer in the Event Type list, it is set to Required and cannot be changed. Employer Contact Select Required to specify that the staff member must select an employer contact when adding or editing a task. Job Select Required to specify that the staff member must select a job when adding or editing the task. Organization Select Required to specify that the staff member must select an organization when adding or editing a task. Organization Contact Select Required to specify that the staff member must select a contact when they add or edit the task. Organization Type The only option is High School. If you select High School, Anthology Student only displays the task template as an option when you add tasks on the High School Tasks page. (Select the Processes tile > expand Admissions in the list > select High School Tasks.) You cannot select the task template in any other location in the product. Student Select Required to specify that the staff member must select a student when they add or edit the task. If you selected E-Mail Student in the Event Type list, it is set to Required and cannot be changed. 2.  If you are creating a new task template, select the Save button on the toolbar. 3.  Under Additional Information, specify or change the values. Attachments Select the field to display a list of documents that are automatically added to the task when the task template is selected. The list contains the documents that your institution has configured with Send Out or Send & Return for Document Type. Email Message Area that you can use to create a template for the message. For example, you can specify and format the text. You can also use the Show Drag Panel icon in the toolbar (green arrow) to display a list of fields in the Anthology Student database that can be merged into the letter when it is generated. For example, you can drag <campusaddress> to any location in the text and the address of the campus will be inserted into the letter when it is generated. Fields that are school-defined in the list are listed last and have the suffix _SDF. For example, <schoolfield_SDF>. Merge fields are not available for an Event Type of Waitlist Email to Student. If you have permission, you can also click the Source button to edit the HTML source for the email or copy -formatted text from Microsoft Word. If you are copying text from Notepad, you do not need to click the Source button. The fields that you can select depend on the value you selected for Event Type and From Advisor (if available).   4.  If you want to preview the email and test any hyperlinks you added in the message text, select the Preview () button.
   Incident	1.  Specify or change the values. Incident Type The codes for student conduct violations that occur on a campus. For example, theft or argument. They are configured by your institution. Location Select Required to specify that a location is required when a staff member adds an incident and selects this task template.   2.  If you are creating a new task template, select the Save button on the toolbar. 3.  Specify or change the values. Attachments Select the field to display a list of documents that are automatically added to the task when the task template is selected. The list contains the documents that your institution has configured with Send Out or Send & Return for Document Type. Note Area that displays, or that you can use, to specify comments or additional information.
   Incoming Phone Call Meeting Outgoing Phone Call	1.  Specify or change the values. Employer Select Required to specify that the staff member must select an employer when they add or edit the task. Employers are configured by your institution. If you selected E-Mail Employer in the Event Type list, it is set to Required and cannot be changed. Employer Contact Select Required to specify that the staff member must select an employer contact when adding or editing a task. Job Select Required to specify that the staff member must select a job when adding or editing the task. Organization Select Required to specify that the staff member must select an organization when adding or editing a task. Organization Contact Select Required to specify that the staff member must select a contact when they add or edit the task. Organization Type The only option is High School. If you select High School, Anthology Student only displays the task template as an option when you add tasks on the High School Tasks page. (Select the Processes tile > expand Admissions in the list > select High School Tasks.) You cannot select the task template in any other location in the product. Show comments online with task Select the check box to specify that the comments you specify in the Comments box are displayed in Portal. (Meetings only)  Student Select Required to specify that the staff member must select a student when they add or edit the task. If you selected E-Mail Student in the Event Type list, it is set to Required and cannot be changed. 2.  If you are creating a new task template, select the Save button on the toolbar. 3.  Under Additional Information, select the New button in the Questions grid. Anthology Student displays a dialog. 4.  On the dialog, specify the format and question. Data Type Specifies the type of data for the answer. If you selected Yes/No, True/False, or List of Values, the value is set to Text. If you selected Plain Text, you can specify a format of Text, Date, or Numeric. If you select Date or Numeric, the field only accepts values in those formats. Question Specify the text of the question you want the staff member to ask. Question Code If your institution assigns a numeric or character code, specify the code. Anthology Student appends the code to the value for Question Number. For example, if the Question Number is 1 and you specify 2, the question number will be 12. Question Type Specifies how the question is answered. If you want to select from a specific list, select List of Values. If you want a Yes or No answer, select Yes/No. If the answer is true or false, select True/False. If you want to specify freeform text, select Plain Text. 5.  If you selected List of Values for Question Type, select the Add button. (You can also remove and copy rows for List of Values. For all other types, Anthology Student populates the grid with rows appropriate for the type of question, and remove and copy are not available.) 6.  Complete the Actions grid. Action If you want the staff member to take an action based on an answer, specify the action. For example, the action could be to begin to end a call. Answer Specifies the answer to the question. Anthology Student uses the answer with the operator to determine the action and whether or not to schedule any selected task. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Name The descriptive name of the item. Operator (advanced search) The operator used to evaluate the answer. You can use = with any value for Data Type. For example, you can specify an action and schedule tasks if the answer is new and a different action if the answer is existing. You can specify <> if the value you selected for Data Type is Text, Numeric, or Date. You can specify <,<=, >, and >= if the value for Data Type is Numeric or Date. Request Document Select the document to request for the condition specified by the operator and answer in the row. Schedule Task Select the task you want to be scheduled for the condition specified by the operator and answer in the row. For example, if the Data Type is Date and the operator >=, you can automatically schedule a task when the answer is a date greater than or equal to the answer from the person being questioned. 7.  If you want to save and:  ◦    Close the dialog, select the Save button ◦   Specify another question, select the Save & New button 8.  If you want to preview and test the script, select the Preview button.
   Message	None
   Other Task	1.   Select the Save button on the toolbar. 2.  Specify or change the values. Note Area that displays, or that you can use, to specify comments or additional information.
   Letter	1.  If you are creating a new task template, select the Save button. Anthology Student displays Upload Letter and Download Letter next to Event Type. 2.  To create the letter, select Download Letter. Anthology Student downloads a .docx and .txt file. 3.  In your download location, right-select the .docx and .txt files and select Properties. 4.   If there is an Unblock check box, select the check box and select OK. 5.  Open the .docx file. 6.  If you receive a message asking you:  If it is okay to place data from the database into your document, select Yes To find a data source, select the Find Data Source button and select the .txt file with the same name as the .docx file that you opened Anthology Student displays the document in Word. 7.  Write the letter. If you want to insert fields from the Anthology Student database, select the Mailings tab and Insert Merge Fields. Word displays the fields in the database appropriate for letters and the value you selected for From Advisor. 8.  When you are done writing the letter, save your work. 9.  Return to the Task Templates page in Anthology Student. 10.  Select Upload Letter, then select the Select Letter button, and select the .docx file. 11.  Select the Upload button. Anthology Student uploads the letter and displays the name in the Task Template field. 12.  Specify or change the values. Employer Select Required to specify that the staff member must select an employer when they add or edit the task. Employers are configured by your institution. If you selected E-Mail Employer in the Event Type list, it is set to Required and cannot be changed. Employer Contact Select Required to specify that the staff member must select an employer contact when adding or editing a task. Job Select Required to specify that the staff member must select a job when adding or editing the task. Organization Select Required to specify that the staff member must select an organization when adding or editing a task. Organization Contact Select Required to specify that the staff member must select a contact when they add or edit the task. Organization Type The only option is High School. If you select High School, Anthology Student only displays the task template as an option when you add tasks on the High School Tasks page. (Select the Processes tile > expand Admissions in the list > select High School Tasks.) You cannot select the task template in any other location in the product. Student Select Required to specify that the staff member must select a student when they add or edit the task. If you selected E-Mail Student in the Event Type list, it is set to Required and cannot be changed. 13.  Under Additional Information, specify or change the values. Send To Select the recipient of the message. If you select Student, you must select the type of address in the Send to Address field. If you select Employer or Organization, Anthology Student addresses the letter to the address in the system for the employer or organization. Send to Address If you selected Student in the Send To list, you must select the type of address. Address types are configured by your organization and selected by staff members when they are added to the Related Addresses list. (Select the Students tile > select the name in the Students list &gt; expand Contact Manager > select the Related Addresses tile.)   14.  Add the Documents Select the field to display a list of documents that are automatically added to the task when the task template is selected. Anthology Student does not gather and print these documents when the letter is printed. If you need to print other material along with the letter, select them in the Linked Letters list (such as labels, brochures, and forms). The list contains the documents that your institution has configured. and Linked Letters Select the list of materials that are to be gathered and sent with the letter when it is printed. When you print the letter, Anthology Student also prints the linked materials (such as other letter activities, letters, labels, and documents). If you want a document added to the task when it is selected but not printed with the letter, use the Documents list to specify those materials. 15.  Select the Save button on the toolbar. If you need to remove a letter, select the Upload Letter button, review the document name on the dialog, and select the Clear Letter button.
   SMS-Text Message	1.  Select a value for Sms Sent As Email Select Yes to specify that Anthology Student sends an email in place of an SMS message when certain conditions are met. For example, the student must have a valid email on their Student Profile. 2.  Select the Save button on the toolbar. 3.  Specify or change the SMS Message Area that you can use to specify the body of the message or alert. You can also use the Show Drag Panel icon in the toolbar (green arrow) to display a list of fields in the Anthology Student database that can be merged into the message or alert when it is generated. For example, you can drag <campusphone> to any location in the text and the phone number for the campus will be inserted into the message or alert when it is generated. The fields that you can select depend on the value you selected for Event Type and From Advisor (if available). Merge fields are not available for the Event Types of Job Notification Alert and Waitlist Web Alert to Student. If you are specifying an SMS text message, the length of the text message depends on the SMS provider. Anthology Student displays a message if the message exceeds the maximum length for the SMS provider.
   Job Notification Alert Student Alert Waitlist Web Alert To Student	1.  Select the Save button on the toolbar. 2.  Specify or change the Message Area that you can use to specify the body of the message or alert. You can also use the Show Drag Panel icon in the toolbar (green arrow) to display a list of fields in the Anthology Student database that can be merged into the message or alert when it is generated. For example, you can drag <campusphone> to any location in the text and the phone number for the campus will be inserted into the message or alert when it is generated. The fields that you can select depend on the value you selected for Event Type and From Advisor (if available). Merge fields are not available for the Event Types of Job Notification Alert and Waitlist Web Alert to Student. If you are specifying an SMS text message, the length of the text message depends on the SMS provider. Anthology Student displays a message if the message exceeds the maximum length for the SMS provider.

4. If the campus is configured so that it is integrated with CampusNexus CRM, specify or change the values.

   CRM Effective Date For tasks integrated with CRM, specifies the date when the integration is effective. Tasks before the date are not integrated.

   CRM Integration If your institution has configured CRM integration, this option filters the report on the integration. If you select Yes, only task types that have been configured to be integrated with CRM are displayed in the report. If you select No, the report displays tasks that have not been configured to be integrated with CRM.

5. If you want to save and: 

   • Continue making changes, select the Save button

   • Continue to add another item to the list, select the Save & New button

   • Close, select the Save & Close button

If You Want to Format Data Merged for Mail Merge Codes in Letters

In letters, you can format the data merged into the document using the mail merge codes. For example, you can add the decimal separator (,) in amounts.

You can specify any format supported in Microsoft Word.

Follow this process to format a mail merge code in a letter.

1. In the letter you downloaded, select the mail merge code.

2. Right select and select Toggle Field Codes. Microsoft Word displays the code in the following format.

   { MERGEFIELD mergecodename }

3. Specify the formatting.

   For example, if you want to add a decimal separator (,) in the amount displayed for the StudentARBalance mail merge code, specify: 

   { MERGEFIELD StudentARBalance \# #,##0.00 }

4. Select the code.

5. Right select and select Update Field.

6. Save the document and follow the steps to upload it again.

Limitations

You cannot edit the values for Code and Active for list items that have a Yes in the System column. These items are defined by Anthology Student.