Document Schedules

You can use the Document Schedules page to automatically add one or more documents to the documents folder for a student when an event occurs.

The value you select in the Document Schedule For list determines the type of students that are evaluated and the event. For example, you can specify that the criteria gets evaluated when either: 

• A prospective student or inquiry is added or updated

• An applicant or enrolled student is added or updated

For example, you can create a schedule that automatically adds a document to their folder when: 

• A specific dependency status for a prospective students or inquiry is added or updated

• A specific type of visa is added for an applicant or enrolled student (such as F-1, J-1, or M1)

If the criteria that you specify is met, Anthology Student schedules the document for the student when the add or update occurs. Before adding the documents for the student, Anthology Student checks if the document is already in the folder. If it is, it is not added again.

You can also specify that another document gets added when the status of a document is changed (for example, to a received or approved status).

You can select individual documents or lists of documents that your institution has configured. You can also specify the due date for the documents that do not have default due dates.

Prerequisites

To view the page, you must have Contact Manager - Configuration - View authorization.

Th edit the page, you must have Contact Manager - Configuration - Document Schedule - New and Edit authorization

If you want to edit a schedule and it has more than one campus, you must have access to all the campuses specified for the schedule. For example, if it was configured for 3 campuses and you only have access to 2 of the campuses, you can view, but cannot edit the schedule. (When you add a schedule, you can only select campuses where you have access.)

Access Method

Select the Configuration tile > locate Contact Manager > select Document Schedules.

Filters

By default, the grid displays all records for the campuses you are authorized to work with. You can use the drop-down at the top of the page to display only records for a specific campus.

Procedure to Add or Edit Items

1. Select All Campuses or select a specific Campus.

2. Review the values of the records in the grid.

3. If you want to:

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

   • 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

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

4. 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. Document Schedule For If you select Prospective Student, the criteria gets evaluated when the student or inquiry is added or updated before the student applies or enrolls. If you select Applicant/Enrollment, the criteria gets evaluated when an applicant or enrolled student is added or updated. If the student meets the criteria, the document gets added. If you select Document, the document gets added when the status of a document gets changed to the status you specify in the selection criteria. If you are editing an existing document schedule and you change the value, Anthology Student removes the existing schedule criteria so that you can select from the criteria appropriate for the value.

Document Type If you selected Document in the Document Scheduled For list, specifies the type of document. Documents are configured by your institution. Name The descriptive name of the item.

5. If you selected Applicant/Enrollment or Prospective Student in the Document Schedule For list and you plan to select any of the following criteria, select or change the value in the Award Year The financial aid award year.list that is displayed below the list of criteria.

   • ISIR Comment Code
   • ISIR Verification Group
   • SAR C Code set to Y

   If you change the award year, Anthology Student removes the criteria from the selected criteria because it depends on the award year. You can then add the criteria back and select from the values for that award year.

6. Under Schedule Criteria, you can: 

   • Select the criterion and select the to move the criterion to the Selected Criteria box

   • Drag and drop the criteria to the Selected Criteria box

   If you specify more than one criterion, Anthology Student ANDs the criteria instead of using OR. For example, if you specify ISIR comment codes and ISIR verification groups, the student must have one of the specified ISIR comment codes and be in one of the specified ISIR verification groups to meet the criteria.

   The criteria you can select depends on the value you selected for Document Schedule for.

   Document	Document Status When the status of a document changes to the status you select, the document or documents in the schedule are added to the documents folder for the student.
   Prospective Student	Dependency Status For a prospective student, inquiry, applicant, or enrolled student, the student meets the criteria when the dependency status from their FAFSA or ISIR is specified or changed to the value you select in the Value list. ISIR Comment Code For a prospective student, inquiry, applicant, or enrolled student, the student meets the criteria when one or more of the comment codes on the ISIR imported for their award year is one of the values you select in the Value list. ISIR Verification Group For a prospective student, inquiry, applicant, or enrolled student, the student meets the criteria when the ISIR Verification Group on the ISIR imported for their award year is one of the values you select in the Value list. The Verification Groups are populated on ISIRs with an award year of 2013-14 and greater. The Value list contains names and codes appropriate for the award year you selected in the Award Year list.	SAR C Code set to Y For a prospective student, inquiry, applicant, or enrolled student, the student meets the criteria when the SAR C Code on the ISIR imported for their award year is one of the values you select in the Value list. The values are Not Set and Yes. Student Status For a prospective student, inquiry, applicant, or enrolled student, the student meets the criteria when the value in the Student Status field on their Student Profile is one of the values you select in the Values list. The Values list contains all the student statuses for the campus with a status category of lead (L), Permanent Out (P), Never Attended (N), Enrollment (E), Active (A), or Temporary Out (T).
   Applicant/Enrollment	Applicant Type For an applicant or enrolled student, the student meets the criteria when the type of application you select in the Value list is selected or changed on the application. The values in the Values list are the types configured by your institution. Dependency Status For a prospective student, inquiry, applicant, or enrolled student, the student meets the criteria when the dependency status from their FAFSA or ISIR is specified or changed to the value you select in the Value list. Document Status When the status of a document changes to the status you select, the document or documents in the schedule are added to the documents folder for the student. Enrollment Status For an applicant or enrolled student, the student meets the criteria when the value for Enrollment Status under Date and Status on their Enrollments page is specified or changed to the value you select in the Values list. FA Fund Source For an applicant or enrolled student, the student meets the criteria when one or more of the fund sources that you select in the Values list has been awarded and is on their Awarding page. FA Packaging Status For an applicant or enrolled student, the student meets the criteria when the value for Award Year 1 Packaging Status on the Awarding page for the student is one of the values you selected in the Values list. FA Packaging Status 2 For an applicant or enrolled student, the student meets the criteria when the value for Award Year 2 Packaging Status on the Awarding page for the student is one of the values you selected in the Values list. Housing Required For an applicant or enrolled student, the student meets the criteria when the option in Anthology Student that indicates that the student requires housing is selected. You must select Yes in the Values list. In School Placement Status For an applicant or enrolled student to meet the criteria, specifies that the selected placement status must be the in school placement status for the student on their placement page for the enrollment. The Value list contains the school statuses with a status category of Inschool – Placement (G) for the selected campuses.	ISIR Comment Code For a prospective student, inquiry, applicant, or enrolled student, the student meets the criteria when one or more of the comment codes on the ISIR imported for their award year is one of the values you select in the Value list. ISIR Verification Group For a prospective student, inquiry, applicant, or enrolled student, the student meets the criteria when the ISIR Verification Group on the ISIR imported for their award year is one of the values you select in the Value list. The Verification Groups are populated on ISIRs with an award year of 2013-14 and greater. The Value list contains names and codes appropriate for the award year you selected in the Award Year list. New Placement Record For an applicant or enrolled student, the student meets the criteria when the placement status specified for the student on a new placement record for the enrollment is one of the values you select in the Values list. The Value list contains the school statuses with a status category of Graduate – Placement (G) for the selected campuses. Placement Skills For an applicant or enrolled student, the student meets the criteria when the skills specified for the student on their placement record for the enrollment is one of the values you select in the Values list. Placement Status For an applicant or enrolled student, the student meets the criteria when the placement status for the student on their exit interview in their placement record for the enrollment is one of the values you select in the Values list. The Value list contains the school statuses with a status category of Graduate – Placement (G) for the selected campuses. SAR C Code set to Y For a prospective student, inquiry, applicant, or enrolled student, the student meets the criteria when the SAR C Code on the ISIR imported for their award year is one of the values you select in the Value list. The values are Not Set and Yes. SEVIS Transmission Status For an applicant or enrolled student, the student meets the criteria when the transmission status for their SEVIS information on their International page is one of the values you select in the Values list. Student Status For a prospective student, inquiry, applicant, or enrolled student, the student meets the criteria when the value in the Student Status field on their Student Profile is one of the values you select in the Values list. The Values list contains all the student statuses for the campus with a status category of lead (L), Permanent Out (P), Never Attended (N), Enrollment (E), Active (A), or Temporary Out (T).

7. Select the value used to determine when to schedule the document in the Value field. For example, to specify that an admissions packet is sent when a prospect changes to a status that indicates they are being admitted, add Student Status to the selected criteria and select the new student status. 

8. Under Documents, add the documents. To add a: 

   • Document. select Document

   • Document list, select Document List

   Anthology Student displays a dialog that shows the documents and lists that have been configured for the campus or are common to the combination of campuses that you selected.

9. On the dialog, select the check boxes and select the Select button.

10. If there are documents in the list that do not have default due dates configured, specify when the documents are due after they are scheduled under When Specifies the type of change in the system that triggers the activity. Anthology Student populates the list with the values appropriate for the value you selected in the Schedule Task For list. For example, if you selected Prospective Student, it displays events for prospective students.. (Anthology Student does not change the due date for documents configured with due dates.)

11. If you want to save and: 

    • Continue making changes, select the Save button

    • Close, select the Save & Close button

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

Additional Tasks for Criteria

To delete selected criteria, select the criterion the Selected Criteria list and select the X.