Custom Automated Emails: Transcripts Case Study bit.ly/nercomp_slate17

Keep Applicants Informed Maintain User Satisfaction Value of Automated Communications Keep Applicants Informed Maintain User Satisfaction Eliminate Answering Repetitive Emails

Identifying Communication Challenge There had to be a better way of keeping admitted students informed about their transcript and I-20 processing status. Solution: Revamp transcript and I-20 tracking

Simple custom tab form tracks transcripts and triggers emails. Required pieces: New fields mapped onto form Application scope v. Person scope Custom tab form Special field for custom tab

After you have your custom form, create your emails. Things to consider: Merge fields Automated message reminder No Unsubscribe

Create your query: Filter on field that will drive your mailing.

When will your mailing go out? Think critically about which days and times your mailings should go out. At the GSD we have our automated emails running everyday We also set it to go out as soon as we mark a transcript as received or an I-20 enters a new processing phase. Check off everyday & click “Ongoing throughout the day” The benefit: you can check on the Timeline almost immediately if a mailing was sent. You can set mailing to go out on your applicant’s time zone.

Ongoing v. Recurring Is your messaging system notifying when you check off a field in the person’s record Or, should your system continue to notifying applicants about their status until something changes, such as payment received or transcript received. This is a proactive method, but careful configuration is required so as to not spam applicants.

Updating Active Mailing STOP mailing Clear query if you want past recipients to receive new message Set it and forget it again.

Extra Embellishments Add checklist items that coordinate with your mailing These are triggered by rules Even if they don’t get your email, applicants can still see updates through the status page Add drop down menus to your custom tab page to provide explanations about the behavior of your fields Add Custom Slate Scholar Documentation Slate Outlook Gateway Add responses to Timeline Customization is endless

Santiago Gomez Admissions Coordinator sgomez@gsd. harvard. edu bit Santiago Gomez Admissions Coordinator sgomez@gsd.harvard.edu bit.ly/nercomp_slate17