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

2. Keep Applicants Informed Maintain User Satisfaction
Value of Automated Communications
Keep Applicants Informed
Maintain User Satisfaction
Eliminate Answering Repetitive s

3. 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

4. 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

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

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

7. 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 s 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.

8. 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.

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

10. Extra Embellishments
Add checklist items that coordinate with your mailing
These are triggered by rules
Even if they don’t get your , 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

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