Mailbox Manager Jobs

You can use the Mailbox Manager Jobs page to track the status of each file processed via Mailbox Manager without having to navigate away from Anthology Student and log in to Mailbox Manager each time you need to check the status of files received from and sent to the Department of Education's (ED) Central Processing System (CPS). The page retrieves the most critical information of a transmitted file directly from the Student Aid Internet Gateway (SAIG) Portal. The information is shared via an API from Mailbox Manager.

Mailbox Manager provides an opportunity for Regulatory and Financial Aid Automation clients to participate in a more evolved system of transmitting and retrieving files from the CPS. Previously, Mailbox Manager was an entirely separate entity with no integration into Anthology Student. Clients had to log in separately to Mailbox Manager to track each file exported and imported out of the system. When errors occurred during the transmission process, users had to track each file from Mailbox Manager. This could cause delays in getting attention to urgent issues. The Mailbox Manager Jobs page now provides a link between Mailbox Manager and Anthology Student and makes it easy to check the status of files received and sent to CPS and take necessary actions if errors are encountered.

The Mailbox Manager Jobs page presents the message/file transfer between Mailbox Manager, the SAIG/COD/CPS systems, and the client's FTP/Azure storage. The message flow includes:

• Incoming messages received from SAIG/COD/CPS are transferred to FTP/Azure storage by Mailbox Manager. This flow is referred to as Import from the Mailbox Manager perspective.

• Outgoing messages retrieved from FTP/Azure storage are transferred to SAIG/COD/CPS by Mailbox Manager. This flow is referred to as Export from the Mailbox Manager perspective.

Review the image for more details about the message flow.  

The process of reviewing Mailbox Manager Jobs in Anthology Student involves the following steps:

• Select the batch to be reviewed

• Review the batch details

Prerequisites

You must have the following authorization:

• Common - Processes - View

• Financial Aid - Processes - Mailbox Manager Jobs - Edit and View

For details about configuring and using Mailbox Manager, refer to Mailbox Manager Help.

Access Method

Select the Processes tile > expand Financial Aid > select Mailbox Manager Jobs.

Procedure to Review Mailbox Manager Jobs

1. Review the information in the Batches grid. It includes records for incoming and outgoing message transfers. Each transfer can be associated with one or more messages.

   Transfer Id This is a unique identifier for the message transfer. The Transfer Id column is hidden by default but can be selected if needed (e.g., when troubleshooting failed transfers). Direction Export means messages are sent from Mailbox Manager to SAIG/COD/CPS. Import means messages are transferred into Mailbox Manager from SAIG/COD/CPS. Type External means messages are transferred from Mailbox Manager to SAIG/COD/CPS. Internal means messages are transferred from a client's FTP/Azure storage to Mailbox Manager. Process Type Indicates the message class group associated with the export or import. Valid values are COD, Application Processing, NSLDS, Other, and Multiple. Multiple indicates the process picks up files from more than one process, e.g., COD files and ISIRs.

   Status Status of the message transfer. Valid values are Sent (messages successfully transferred from Mailbox Manager, Received (messages successfully transferred into Mailbox Manager, and Error (failed message transfers). Date Processed Time stamp indicating the date and time when the messages were sent to SAIG/COD/CPS by Mailbox Manager. The time stamp is based on the local browser time of the logged in user. Sent Via Location from which the file was exported or imported, i.e., Cloud or FTP. Error Details If a message transfer has a status of failed, the Error Details link is displayed. The link will open a popup with error information.

2. If the Status Details column indicates Error Details, select the link to access the error details and take appropriate action.

3. Select a link in the Direction column to view details about a message transfer. The Job Results grid will be displayed below the Batches grid

4. Depending on the selected message transfer, there may be one or multiple records in the Job Results grid:

   • For FTP/Azure message transfers, there will be only one record.

   • Received and Sent message transfers can contain multiple records.

   The following details are displayed in the grid:

   Batch Number This is message transfer batch number obtained from the SAIG Portal. Sender TG Number Sender's TG Number obtained from the SAIG Portal. The TG Number (also referred to as the mailbox, SAIG mailbox, and Destination Point mailbox) is the number assigned to your institution when your institution enrolls in the Student Aid Internet Gateway (SAIG). Receiver TG Number The Receiver's TG Number obtained from the SAIG Portal. The TG Number (also referred to as the mailbox, SAIG mailbox, and Destination Point mailbox) is the number assigned to your institution when your institution enrolls in the Student Aid Internet Gateway (SAIG). File Size Size of the file in MB. Message Class Lists the message that was processed. The message class name will be specific to the process type. File Name Lists the exact name of the file as it is stored in Mailbox Manager.

   Document ID The Document ID is specific for some message types, e.g., Common Record COD message types. For other message types, the field will be empty. File Path Lists the file path for internal and external transfers for both Azure Cloud and FTP. Time Processed Time stamp indicating the date and time when the messages were sent to SAIG/COD/CPS by Mailbox Manager. The time stamp is based on the local browser time of the logged in user. Archived Currently, the Archived column displays the value "No" for all message transfers because there is no concept of archiving in Mailbox Manager. Instead, there is a clean-up process that removes successfully transferred files from storage after a configured time (usually after 2 months). Sender For all incoming messages, the Sender value is "SAIG". For all outgoing messages, the Sender value is "System" (meaning Mailbox Manager).