Add Tasks for a Group

You can use the Groups tile to add the same task for all of the students in a student group. For example, you can schedule a task to email all the students in the group.

You can associate the task with either: 

  • Their current program version
  • All of their program versions

You can schedule tasks for active and expired groups.

Prerequisites

You must have: 

  • Either Common - Student Group - Schedule Task or Common - Student Group - Administrative Tasks authorization

  • If policies are enabled, permissions in the policy to add the task template

Your institution must have configured the task templates. (Select the Configuration tile > expand Contact Manager > select Task Templates.)

You must have added students to the group.

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. 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

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 Groups tile.

Procedure to Schedule a Task for a Group

  1. In the list, select the record for the group.

  2. Select the Schedule Task button.

  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.

    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.

    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.

  4. If you want to save and: 

    • Close, select the Save & Close button

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

Anthology Student displays a dialog asking you if you want to either associate the task with: 

  • The current program version for the student

  • All program versions

Limitations

Once you create a task for a student group, the task is created for each student. If you need to edit or cancel a task, you must edit or cancel the task for each student using either the:

  • Tasks list (Select the Tasks tile.)

  • Tasks list for a student (Select the Students tile > select the name in the Students list > expand Contact Manager > select the Tasks tile.)

If you add a task that has been configured with documents attached, the documents are not included. If you need to add a task for more than one student that has documents attached, you can use the Tasks tiles.