Manage Messages

You can use the Messages tab on Messages page to :

• Review the messages for the staff members, reply, and send messages for which you have authorization in Anthology Student. For example, you can review messages sent to you by other staff members as well as messages from the system.

• Display a list of all the students your are assigned to or the list of all the students for the staff members in your group for which you are authorized. For example, you can select all the employees assigned to your group to display all the tasks for the employees in the group. From the list of students, you can also select their name to display their Student Profile, so that you can work with the student.

You can use the Students tab on the Messages page to: 

• Review all the students assigned to you or all the students for the staff members in your group for which you are authorized (You can also filter the students by the specific characteristics.) 

• Add a new task for a student in the list

Prerequisites

To view the page, you must have

• Common - Student - View authorization

• Contact Manager - Messages - View authorization

To work with a message on the Messages tab, you must have Contact Manager - Messages - Manage authorization . You can only mark as read and reply to the messages assigned to you.

To view Student Profiles, you must have Common - Student - View authorization. Any other actions you can take on the Student Profile require additional authorizations (such as Common - Student - Edit authorization to edit the Student Profile that is displayed).

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 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

Locate Messages on the Home page > select the View All link.

Filters

You can filter the list by specifying one or more of the following parameters and selecting the Apply Filters button.

Assigned To The person assigned to the activity or who sent the item (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. 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.

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

Procedure to Add and Manage Messages

1. Select the Messages tab. Anthology Student displays the list based on the filters specified in the parameters.

   Assigned To The person assigned to the activity or who sent the item (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. Date sent The date when the requested item, information, or document is sent. Due Date The date when the item is due (such as a task, document, or message). For a new task, the default is today. If you are specifying the value, use the format MM/DD/YYYY or select the calendar button and select the date. From The descriptive name from whom the message was sent.

   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. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it. 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.

2. Take the appropriate action in the Messages list.

   Task	Action to Take
   Add a message	Select the New button on the toolbar. Anthology Student displays a New Message page. Specify the message details. If you want to:  Send the message, select the Send button Continue to add another message to the list, select the Send & New button Anthology Student adds the message to the recipient's message list.
   Mark a message as read (Delete a message)	Select a message from the list. Anthology Student enables the Mark as Read button. Select the Mark as Read button on the toolbar. Anthology Student removes the message from the list. You cannot recall the messages after it is marked as read.
   Reply and mark a message as read (Reply and Delete a message)	Select the highlighted name. Anthology Student displays the message. Select the Mark as Read & Reply button on the toolbar. Anthology Student displays the Message Reply page. Specify the message details. Select the Send button. Anthology Student sends the reply message to the recipient and removes the message from the list. You cannot recall the messages after it is marked as read.
   Reply to a message	Either:  Select a message from the list. Anthology Student enables the Reply button. Select the highlighted name. Anthology Student displays the message. Select the Reply button on the toolbar. Anthology Student displays the Messages Reply page. Specify the message details. Select the Send button. Anthology Student sends the reply message to the recipient.
   View a message	Select a message from the list. Select the highlighted name. Anthology Student displays the message.

Procedure to Access a Student Profile

1. Select the Students tab. Anthology Student displays the list based on the specified filters.

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

   Campus 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. High School Grad Year The high school graduation year of the student. The years are shown in ascending order by name within the High School Graduation Year field. Interest The program group that the student is interested in. Program groups classify program versions that have some common characteristic and are configured by your institution. The interest determines that program related documents and required tests that are added to the student profile. Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Phone Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens). Postal Code The postal code for the address. If you are specifying an address, you must specify a value for City or State. If you specify a city, state, or both, the list contains the valid ZIP codes. Program The name of the program. Programs are configured by your institution.

   Prospect Date The date when the prospective student contacted the institution. Prospect Source The source of the prospect specified on the Student Profile or inquiry. The values are configured by your institution and they indicate how a student heard about your institution. If you are specifying the value, the program displays a dialog that you can use to select more than one prospect source, vendor, or sub vendors. This property is populated based on the campus selection. This property supports Equals and Starts With as operator options. State If within the United States, the name of the state. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it. Student Status Specifies the status of the prospect or student at your institution (school status). Statuses are configured by your institution and vary by institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and tasks to close with the result of canceled. The student’s status (e.g., Active) is determined by their status history and activation units. A populated Version Start Date does not automatically flip a student to Active unless paired with appropriate status progression. You can use the status values to filter student records in lists/grid, processes, and reports. The status for an alumnus can be complete or graduated. Time Zone The admissions time zone. Time Zone corresponds to Region in Anthology Student. The field is only displayed if your institution has configured zone assignments. Zone If zones are configured for your institution, the zone. Zones are calculated using the direct line distance between the ZIP code of each campus and the ZIP code of the student's address. Your institution can also configure options specific to a foreign country (outside of the ZIP code system).

3. In the list of students, locate the student.

4. Select the name of the student highlighted in blue. Anthology Student displays the Student Profile.

Procedure to Add a New Task

1. On the Students tab, select the New Task button on the toolbar. Anthology Student displays a New Task page.

2. 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 to the activity or who sent the item (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 a task, document, or message). For a new task, the default is today. If you are specifying the value, use the format MM/DD/YYYY or select the calendar button and 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. The drop-down list displays only active jobs. 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 related to the record or subject. Priority The priority of the task. The options are Low, Normal (default), and High. 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.

3. If you want to save and: 

   • Continue making changes, select the Save button

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

   • Close, select the Save & Close button