SchoolFront - Notifications Training 11/9/2017 Login to SF – slampman4 Login to gmail – Mary Jonees Mute and record presentation Introduce myself, Allyson, and thank Monroe 2 staff

Notifications Training - Today’s Format We will mute participants and periodically open for questions, use chat to submit questions to Allyson as needed. Pre-requisite – RecruitFront New District training Feel free to try things during the training if you want Training will be recorded and shared including PDF of PowerPoint All participants are on mute, chat is available, you can send questions to Allyson through this and she will get these answered at the end of training. (see next slide) Training today makes assumptions that the user has been trained and is using SchoolFront Recruiting. If not, it may be difficult to follow along. If this is the first time you are seeing SchoolFront, at the end of the presentation will we provide contact information to get help. Contact Monroe 2 to request a link to the Recruitfront training previously recorded. If want to stay you may not be able to follow.

Notifications Training – Go to Meeting Explain GTM Use chat to ask questions, communicate with organizer

Notifications Overview SchoolFront-Recruiting Notifications are used to create emails and PDFs that can be sent to applicants, candidates, and candidate reviewers. Recruiting Administrators can create unique notifications which can then be saved and used as needed by all Recruiting Users (Administrator, Coordinator, Reviewers). Creating Notifications (Notification Menu) Notification Template – Defined forms created with user friendly editor, mail-merge utilizing SchoolFront fields and custom defined fields Notification Categories – Defined grouping for Notification types and templates Sending Notifications Available on all Recruiting grids where there are potential recipients Email and/or PDF creation; PDF Previews available before sending Explain Notifications first, then go to menu. Notifications are available throughout SF, but this training today will only cover the Notifications in Recruiting.

Notifications - Security Access (Roles) Recruiting Administrator All access to Notification Categories and Templates, Send Notifications within Recruiting Recruiting Coordinator Send Notifications within Recruiting Human Resources Administrator Same as Recruiting Administrator but has access to other modules Personal Profile (Reviewers) Can send notifications from My Trackers and My Tracker Candidates

Notification Category To add a Notification Category, select New Notification Category from the Notification Categories grid. Enter Name, Description, and select Notification Type Notification Types: Applicant Job Applicant Tracker Candidate Tracker Candidate Reviewer Note: Notification Type will define what mail-merge fields you will have available to use in your notification template as well as the grids in SchoolFront from which you'll be able to send the notification.

Notification Category Required field – enter searchable Name for grid Searchable Description for grid If you have not done so, setup Notification Category for each Notification type. Once saved, cannot change Notification Type. (Go to SF – Categories and edit) Required field - choose the dropdown to identify Notification Type (this will determine where the notifications will be accessible in SchoolFront)

Notification Template To add a Notification Template, select New Notification Template from the Notification Templates grid. Enter Name, Description, select Notification Category Check PDF boxes as required Personnel Folder not relevant for Recruiting

Notification Template Required field – enter searchable name for grid Searchable description for grid Not Applicable, employee use only Required field - choose the dropdown to identify Notification Category previously defined

Notification Template Upon saving, the screen will update with additional options. Edit – ability to update previously selected entries (*Notification Category is not updatable) Delete – delete selected template (only available if template hasn’t been used) Notification Builder – editor to build custom template New tab – Custom Fields

Notification Template Custom fields allow for creation of fields to be used in notification Select Notification Builder to open Editor (Go to SF – Templates and show)

Notification Template – Custom Fields Multiple field types available Custom List/Dropdown Date Field Entry Separator File Formatted Text Integer Signature Text – Long Text – Short (max 100 Characters) Will appear as fields to be selected in Notification Builder Populated by user when Send Notification is selected Will get more indepth in the next few slides Will show examples of some of these

Notification Template – Custom Fields Required field – enter searchable name for the grid Select Custom Field Type Required field – this is the custom field name that will display when the user selects Send Notification Description of Custom field Select Display Order (order it will appear when Send Notification is selected) Default Value of custom field (Go to Custom fields)

Notification Template – Custom Field Types Custom List/Dropdown Pre-populate selections in a dropdown for the user to select Examples – Yes/No, Building selections, etc. Date Date Entry field Field Entry Separator Not an “entry field”, but a separator that defines the fields listed beneath it File Allows for the user to attach a file to the notification Formatted Text Allows for text to be entered through a rich text editor word processor Integer Numeric field entry Signature Allows for the user generating the notification to sign before sending Text – Long Text – Short (max 100 Characters) Following slides have examples of a few of these (most are self explanatory, want to focus on the ones that need more explanation)

Notification Template – Custom Fields Custom List/Dropdown On left – the setup of the custom field, On right – how it displays to the user in Send Notifications Will show this in more detail in Send notifications

Notification Template – Custom Fields Field Entry Separator

Notification Template – Custom Fields Formatted Text

Notification Template – Custom Fields File Will prompt user to attach file Open for questions (Custom fields)

Notification Template – Builder Notification Builder is a Rich Text editor which allows for standard word processing tools. Word formatting – Bold, Italics, Underline, etc. Styles, Format, Font, Size, Text and Background colors Cut, Copy, Paste, Paste from Word Find, Replace Spell Check Insert – Images, Tables, Line Separators, Special Characters, Page Breaks Bullets and Numbering Alignments Links and Anchors Notification Markers – SchoolFront data and custom fields Don’t need to go into detail here. Just explain that it has all of the tools as any standard word processor. Explain Notification Markers..

Notification Template - Builder Use toolbar for all word processing tools Notification Markers allows for the selection of dynamic and custom fields (Go to SF – Builder)

Notification Template – Builder Inserting Images into Builder Currently there is no way to resize an image Image must be stored in a “container” to accomplish this Insert image into a table Use School-Logo from Notification Builder (Go to builder – also go to SF website and show image) Open for questions – Notification Builder

Notification Template – Builder Inserting Images into Builder Insert image into a table Access image from a web address (Go to builder – also go to SF website and show image) Open for questions – Notification Builder

Send Notifications Notifications can be sent to any recipient and will leverage the SchoolFront mail merge templates. Send Notification links are available on grids containing potential recipients of emails (applicants, tracker candidates, etc) Notification Categories and Templates are available depending where the user is sending it from Can send individually by recipient or in bulk through grid Show sending to all in grid and individually by recipient

Send Notifications Utilize filters Individual recipient Can send individually by recipient or in bulk through grid Show sending to all in grid and individually by recipient

Send Notifications Select Notification Category and Template (dependent on screen) Select type of Notification – E-Mail, PDF, Word, Labels Form (Custom) Fields will appear based upon the Template selected Select Recipients (To and CC), enter Email Subject (Go to SF – Applicants – filter on Science…) Select PDF Preview (recommend before emailing) or Create Notification

Send Notifications (In SF show different options (email, PDF, etc) Labels are part of EMS

Send Notifications - Recruiting Notifications are available on the following screens Applicants Job Posting Applicants Tracker Candidates Candidate Reviewers Email, PDF and Word Mail Merge available Show creation of filters

Notifications - Future software features Copy templates Send Notifications - Multi-select recipients Retain history of template changes Ability to rollback changes Add Approval Process Recruiting Add Notifications tab (Applicant, Job Applicant) Create Applicant Folders (similar to Personnel Folders)

Notifications - Next Steps Review Knowledgebase Articles on Notifications https://support.schoolfront.com/kb/section/70/ Simulate processes Create notification categories/templates Create Custom Fields Notification Builder Send notifications/generate PDFs Notification templates will appear in areas as determined by the Notification Category definition Preview and PDF generation available to test before creating emails

How to get Help https://support.schoolfront.com Contact Monroe 2 BOCES Searchable Knowledge Base Ability to submit a ticket for help/bug/feature request Contact Monroe 2 BOCES owr@monroe2boces.org