Associating Activities with Individuals
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Associating Activities with Individuals

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Article Summary

About Activities

Activity tracker allows the assignment of activities to a person in Campus Café. For example, activities might include a basic note to a complex workflow that triggers emails and reminders.

This documentation is designed for functional users who assign and query activities.

Permissions

A user needs permission to the Tracker Member that holds the activity tracking template to be assigned. The user also needs access to the relevant Person Selected screens and, if wishing to query all activities, to the Activity Tracking screen under All Users.

Add activity to a person’s record

There are multiple ways to attach an activity to a person’s record. This includes manually adding an activity, triggering an activity through the admissions portal, triggering with a database trigger, and adding a batch of activities. The method employed will depend on the use case and personal preference. This document will outline manual addition of an activity and batching activities onto multiple records. Triggered activities require additional configuration covered in a separate document.

Manually add activity to individual record using quick comment

If the activity has been configured as a quick comment, this option is possible. Otherwise see next set of directions.

Important
Activities that contain text message workflows may not be assigned through this method. Instead, navigate to the student's profile and click the smart phone icon.
  1. Navigate to the person’s record
  2. Navigate to Person Selected > Activity Tracking
  3. In the Quick Comment drop down choose the desired template
  4. Click  Quick Comment
  5. The activity will open. Update the activity with notes, an attachment or additional information
  6. Click Save

Manually add activity to individual record

Important
Activities that contain text message workflows may not be assigned through this method. Instead, navigate to the student's profile and click the smart phone icon.
  1. Navigate to the person’s record
  2. Navigate to Person Selected > Activity Tracking
  3. To the right of the Templates box, click the magnifying glass
  4. Click Select next to the template to add
     Tip: Use the search box in the upper right to find the desired template
  5. Click Add New Tracking Group
  6. The activity is now assigned to the person

Add activity to individuals in Activity Tracking or People Finder

Note
Only 5,000 activities can be added to students at one time using the finder.
Important

Activities that contain text message workflows should not be initiated though this button. While the activity will be associated with the individuals, the text message will not send. To send texts, use the Text action button.

  1. Navigate to the Activity Tracking (All Users > Activity Tracking) or the requisite People Finder, for example Student Finder
  2. Use a pre-defined filter or set desired criteria to return the population for which to apply the activity
  3. Check the selected box next to all people to apply the activity
  4. Click Add Activity
  5. Choose for Page or For All
  6. A new screen appears. To the right of the Template Name box, click the magnifying glass
  7. Click Select next to the template to add
     Tip: Use the search box in the upper right to find the desired template
  8. You can optionally tie the activity to a specific semester.
  9. In the Add Only for These People box you can choose whether to add the activity to everyone selected, only those that do not have the activity or only those that do not have the activity for the set semester.
  10. Optionally add a comment that will appear in activity tracking results as First Comment
  11. Optionally assign a user
  12. In the box type the message
  13. Click submit

Edit activity

  1. Navigate to the person’s record
  2. Navigate to Person Selected > Activity Tracking
  3. Under the actions column, click the pencil
  4. Click the + button to reveal additional fields, including attachment, reminders and more

Attachment

Use to upload an associated attachment. The default maximum file size is 5mb. The size may be adjusted using custom control MAX_BLOB that supports a 25mb max size.

Reminders

  • Reminder Date: This date is used for the automatic email reminder feature.  If a workflow is set up as a reminder >either the assigned to box is checked or additional email addresses are specified), then this date will automatically be set to the same date as the due date. This date can be changed at any time.
  • Reminder Sent: This field will automatically check when the email reminder is sent. A user may uncheck the box and reset the reminder date to get a new reminder at any time.

More

Provides additional fields, including but not limited to:

  • Degree Level: Associate the workflow with a specific student degree level.
  • Semester: This field is used for activities where a term or semester is relevant. For example, this would include admissions tracking items and financial aid verification documents. The default semester is the entering semester of the individual unless the activity is associated with activity tracking member F, in which case the default semester is the semester specified as the Current Packaging Semester on the F/A Control screen. When associating an activity with a batch of individuals, you can choose whether to prevent applying the activity to those with the activity already for a specified semester.
  • Invalid For Past Due Job: A value appears in this box if the workflow was part of a scheduled job but the system encountered an issue processing the workflow. For example, if the workflow initiates a text message but the user associated with the workflow has no mobile phone number this box will display the error.
  • Assigned To: The Campus Cafe user who is responsible for the activity. The user must be categorized as a faculty/staff member.
  • Assigned By: The Campus Cafe user who delegated the responsibility responsible for the activity. The user must be categorized as a faculty/staff member.
  • Due Date: Indicates the date the activity is expected to be completed. For scheduled activities, the date the action (e.g. email sent) will occur. Can be configured in the workflow setup to automatically compute based on the initial date assigned.
  • Due Time: Indicates the time the activity is expected to be completed.
  • Submitted Date: Indicates the date materials associated with the activity were received by the institution. Will automatically populate if activity is a required missing document in the applicant or document portal and the applicant or student uploads a document. 
  • Submitted Time: Indicates the time materials associated with the activity were received by the institution.
  • Completed Date: Indicates the date the activity was completed. Can be manually set or configured in the workflow setup to populate when a certain action occurs.
  • Purpose: The purpose related to the activity in relation to a donation or gift. Options set using STParm ADPURP.
  • Method of Delivery: Free form text to describe how the task was transmitted to the person
  • Source: Indicates the origin of the activity. For example, the overall activity name may be "admissions referral source." This field designates a specific admissions source such as radio ad, college fair, etc. For workflows with a category of S, the source field may be searched on the Prospect Finder (Filters > Prospects) using the Tracking Source filter. Options set using STParm XXSCNO.
  • Interest: The level of enthusiasm or specific area of curiosity associated with the activity. Options set using STParm ADINTR.
  • Original Amount, Amount Paid, Amount Due: To track associated costs with activity. For example, the costs to attend an event. The pledge reminder system uses these field to track the amount of the original pledge, the amount currently paid, and the remaining amount due.
  • Customizable Fields: These fields can be used generically to track money fields or other text associated with a tracking record. They are not searchable.
  • Response Value: This field will contain the response from a web form question. For example, on the forms menu, there is a form that asks a person if they wish to participate in an event. The value of yes/no would be stored in this field for that question.
  • URL: This field is used to store a URL associated with the tracking record.
  • School Code and Name: This field is used to track the number or name of a school in a missing transcript tracking record.

Add to Group (Copy Activity)

On an individual's activity tracking page, an existing activity template can be replicated. The template will duplicate but notes, data and attachments within it will not.

  1. Navigate to the person’s record
  2. Navigate to Person Selected > Activity Tracking
  3. Next to the activity to copy, click the icon of two pieces of paper

Viewing activities

View by individual person

  1. Navigate to the person’s record
  2. Navigate to Person Selected > Activity Tracking
  3. The results shown depend on the filter criteria

Adjust the filter

  1. Click > Filters
  2. Set desired criteria
    Note: Setting the Date Completed to <= 0 will show non-completed activities,
    setting this to >=0 will show both non-completed and completed tasks
  3. Click Submit
  4. Basic data will appear in the results grid. Use the column visibility button to show or hide additional columns. Click a column to sort by that column. Click and hold a column to drag it to reorder the columns.
  5. Under the Actions column, click the pencil to edit, the X to delete

View from People Finder

  1. Navigate to the People Finder
  2. Use a ore-defined filter or set desired criteria to return the population
  3. Check the selected box next to all people to view
  4. Click the Activities button
  5. Select For Page or For All
  6. A new screen will open. The ID numbers of the previously selected population will automatically carry.
  7. Select what activities should be shown
    Note: Setting the Date Completed to <= 0 will show non-completed activities,
    setting this to >=0 will show both non-completed and completed tasks
  8. Click Submit

View from Activity Tracking

  1. Navigate to All Users > Activity Tracking
  2. Set desired criteria
    Note: Setting the Date Completed to <= 0 will show non-completed activities,
    setting this to >=0 will show both non-completed and completed tasks
  3. Click Submit
  4. Basic data will appear in the results grid. Use the column visibility button to show or hide additional columns. Click a column to sort by that column. Click and hold a column to drag it to reorder the columns.
  5. Under the Actions column, click the pencil to edit, the X to delete or the person to launch the person’s individual record

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