Create a Batch to Import Electronic Prospects

You can use the Process Electronic Prospects page to create a batch that creates the Student Profile and imports the information from the Electronic Leads table for unique prospects.

The Electronic Prospects table contains prospects from electronic sources outside of the system. Anthology Student does not import prospects into the table. Your institution can add prospects to the table using Portal, an API, the Web Interface, or other third party processes if you have:

• An Internet application or other custom program that captures inquiries from persons interested in your institution

• System administrator, data administrator, or a programmer who can use the appropriate tools to insert data into the electronic leads table

Anthology recommends that you discuss your plan for importing electronic leads with the Support Department before attempting to use this feature.

You can also identify and resolve the duplicates in the Electronic Leads table using the rules defined at your institution. For example, you can: 

• Delete duplicates

• Override and continue to import a prospect and create their Student Profile even though they were identified as a possible duplicate

• Update an existing Student Profile with the fields from the table

Your institution configures the fields that are updated. A field in the Student Profile that contains a value is not overwritten with a blank if the record from the table contains a blank. 

Prerequisites

You must have: 

• Common - Processes - View authorization

• Admissions - Processes - Process Electronic Prospects - Queue authorization

• Common - Student - New authorization

If the campus is configured so that it is integrated with CampusNexus CRM, your institution must have configured the campus to enable new prospect entry from Anthology Student.

Anthology Student does not import possible duplicates. You can resolve duplicates prior to importing (see step 11 below).

To override and continue to import a prospect:

• You must also have Common - Student - New authorization

• If the campus is configured so that it is integrated with CampusNexus CRM, your institution must have configured the campus to enable new prospect entry from Anthology Student

If the prospect that was identified as a possible duplicate has a Social Security Number (SSN) that is specified for another student already in Anthology Student, your institution must have configured Anthology Student to allow duplicate SSNs.

To update an existing Student Profile, you must have Common - Student - Edit authorization.

Access Method

Select the Processes tile > locate Admissions > select Process Electronic Prospects.

Procedure to Create and Queue the Batch

1. Select the Process tab.

2. Specify the values under Selection Criteria to filter the list.

   Campus 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. HS Grad Year Operator The comparison operator for high school graduation year. High School Graduation Year The graduation year you want compared to the operator in the HS Grad Year Operator field.

   Program The name of the program. Programs are configured by your institution. Prospect Date The date when the prospective student contacted the institution. Prospect Source The source of the prospect specified on the Student Profile or inquiry. The values are configured by your institution and they indicate how a student heard about your institution. If you are specifying the value, the program displays a dialog that you can use to select more than one prospect source, vendor, or sub vendors.

3. Under Proposed Changes to Student, specify values.

   Prospect Type 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. Student Status Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled.

4. Take the appropriate action.

   How You Want to Assign Admissions Representatives	Actions to Take
   Assign all of the prospects to the same Admissions Representative	Select Selected Representative for Admissions Representative Type Representative that is assigned to the student at the time of admission.. Select the representative in the Admissions Representative The Admissions Representative for the student. If a staff member is removed from an Admissions Representative group after having been assigned to a student, Anthology Student retains the name of the former representative on the student record. list.
   Assign the prospects equally across Admissions Representatives with a representative type	Select Representative Type for Admissions Representative Type Representative that is assigned to the student at the time of admission.. Select the type in the Admissions Representative The Admissions Representative for the student. If a staff member is removed from an Admissions Representative group after having been assigned to a student, Anthology Student retains the name of the former representative on the student record. list.
   Select the specific Admissions Representatives and specify the percentage of the prospects assigned to each representative	Select Defined List for Admissions Representative Type Representative that is assigned to the student at the time of admission.. Select the Add button. In the dialog, select one ore more representatives and select the OK button. Review or change the Percentage Percentage of the imported prospects that will be assigned to the Admissions Representative. The values are calculated based on the number of representatives you specify. You can change the values. The percentages you specify must total 100%..

5. Select the Next button.  

6. Review the values. If your institution has school defined fields for Admissions, they are also included in the list, but are hidden by default.

   Campus 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. City The name of the city. Date of Birth The date of birth (DOB) in the format MM/DD/YYYY. Email Address The email address. High School Graduation Year The years must be shown in ascending order by name within the High School Graduation Year field. Interest The program group that the student is interested in. Program groups classify program versions that have some common characteristic and are configured by your institution. The interest determines that program related documents and required tests that are added to the student profile. Notes Area that displays, or that you can use, to specify comments or additional information. Other Phone Number If the student has a phone number where they can be contacted in addition to their mobile or work phone, the phone number. The format will depend on how your institution configured phone numbers (such as whether it uses parentheses and hyphens).

   Phone Number The phone number. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens). Program The name of the program. Programs are configured by your institution. Prospect Date The date when the prospective student contacted the institution. State If within the United States, the name of the state. Street Address The street address. For student addresses, if an address has more than 40 characters, the additional characters in the address line will not be extracted to be sent to COD but will be truncated. Zip Code/Postal Code The postal code for the address. If you are specifying an address, you must specify a value for City or State. If you specify a city or state or both, the list contains the valid zip codes.

7. Take the appropriate actions.

   Task	Action to Take
   Delete a prospect You (such as prospects with obviously invalid or incomplete information)	Select the record for the student and select the Delete button,
   Display only the unique students in the list that Anthology Student will try to import	Select the Hide Duplicates button.

8. Select the boxes for all the students or only the students you want to import.

9. Select the Queue Process Prospects button.

10. On the Queue Batch dialog, review or change the name of the batch and select the Queue button.

    Anthology Student processes the batch and runs or reruns the duplicate check. For the selected prospects that are not duplicates, it takes the same actions it does when you override a duplicate (see Override and continue to import below).

11. To identify and resolve duplicates, take the appropriate actions.

    Task	Action to Take	Action by Anthology Student
    Delete the duplicate or the record for a prospect for any reason (such as obviously invalid or incomplete information)	Select the record for the student and select the Delete button.	Removes the prospect record from the Electronic Leads table
    Replace the fields in the Student Profile for the student with the fields in the Electronic Leads table	Select the Duplicate Check button. Select Yes in the Duplicate column. Review the values on the dialog. Select the Use Selected Record button.	Updates the fields in the existing Student Profile with values from the Electronic Leads table Removes the prospect record from the table
    Override and continue to import a prospect and create their Student Profile even though they were identified as a possible duplicate	Select the Duplicate Check button. Select Yes in the Duplicate column. Review the values on the dialog. Select the Override button. On the dialog,	Creates the Student Profile with the values from the table and the values you specified under Proposed Changes to Student (such as assigning the Admission Representative and Student Status). If your institution tracks multiple inquiries, creates an inquiry (Select the Students tile > select the name in the Students list > expand Admissions > select the Inquiries tile.) If the record contains a high school ID, graduation year, or graduation date, creates the previous education record for the high school (Select the Students tile > select the name in the Students list > expand Admissions > select the Previous Education tile.) If the record contains a college ID, creates the previous education record for the college (Select the Students tile > select the name in the Students list > expand Admissions > select the Previous Education tile.) If activities are configured, creates the activity (Select the Students tile > select the name in the Students list > expand Contact Manager > select the Tasks tile.) If documents are scheduled, adds the documents to their Documents list (Select the Students tile > select the name in the Students list > expand Contact Manager > select the Documents tile.) Removes the prospect record from the Electronic Leads table

If there are any remaining duplicates, Anthology Student does not import them. Any remaining duplicates along with any records you did not select remain in the Electronic Leads table.

When the batch completes, Anthology Student displays the results on the History tab so that you can review the results.