The Contact Form

• Interaction Overview: This area presents a single window of all communication or assignment that occurs with the contact across all media. For more information, see The Interaction Overview Area in the Contact.

• Connections: This area displays a pictorial representation of connections that the contact record has with other records in the system. Typically, the contact is connected with other records as the contact progresses through various operations or processes in the institution. However, you can manually create a connection by clicking Connect > To another.
  
  

  • The All Connections tab is selected by default.

  • Click the Internal Connections tab to view the contacts' internal connections.

  • Use the filter option to view or clear specific users or roles. Connections based on selected roles will then be displayed.
    The drop-down will list roles based on the contact's connections.

  Note: When an applicant submits information on the portal along with parent details, while contact records will be created for the applicant and the parents, the information will also be displayed as connections in this area.

• Connections List: Displays details of all connections of the contact. It is a tabular depiction of information displayed in the Connections area.

• Initial Source - Displays the source responsible for creation of the contact, i.e., the inbound interest responsible for creation of the contact.
  The Originating Inbound Interest field is displayed in read-only mode, and is updated in one of the following ways:

  • By default, this field is blank. It will be automatically updated when the contact’s associated inbound interest is auto-created.

  • If you change the contact’s primary inbound interest, this field will be automatically updated.
    

• Contact Summary: Includes name and other details such as title, role, email, phone number, address, and so on.

  Note: The Primary Time Zone field is available for setting or updating the contact’s time zone. This field can also be used to apply quiet-time rules for a contact when sending real-time journey communications, provided the Audience time zone option is enabled in the Quiet Time settings. For more details on Quiet Time settings, see Microsoft Documentation.

• Origin: includes information such as the date of birth, age, port of entry, nationality, ethnic group and race.
• Personal: Includes fields to store personal information of the contact.
• Contact Preferences: The contact’s chosen media of communication with the contact.
• Correspondence Details: The contact’s address, email and mobile information.
• Address: Displays all addresses of a contact. This includes addresses of the following types – Bill To, Ship To, Primary, and Other.
  By default, address records are named in the format <Address Type> - <Street 1> - <City>. This logic is available in the workflow Address - Auto Name Record.
• Private Notes: Includes private notes about the contact.
  Private notes are also displayed in the Contact - Academic Advisor form to users who have the CMC - Student Advisor / Recruiter role. Users can create and view their own private notes and those that are shared by other users.
  Users can also add supported attachments to notes they share with other users. The Private notes can also be viewed in the following dashboards:
  • Advising Manager
  • Case Management
  • Faculty
  • Success Coach
• Data Protection: Includes information about consent given by the contact, GDPR compliance, and whether the contact is a parent or custodian.
• Recent cases: The recent cases associated with the contact.

• Marketing: Includes the date and time when the most recent inbound interest was updated, and source properties specific to marketing.
• Inbound Interests: Includes inbound interests associated with the contact.
• Initial Source: Displays the source responsible for creation of the contact, i.e., the inbound interest responsible for creation of the contact.
  The Originating Inbound Interest field is displayed in read-only mode, and is updated in one of the following ways:
  • By default, this field is blank. It will be automatically updated when the contact’s associated inbound interest is auto-created.
  • If you change the contact’s primary inbound interest, this field will be automatically updated.
• Lifecycles: Displays lifecycles associated with the contact.

• School Details: Displays information about the contact’s school details. The following information is displayed:
  • The student’s status
  • Whether the student is a first-generation student
  • The current academic period and program, and the current program level.
  • The recent ACT and SAT scores.
• Previous Education: Displays previous education details. Among other details, the following information is displayed:
  • The name of the contact’s previous institution
  • The name of the degree (program)
  • The education level of the contact
  • GPA
• Extra Curricular Activities: Displays records of the contact’s extracurricular activities.
• Area of Interest: Displays records of the contact’s areas of interest.
• Scores: Displays the following scores: ACT Superscore, SAT Superscore, ACT Best, SAT Best. For information about these scores, see The ACT and SAT Tests.
• Test Scores: Displays information of scores in one or all of the following tests:
  • SAT
  • ACT
  • GRE
  • GMAT
  • TOEFL
  • IELTS
    A framework is also available to create records of tests that are not included in the above list. For more information, see Configuring a New Test Score Type.
    

Note

The flow Contact - Set Most Recent Previous Education determines the value that is set in the Most Recent Previous Education read-only field. Based on an institution's requirement, an administrator can edit logic in the flow to determine the previous education record that must be set in the field. Such a framework of setting an applicable previous education record enables an institution to run reports to understand student recruitment patterns, their course selection decisions, and so on. By default the flow will be in an off state, it must be switched on to enable its logic.

It's recommended to copy the flow and then edit the copied flow instead of editing logic in the default flow. That way, the original flow with its default functionality will be available if the copied flow needs to be discarded.

An administrator can edit the flow Contact - Set Most Recent Previous Education. By default:

• Active previous education records are configured to be retrieved, and
• From the shortlisted active records, the previous education record with the most recent date of enrollment will be fetched, and
• Education level types that need to be ignored must be specified in the following code snippet:
  <condition entityname='mshied_educationlevel' attribute='mshied_name' operator = 'not-in'>
  <value>''</value>
  For example, code will be as follows if the education levels Associate’s degree and Bachelor’s degree must be ignored:
  condition entityname='mshied_educationlevel' attribute='mshied_name' operator = 'not-in>
  <value> Associate’s degree </value>
  <value> Bachelor’s degree </value>

An administrator can also define custom logic that is applicable to the institution. This will involve making changes to the default Fetch Xml Query. Logic that is applicable to the business case of the institution can be included.

While the default code contains quotation marks in the value tag, they are not required and must be removed when a value is specified.

To add the Insights tab to a custom Contact form, see Adding the Insights Tab to a Custom Contact Form.

For more information on the insights tab see, Microsoft Documentation.

• Enrollment: Displays the contact’s associated enrollment records.

• Academic Progress: Displays the contact’s academic progress. Information is tracked from a variety of sources

• Class Schedule: Includes information of the contact’s grades and credits, attendance, academic period, course, and registration status details.
  Information in the above areas is dependent upon the integrated student information system.

• Success Network: Displays the student’s success network records.

• Success Plans: Displays success plan records associated with the contact.
• To Dos: Displays to do records associated with the contact.
• Positive Acknowledgements: Displays positive acknowledgements that are recorded for the contact.
• Feedback: Displays instructor feedback from campus surveys for the contact (of type student). For more information, see, Viewing Instructor Feedback.

Includes the following areas:

• Excluded Appointment Types - Displays the Appointment Types that will not be available for selection on the Book Appointment page for the contact on the portal.

• Excluded Departments - Displays the Department(s) that will not be available for selection on the Book Appointment page for the contact on the portal.

For more information, see Working With Appointments on the Portal.