Add or Edit Tasks for a Student

You can use the Current tab on the Tasks list to add and edit tasks for the student. You can create a task that is associated with either:

  • A program version

  • A specific inquiry

  • All program versions and all inquiries

When you edit a task, changes made in one field may immediately trigger changes in the content of other fields. For example, if you edit the Employer field, the values in the Job and Contact fields are cleared so that you can select a job and contact for the new employer. When you edit a task, you should carefully review all fields to make sure the content is correct.

Prerequisites

You must have Common - Student - View authorization.

You must also have: 

  • To add a task, Contact Manager - Task - New authorization

  • To edit a task, Contact Manager - Task - Edit authorization

If policies are enabled, you must have permission in the policy to add the task template.

You should also be familiar with the Background and Operation of Tasks.

The table show the prerequisites for specific Event Types for the tasks that you can add for employers and employer groups, organizations (high schools), and students and student groups.

All of these tasks can also be automated and scheduled by Anthology Student.

Event Type Prerequisites

Employers and Employer Groups

Organization
(High School) 

Students and Student Groups

E-Mail Student The student must have a valid email address on their Student Profile. (Select the Students tile > select the name in the Students list.).

X

 

X
E-Mail Staff The staff member must be active.

X

X

X
E-Mail to Employer The employer must have an email address. If the contact does not have an email address, Anthology Student sends the email to the email address specified for the employer.

X

X

X
E-Mail Organization The high school must have a valid email address. (Select the Configuration tile > expand Admissions > select High Schools.)  

X

  
Incoming Phone Call The student must have an existing Student Profile. (Select the Students tile > select the name in the Students list.)

X

X

X
Letter The contact must have a valid address on their Student Profile. (Select the Students tile > select the name in the Students list.)

X

X

X
Meeting None

X

X

X
Message None

X

X

X
Other Task None

 

X

X
Outgoing Phone Call The student must have a valid phone number on their Student Profile. (Select the Students tile > select the name in the Students list.)

X

X

X
SMS-Text Message

On their Student Profile, the student must have: 

  • A mobile phone number specified

  • The Subscribe to SMS Service check box selected

  • A service provider selected in the SMS Provider list

An email is sent in place of an SMS message if the following conditions are met.

  • The Subscribe to SMS Service check box was not selected for the student.

  • The activity was configured by your institution to send an email when the student is not subscribed.

  • The student has a valid email address on their Student Profile.

X

X

X
Student Alert None

X

 

X

The enrollment status change triggers the configured task automatically at 11 PM every day, but if you want to trigger the configured task or activity immediately and send mail to the student, then you need to manually run it.

Access Method

Select the Students tile > select the name in the Students list > expand Contact Manager > select the Tasks tile.

Procedure to Add or Edit a Task

  1. Verify that the program version is correct. If not, select All Program Versions or the specific program version in the Program Version list.

  1. If you want to: 

    • Create a new task, select the New button

    • Edit a task, select the task in the list (Past due tasks are marked with Shows icon on screen for past due task. and high priority task are marked with Shows icon for high priority tasks. .) 

    • Toggle between wrapping or unwrapping the text in the grid, select the Wrap Text in Columns botton

  2. Specify the association for the task.

    Association

    Values to Select

    Program VersionClosed The program version associated with the student or item. in the Header

    InquiryClosed The name of the program and date when the student made the inquiry. The list is only displayed if the student has a Anthology Student Status Category of Lead (such as New Lead, Interview Schedule, or Interviewed). For the list to be available, the Track Multiple Lead Inquiries box must also be selected in Anthology Student on the Lead Sources Code Setup form (List > Admissions > Lead Sources > Add/Edit Lead Source > Lead Sources Code Setup). List

    With a specific program version Name of the program version <All Inquiries>
    With a specific inquiry All Program Versions Specific inquiry in the list
    General (applies to all program versions and inquiries) All Program Version <All Inquiries>

  3. Specify or change the remaining values on the page. The fields that are displayed will vary depending on the task template that you selected.

    Assigned ToClosed The person assigned or sent the item task (such as task, document, or message). For a new task, the default is your user ID. If you have permission in the policy, the names of other staff members are displayed.

    ContactClosed The name of the contact within the institution. If you are selecting a contact in a list, it contains the contacts configured for your institution.

    Documents to be SentClosed The documents that are attached to the email. The documents that are attached are specified for the type of task by your institution.

    Due DateClosed The date when the item is due (such as task, document, or message). For a new task, the default is today. If you are specifying the value, specify the value in the format MM/DD/YYYY or select the calendar button to select the date.

    Email SubjectClosed 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.

    EmployerClosed The name of the employer. If you are selecting the employer from a list, it contains the names of all the employers configured for your institution.

    Employer JobClosed The job title with the employer. The list also displays the status of the job. The statuses are Available, Canceled, Closed, Pending, and Unable to Fill. No value in the status column indicates there is no status available for the job.

    Event TypeClosed 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_ToClosed The range of time on the due date when the task must be completed. You can specify any time between 12:15 am and 11:45 pm. If you specify a task for the current date, but the From and To times occurred in the past, Anthology Student displays a message. Values must be specified for From and To for the task to show up in Anthology Student on the Contact Manager Calendar.

    Inquiry Closed The name of the program and date when the student made the inquiry. The list is only displayed if the student has a Anthology Student Status Category of Lead (such as New Lead, Interview Schedule, or Interviewed). For the list to be available, the Track Multiple Lead Inquiries box must also be selected in Anthology Student on the Lead Sources Code Setup form (List > Admissions > Lead Sources > Add/Edit Lead Source > Lead Sources Code Setup).

    JobClosed The title of the job. If you are selecting a job in a list, it contains the job titles configured for the employer that you selected.

    MessageClosed The body of the message. It includes any predefined text or fields configured by your organization for the type of task and can be edited.

    NoteClosed Area that displays, or that you can use, to specify comments or additional information.

    PriorityClosed The priority of the task. The options are Low, Normal, and High. The default is Normal.

    Program Version Closed The program version associated with the student or item.

    StatusClosed The status of the task. If you are selecting a value, the list contains the system statuses of Pending (default), Queued, Closed, Activity Reassigned, and Activity Failed. Any additional items in the lists were defined by your organization.

    SubjectClosed The description of the task. If you are specifying the description, the default is the value that you selected for the Task. The value can be modified.

    Task ResultClosed The outcome of the task. The list is only displayed for a Status of Closed. It contains results defined by your institution.

    Task TemplateClosed The task that must be performed. It is the name given to the task template when it was configured by your institution.

  1. If you want to save and: 

    • Continue making changes, select the Save button

    • Close, select the Save & Close button

If the Task Has Documents Attached

If you select a task template that your institution has defined with documents attached, Anthology Student also displays a dialog so that you can specify and save the due dates (such as an email with an application attached).

Anthology Student also checks:

  • If there is an existing task

  • Whether or not the documents are already in the folder for the student

If there is an existing task or documents, you can either: 

  • Update the document due dates on the existing task or add the documents with the due dates (if missing) 

  • Create a new task and keep or update the document due dates

If you create a new task with different dues dates:

  • The existing task is not canceled

  • There is only one instance of the document

  • The due dates on the documents for the tasks are the same

If There Are Conflicting Tasks

If a task that you are currently adding or editing is scheduled at the same time as a task previously scheduled for the staff member in Assigned To, Anthology Student displays a message warning you of the conflict. If you select:

  • Schedule, the current task is saved and both tasks are scheduled at the same time

  • Cancel, the form is redisplayed so that you can specify a new Due Date or From and To times to avoid the conflict