Task Schedules

You can use the Task Schedules page to automatically create and assign tasks to staff members. For example, an Academic Administrator can automatically schedule a task: 

  • Before or after the Leave of Absence (LOA) for a student is about to expire

  • When a grade is posted that causes a prerequisite rule to fail, or when a prerequisite course is dropped or unregistered

You can also schedule a task that occurs after another task is closed.

When you schedule a task, you specify:

  • Who or what the task is scheduled for (such as for a student or enrollment)

  • What triggers the task being added, what task is added, and when it gets scheduled

Prerequisites

To add a scheduled task, you must have Contact Manager - Configuration - Task Schedules New authorization.

To edit a scheduled task, you must have Contact Manager - Configuration - Task Schedules Edit authorization.

Your institution must have configured Task Templates.

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view the item, but cannot edit it. When you add an item, you can only select campuses to which you have access.

You should also be familiar with the Background and Operation of Tasks

To use Fund Sources as a trigger, your institution must have selected Yes for Allow Advanced Task ScheduleClosed Indicate whether you want to configure fund source as a trigger field from payments processed for tasks being sent from Contact Manager. If you enable this feature, the Fund Sources field is added as a criterion under Trigger when configuring Task Schedules in Contact Manager. When this feature is enabled, you have the option to notify students associated with a specific fund source as opposed to all students associated with any fund source. For example, you can notify the students of disbursement funds for Direct loans only as opposed to all students associated with Financial Aid payments processing. when it configured advanced features in the system settings for Anthology Student. (Select the Settings tile > locate System > select Advanced Features.)

The table shows the prerequisites for specific Event Types for the tasks you can add for employers, employer groups, organizations (high schools), students, and student groups.

All of these tasks can also be automated and scheduled by Anthology Student.

Event Type Prerequisites

Employers and Employer Groups

Organization
(High School) 

Students and Student Groups

E-Mail Student The student must have a valid email address. (Select the Students tile > select the name in the Students list.).

X

 

X
E-Mail Staff The staff member must be active.

X

X

X
E-Mail to Employer The employer must have an email address. If the contact does not have an email address, Anthology Student sends the email to the email address specified for the employer.

X

X

X
E-Mail Organization The high school must have a valid email address. (Select the Configuration tile > expand Admissions > select High Schools.)  

X

  
Incoming Phone Call The student must have an existing Student Profile. (Select the Students tile > select the name in the Students list.)

X

X

X
Letter The contact must have a valid address on their Student Profile. (Select the Students tile > select the name in the Students list.)

X

X

X
Meeting None

X

X

X
Message None

X

X

X
Other Task None

 

X

X
Outgoing Phone Call The student must have a valid phone number on their Student Profile. (Select the Students tile > select the name in the Students list.)

X

X

X
SMS-Text Message

On their Student Profile, the student must have: 

  • A mobile phone number specified

  • The Subscribe to SMS Service check box selected

  • A service provider selected in the SMS Provider list

An email is sent in place of an SMS message if the following conditions are met.

  • The Subscribe to SMS Service check box was not selected for the student.

  • The activity was configured by your institution to send an email when the student is not subscribed.

  • The student has a valid email address on their Student Profile.

X

X

X
Student Alert None

X

 

X

Access Method

Select the Configuration tile > locate Contact Manager > select Task Schedules.

Procedure to Add or Edit Items

  1. Select All Campuses or a specific Campus.

  2. Review the values of the records in the grid.

  3. If you want to:

    • Add a new list item, select the New button on the toolbar

    • Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar

    • Edit an existing list item, select the name in the list

  4. Review, specify, or change the following values.

    ActiveClosed Specifies whether the associated record is active.

    Campuses Closed The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

    CodeClosed The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

    NameClosed The descriptive name of the item.

    NameClosed The descriptive name of the item.

    RequiredClosed Yes specifies that the scheduled task is required. No specifies that the task is not required.

    Schedule Task ForClosed Specifies who or what the task or document is scheduled for. In most cases, this will be student because they are most often the cause of actions taken by staff members. In addition to students, a task can be triggered for a document, document list, a process for Student Accounts, or another task. For example, you can schedule a task when another task is closed with a specific result.

    Task TemplateClosed The task that must be performed. It is the name given to the task template when it was configured by your institution.

    Anthology Student will enable the fields under Trigger, Task, and When appropriate for the value you selected in Schedule Task For. You must complete the fields under each area to proceed to the next area.

    A trigger for a task for an Incomplete will be based on the configuration for number of days before or after the expiration deadline date. To trigger the task, select Grades for When, and Incomplete Grade for Changes From (Changes To is not needed because the activity needs to be triggered whenever the incomplete grade is changed). Upon posting (manually or automatically) the replacement grade, the task will be triggered.

  1. If the fields are enabled under Trigger, review, specify, or change the following values.

    Changes From Closed Specifies the value before it is changed. Anthology Student populates the list with values appropriate for the value you selected in the Schedule Task For and When list. For example, if you selected Applicant/Enrollment for Schedule Task For and Enrollment Status Change in the When list, it displays all the enrollment statuses (such as Half Time, 3/4 Time, Full Time, and Less than half time). If there is no previous value or action, the field is disabled.

    Changes To Closed Specifies the value after it is changed or the status after an action that does not have a previous value. If it is a status following an action that does not have a previous action, the Changes From field is disabled. For example, Ledger Transaction Added. Anthology Student populates the list with values appropriate for the value you selected in the Schedule Task For and When list. For example, if you selected Applicant/Enrollment for Schedule Task For and Enrollment Status Change in the When list, it displays all the enrollment statuses (such as Half Time, 3/4 Time, Full Time, and Less than half time).

    Fund SourcesClosed Indicate the source of this fund to notify students associated with a specific fund source as opposed to all students associated with any fund sources. This field is only visible when the Schedule Task For field is set to Applicant/Enrollment, When field under Trigger is set to Payment Posted and Transaction Type is set to Financial Aid Disbursement. By default, All fund sources are selected.

    Prospect TypeClosed The type of prospect. The values are configured by your institution. They are categories that classify your prospects according to any grouping your institution might find useful. For example, you can classify prospect sources into groups to analyze market effectiveness and determine the category of prospect sources that generates most prospects. This field only appears when you have selected Applicant/Enrollment, Document Lists, Documents, Prospective Student, or Task in the Schedule Task For list.

    Transaction TypeClosed Indicate the type of the transaction. The options are Financial Aid Disbursement or Student Payment or Student Refund.

    WhenClosed Specifies the type of change in the system that triggers the activity. Anthology Student populates the list with the values appropriate for the value you selected in the Schedule Task For list. For example, if you selected Prospective Student, it displays events for prospective students.

    In Schedule Task For, if you selected: 

    • Documents, Anthology Student triggers the task when the document status is changed on the document

    • Document List, the status must change for all the documents in the list before Anthology Student triggers the task

    Anthology Student enables the remaining fields under Trigger appropriate for the value you selected.

  2. Under Task, select or change the task you want to schedule and the person or group the task is assigned to.

    Assign ToClosed Specifies who the task is assigned to. If you select Student, the task is assigned to the student. If you select Staff Member, you must select the staff member. If you select Advisor Group, you must select the name of the group. For information about how Anthology Student determines the advisor to select, see the Background for Predefined Staff Groups.

    EventsClosed Specify the characteristic used to filter the task types. For example, to display the task types that result in a meeting, select Schedule Meeting.

    Group NameClosed The name of the staff group. Advisor groups have been configured by your institution to have an advisor code.

    Staff Closed The last name and first name of the staff member.

    Task TemplateClosed The task that must be performed. It is the name given to the task template when it was configured by your institution.

  3. If the fields are enabled under When, specify when the task is scheduled after the event.

    Duration Closed The length of time appropriate for the unit selected in the Units list. For example, if you select Days, it is the number of days.

    EventClosed Specifies the event that must occur in addition to the event specified under Trigger. If you want it to be the event under trigger, select Event Occurred. The other options are events that you want Anthology Student to combine with the trigger to calculate when the task is scheduled. The values in the list depend on the other values you have selected. For example, LOA Return Date and Last Date Attended is only an option if you select School Status for When and a status in Changes To that is configured to be a leave of absence LOA).

    UnitsClosed The unit of time (such as weeks or months).

    WhenClosed Specifies whether or not the item is scheduled before or after the event you select in the Event list.

  1. If you want to save and: 

    • Continue making changes, select the Save button

    • Continue to add another item to the list, select the Save & New button

    • Close, select the Save & Close button

If you selected Applicant/Enrollment for Schedule Task For and Enrollment Status Change in the When list, Anthology Student evaluates the status for the student at 11 p.m. and schedules the task based on their status then. Enrollment statuses can change more than once daily, but the enrollment status that is displayed at 11 p.m. is the status that is updated. For all other scheduled tasks, the schedule becomes effective immediately.

Using the Default Campus Advisors form, you can designate a staff member to be the default advisor in each department of the school. When a student is enrolled, the default advisors will be listed on the advisors form. You can change the advisors during the enrollment process if necessary, and if you have the appropriate authority. The advisor drop-down lists are filtered by the student's enrollment campus.

 If you selected Advisor Group in Assign To, you also selected the advisor module in the Group Name field. Anthology Student assigns the advisor configured to be the default for the campus when:

  • There is no advisor assigned to the student for that module

  • The assigned advisor is inactive, has a locked account, or is from a different campus

If no default advisor is configured or the account is locked, Anthology Student assigns the task to the student.