Configure Contact Manager and Admissions

You can use the Contact Manager and Admissions tile from the Campuses page to configure settings for the Contact Manager and Admissions modules that vary by campus.

For example, for Contact Manager you can specify the FERPA group for the campus and the path you want to use to download student documents.

For Admissions, you can specify the rules for the steps taken by Anthology Student when a new prospect is identified as a duplicate of an existing record.

You can also configure a Contact Manager task triggered after a duplicate prospect has been processed.

Prerequisites

You must have: 

• To view the page, System - Settings - Campuses - View authorization

• Add or edit, System - Settings - Campuses - Manage authorization

To configure the path for student documents, you must have created the folder you want to use. If you want documents organized by campus, you must have created and then specify here the separate folders for each campus.

If you are integrating Anthology Student with Hyland®'s Perceptive Content, you must have verified your capture profile. For information about verifying the capture profile, see the Administration and Configuration Help for the version of the product using help.anthology.com. It also contains all the actions you must perform in Perceptive Content and Anthology Student to complete the integration.

Access Method

Select the Settings tile > expand System > select Campuses > select the name of an existing campus or select the New button, specify the required information, and save the campus > select the Contact Manager & Admissions tile.

Procedure to Configure the Settings

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

   Default Number of Days to Retain Employer Groups Specifies the default number of days to retain employer groups. Default Number of Days to Retain Student Groups Specifies the default number of days to retain student groups. Downloadable Document Path If you are not using the Anthology Cloud, specify a UNC-compliant path. For example, \\<computer name>\<shared directory>\. If you are using the Anthology Cloud, specify <drive>:\<foldername>\. In most cases, the drive is Q. If you do not know your drive or folder, contact Client Services.

   Ferpa Group The FERPA group name and code that is associated with the student's campus. National Do Not Call Override Document Indicates if a Do Not Call (DNC) Override is on file for the student. An override document stores any exceptions to the DNC list. You cannot update or modify the DNC Override option. The value is based on the student document configuration and the document status code.

2. In Document Integration, select the value for Integrate with Content Management Software Select Yes to specify that you want to integrate Anthology Student with external content management software (such as Hyland®'s Perceptive Content). Otherwise, select No..

3. If you selected Yes for Document Integration, also complete the additional values that Anthology Student displays.

   Capture Profile The capture profile that you configured in Perceptive Content that defines the capture files in Perceptive Content. Custom Folder The name of the custom folder used to store documents for the campus in Perceptive Content.

   URL The URL for the external content management software (such as the Perceptive Experience URL).

4. In Student Inquiries, review, specify, or change the following values.

   Comparison Date If you select the Track Multiple Inquiries check box, specifies the date you want Anthology Student to use when it compares inquiries to find the latest entry. Prospect Date specifies you want use the Prospect Date on the inquiry. Last Task Date speficies the date that the most recent task was opened. Create Inquiry based on comparison date The number of days that an inquiry can remain unchanged before it becomes a new inquiry. When processing duplicates, Anthology Student checks the number of days since the Last Task Date or Prospect Date, creates a new inquiry record, and sets it to be a current inquiry records, or does not create an additional record. If a zero value (0) is entered, student inquiries may be captured and stored on the same day, a 1 indicates the next day, and so on.

   Track Multiple Inquiries Select this check box to enable tracking each time a prospective student inquires about enrollment.

5. In Student Duplicate Criteria, review, specify, or change the following values.

   Campuses Select the campuses to be included in the duplicate search when a student is entered for the currently selected campus. Duplicate Student Task Select the required duplicate student task to be trigerred and assigned to the admissions representative associated with the student record that is processed as a duplicate for the selected campus.

   Status Categories Select each status category where a matching duplicate student could exist when the duplicate search is performed. The selected status categories will be used to filter which status categories are shown in the Status Category grid. You must complete the status category grid and save.

6. In the first grid, review, specify, or change the following values.

   Duplicate Criterion The criteria to be used when searching the Student Profile table to identify possible duplicates when new prospects are entered. You can select fields and combinations of fields that will constitute a duplicate if a new prospect record is matched to an existing student record using these fields.

   Uses Select the check box that corresponds with the duplicate criterion that will be used to search the student profile records to identify possible duplicates when new students are entered.

7. In the second grid, review the following values.

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

   Status Category This must be completed for each status category where a matching duplicate student could exist when the duplicate search is performed. Specify which fields will be updated on the existing student profile when a new student record is processed as a duplicate and the existing student profile student status matches the selected status category. You can specify different fields to be updated for each status category if desired.”

8. If you want to edit Status Category, select the name in the list. Anthology Student displays the Edit Status Category dialog box.

   Review, specify, or change the following values. Select the Save button in the dialog box.

   Student Fields The name of the student field which will be updated on the existing student record when a new student is processed as a duplicate and the existing student profile to which it is matched has a student status that maps to this status category. A different list of fields to update can be specified for each status category.

   Update Student Select the required check box to specify if the selected information will be updated for the student once it is matched for the specific status category.

9. Select Save to save the changes.  

The Process Electronic Prospects page (Select the Processes tile > locate Admissions > select Process Electronic Prospects.) uses the information configured in the Student Fields for processing duplicates.

Audit for FERPA 

When FERPA groups are added or changed, Anthology Student creates an audit record in the database for almost all of the changes so that you can create SQL queries to audit the changes.

Implications in Legacy Interface If You Select Yes for Integrate with Content Management Software and No for Allow Additional Document Management Providers

Verify before you enable the above Content Management settings since performing the tasks related to this feature in the standard product, disables the forms and processes mentioned below, in the legacy product.

When you enable this option, it permanently disables all the forms that are related to documents folders in the legacy product.

Forms and features that are disabled in the legacy product include:

• Student Documents - View > Contact Manager > Document

• Housing Documents - View > Housing > Application/Lease > Documents

• Financial Aid Student Documents - View > Financial Aid > Document> Display Document button

• Document Tracking - Daily > Admissions > Document Tracking> Student's Document List

• Student Education - View > Admissions > Education > Colleges > Transcript > Display Document button

• Student Placements - View > Career Services > Placements > Resume Tab > View Button

• Student Summary - View > Admissions > Summary > Document Tracking

• Enrollment - View > Academic Records > Enrollment > Add (wizard step 7 Document Tracking)

For more information, see Configure Advanced Features for Anthology Student.