Housing Leases - Tasks Tab

You can use the Tasks tab on the Housing Leases page to display a list of housing lease tasks for a student. You can also use the list to add, edit, close, and delete tasks. The list contains the tasks associated with the student and lease.

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.

Tasks with task templates configured with an Event Type of Incident are selected when the incident is added on the Incidents page ( Select the Processes tile > locate Contact Manager > select Incidents.). You can only view tasks with task templates configured with an Event Type of Incident. You can also display the details for the incident where the task was created. They also have a status of Task Template (Closed).

The table shows all of the Event Types and indicates whether or not:

You can create the task
The tasks can only be automated and scheduled by Anthology Student
The task can be both created and automated

Tasks automated and scheduled by Anthology Student appear in the list after Anthology Student adds them so that you can assign them. If needed, you can then edit and close them.

Event Type	Created	Automated	Event Type	Created	Automated
Auto Disb. Cancellation/Disb. To Re-expect Alert		X	Meeting	X	X
E-Mail Organization		X	Message	X	X
E-Mail Staff	X	X	Other Task	X	X
E-Mail Student	X	X	Outgoing Phone Call	X	X
E-Mail To Employer	X	X	SMS-Text Message	X	X
Incoming Phone Call	X	X	Student Alert	X	X
Job Notification Alert		X	Waitlist E-Mail To Student		X
Job Notification E-Mail		X	Waitlist Web Alert To Student		X
Letter	X	X

The Tasks list is displayed and sorted in by Due Date with the most recent task due first.

Tasks that are past due have their Due Date displayed in red and are followed by a red exclamation mark (!).
Tasks that are high priority have their Priority marked with a red flag ().

Prerequisites

To view the page, you must have:

Common - Student - View authorization

Student Services - Housing Leases - View authorization

To edit, close, and delete tasks, you must have Student Services - Housing Leases - Edit and Delete authorization.

When you give a staff member Student Services - Housing Leases - View, Edit, or Delete authorization, Anthology Student also gives them Admissions – Processes – High School Tasks – View authorization if they have any other Admissions - Processes authorization so that they can view tasks for students associated to their housing.

If policies are enabled, you must be assigned to the task or have the necessary permissions in the policy

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

The table shows the prerequisites for specific Event Types for the tasks you can add for employers, employer groups, organizations (high schools), 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. (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

Access Method

Select the Students tile > select the name in the Students list > expand Student Services > select the Housing Leases tile.

Procedure to Add or Edit Housing Lease Tasks

On the Tasks tab of the Housing Leases page, review the records in the grid.

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

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.

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 and high priority task are marked with .)

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 To 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.

Contact 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 Sent The documents that are attached to the email. The documents that are attached are specified for the type of task by your institution.

Due Date 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 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.

Employer 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 Job 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 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 To 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 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).

Job 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.

Message 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.

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

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

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

Status 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.

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

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

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 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 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

Procedure to Close Housing Lease Tasks

You can complete and then manually close housing tasks for one or more students. You must close tasks that display one of these values for Event Type for the task:

Incoming Phone Call
Meeting
Other Task
Outgoing Phone Call

For the other Event Types, the task is completed and closed automatically by Anthology Student. For example:

For Email Student, the email is sent and then closed automatically by Anthology Student
For Letter, the letter is printed by you and then closed automatically by Anthology Student once the print is complete

While it is possible to manually close tasks that are completed and closed automatically by Anthology Student, manually closing those tasks prevents Anthology Student from completing the tasks. For example, if you manually close a task for an email that has a status of Pending, the task is closed but the email is not sent.

You can close a task:

By editing the task and changing the status
Using the Close Task button on the toolbar

You must use the Close Task button if you are closing a task for a task template configured with an Event Type of Incoming Phone Call, Meeting, or Outgoing Phone Call and it has a call script (The script is not displayed if you edit the task.) from the Task list (Select the Students tile > select the name in the Students list > expand Contact Manager > select the Tasks tile.)

When you close a task for a task template configured with an Event Type of Incoming Phone Call, Meeting. or Outgoing Phone Call and it has a call script, you ask and record the answers to questions in the script. Once you close the task, the script and answers are not displayed when you select the task to edit it in the list.

For more information, see the topic Close Tasks for a Student.

Procedure to Delete Housing Lease Tasks

Select the task in the list.
Select the Delete button. Anthology Student displays a confirmation dialog box.
In the dialog box, select the Delete button.