Outstanding Transcript Requests

You can use the Outstanding Transcript Requests report to process and track academic transcript requests that your institution has made to other institutions.

If you frequently generate reports with the same selection criteria, you can save the selection criteria under a name. This makes it easier to regenerate the report with the same settings in the future.

Prerequisites

You must have: 

  • Common - Reports - View authorization

  • Either Reports - Contact Manager - Outstanding Transcript Requests or Contact Manager - All Reports authorization (All Reports provides authorization to view all reports for Contact Manager.) 

To configure the timeout duration for the Export to Excel button, your institution must have configured Export to Excel Timeout in SecondsClosed Enter the Timeout Value in seconds (0-900) for all the SSRS Export to Excel. The timeout duration for PDF export has been extended from 15 minutes. The timeout duration for the SSRS Report Timeout has been extended from 20 minutes. under Settings > System > General.

Access Method

Select the Reports tile > locate Contact Manager > select Outstanding Transcript Requests.

Procedure to Generate the Report

  1. Specify the data selection criteria.

    CampusesClosed The campus where the student or students were enrolled.

    CollegesClosed The college to which the transcript request was sent.

    Date RequestedClosed The date when an institution, organization, or student requested the item. From and To

    Exp Start DateClosed This field represents the student's expected first day of attendance. It is used for planning and reporting purposes. The value may differ from the actual start date if the student delays or defers. The field is often auto-populated based on the Version Start Date selected during application entry. It can also be manually adjusted during enrollment setup. From and To

    High SchoolsClosed The details (e.g., name, code, address) of the high school associated with the record.

    Load Saved CriteriaClosed Select the saved criteria you want to load in the selection criteria fields.

    Request IndicatorClosed Select the condition for the Request Indicator output in the report. For example, if you select Between and enter the range (1 ; 5) in the value field, the report displays the Request Indicator values between 1 and 5 only.

    Request Indicator ValueClosed Specify the number of times a transcript request has been made to a particular institution for a specific student for whom you want to generate the report. For example, if you select the "Greater than" option in the Request Indicator field and specify 1 in the Request Indicator Value field, Anthology Student displays only those Transcript Requests with a Request Indicator of 2 or greater. The Request Indicator Value allows the requesting institution to determine how many times a request has been made to another institution, so that they can pursue further efforts (such as phone calls, emails) to obtain the missing documents.

    StatusesClosed The status of the item specified in the record.

    Student ID to PrintClosed Indicates whether you want to include the Student ID, Social Security Number, Enrollment Number, or None. Note: The ID is printed for each student selected for the report. Most reports have all three student IDs available to print on the report. The SSN is required on some reports. You must be authorized to view social security numbers (SSNs) and to select SSNs in the list. Reports about leads (prospects) do not have an Enrollment ID. The ID selection is not used for reports that do not list individual students.

    Student StatusesClosed The prospect or student status at your institution is configurable and may differ by school. When you change a student's status, you must confirm the update in a dialog box, and if there are pending tasks from the previous status, another dialog lets you choose which tasks to keep or close as canceled. A student's current status (like Active) depends on their history and activation units; simply entering a Version Start Date does not automatically activate them without proper status progression. Status values help filter student records in lists, processes, and reports. Alumni statuses include "complete" or "graduated."

    Transcript Req TypeClosed The type of transcript: High School or College.

Take the appropriate action.

Task Action to Take
View the report

  1. Select the View Report button. Anthology Student displays the generated report.
Export the report

  1. Select the Export to Excel button. Anthology Student displays the Export Report Data dialog.

  2. Review, specify, or change the following value.

    Export File NameClosed The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

  3. Select the Export button.

Anthology Student exports the generated report as a CSV file, which may be viewed in Excel. In some cases, the exported file will contain additional data not displayed in the report on your screen.

If you entered special characters like *, -, !, (, or ) in the report fields, Anthology Student automatically prepends an apostrophe to those field values upon export to Excel or CSV. The apostrophe is added to reduce vulnerability, as these characters are perceived by Excel as an actionable formula. Once the report is exported to Excel, Anthology suggests using find and replace on the characters only if necessary to restore original values.
Save the selection criteria

  1. Select the Save Criteria button. Anthology Student displays the Save Criteria dialog.

  2. Specify the name to save the criteria.

  3. Select the Save button. Anthology Student saves the selection criteria for the report.
Delete the selection criteria

  1. Select the Delete Saved Criteria button. Anthology Student displays the Delete Criteria dialog.

  2. Select the Delete button. Anthology Student deletes the selected saved criteria for the report.

You can also save to a student group. For more information, refer to Create or Update a Student Group Using a Report.

Details for the Report

In the report: 

  • Items are displayed in alphabetical order: first by student then by Request Type

  • Student name is linked to the student profile. For more information, refer to Access a Profile from a Report.