Introduction. Queue

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Introduction

This addendum covers the additional features released in v10 of the CSO System. The additional features highlighted in this addendum include Email Queue, Email Campaigns, Calendar Syncing with Google and Outlook, and Co-op/Internship Timeline Search.

Email Queue

Administrators have the ability to see which scheduled mass emails are queued to be sent, and to remove mass emails from the queue if they are scheduled for more than 60 minutes out. IMPORTANT NOTE: This function applies only to individual mass emails.

Administrators can view scheduled mass emails in the queue under Tools > Activity Logs > Email Queue. IMPORTANT NOTE: This function works only for scheduled mass emails, it will not work for mass emails sent immediately with no date specified in the Send On field.

System Information

 Email Queue is on by default under Tools > Activity Logs. Look for the Email Queue tab.

 This option is available for all CSO product types.

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4 To see all emails in queue an administrator can click Search without selecting any criteria in the Criteria section of the Email Queue screen. However, the administrator can narrow down their email queue search by entering data into the following list of criterion:

 Mass Email Type – searches the type of email selected when the email was created  Created – searches the date the email was created

 Send On – searches the date the email is scheduled to send  Keyword(s) – searches words within the subject and body of email

After the administrator clicks Search in the Email Queue screen, the administrator will see a list of scheduled mass emails.

To remove an email from the queue, the administrator can simply click the box next to the email they wish to remove, and then click Remove From Queue.

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Email Campaigns

Administrators have the ability to manage Email Campaigns. This tool allows an administrator to plan, organize and manage a specific set of mass emails to send out to users over a period of time.

In the Tools menu, an administrator will see an option called Campaigns. When an administrator hovers over this option, they will see options to access saved campaigns or create a new campaign.

 Email Campaigns is on by default under Tools > Campaigns.

 This option is available for all CSO product types.

 In an Enterprise site, the Campaign List is global and visible to all colleges/offices. To organize campaigns, simply place the name of your office/college in the name of your campaign.

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Creating New Campaigns:

IMPORTANT NOTE: Before creating a new Email Campaign, an administrator must first create and save the mass email(s) they wish to be included in the campaign.

Creating a new Mass Email Campaign:

 Go to Tools > Campaigns > New and fill out the Name and Description.

 Define Mass Email Type (e.g., Student, Contact, etc.)

 Select the appropriate existing saved Mass Email to be associated with this user type (e.g., Student, Contact, etc.) for the campaign. Note: If the administrator selects a saved mass email that wasn’t created specifically for the campaign, the administrator may want to remove the original previously scheduled mass email housed in Tools > Mass Email from the email queue unless the administrator wants the email to be sent twice.

 Set Send On date and time and press Save.

 Once the screen reloads after pressing the Save button, click on Campaign Details, and change the value of Schedule & Send Emails to YES. IMPORTANT NOTE: Campaigns are defaulted to NO in the Schedule & Send field, because the administrator isn’t required to enter a date when first setting up a campaign. If this field were defaulted to Yes, the email would send

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7 Campaign Profile View:

Modifying a Mass Email within a Campaign:

IMPORTANT NOTE: Whether a saved mass email is selected for a new campaign or an existing campaign, the saved mass email will be cloned and the new, cloned version will be used in the campaign. Example: if an administrator edits the original saved mass email that was selected for the campaign under Tools > Mass Email > Mass Email Search, those new changes will not be reflected in the cloned version of the mass email campaign.

 To modify a mass email within a campaign an administrator has two options. o Option 1 – To update the original mass email linked to a campaign o Go to Tools > Campaigns >Campaign List.

o Click on the campaign Name to view the campaign details.

o Under the list of Mass Emails click on Remove or Unlink to remove the scheduled mass email for this campaign.

o Scroll down to the bottom of the Profile View screen and add the updated mass email back to the campaign.

 Mass Email Actions:

 Remove – If a mass email is added to a campaign and under Action the administrator sees the option to Remove this signifies that the mass email has not been scheduled to be sent.

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8 IMPORTANT NOTE: If an administrator unlinks a mass email from the campaign this action will not prevent this mass email from being sent – to prevent the unlinked mass email from being sent the administrator must also remove this mass email from the email queue.

o Option 2 – NOTE: This option is only available if the email has not yet been sent, or if the send time is more than 60 minutes out. To edit the body of a mass email that is part of the campaign:

 Go to Tools > Campaigns > Campaigns List.  Click on campaign Name to view campaign details.

 In the Campaign Profile under the Emails section, click Subject Name of the mass email to be edited.

 The details of this particular mass email will be visible. Click [Edit] on the top right to make changes.

Campaign List:

To view existing campaigns go to Tools > Campaigns > Campaign List. In the Current tab, find campaigns with future scheduled emails. In the Closed or Offline tab, find campaigns with no scheduled mass emails remaining.

IMPORTANT NOTE: If an administrator chooses to remove an existing email campaign this will not remove the individual mass emails scheduled from within the campaign and the mass emails will still be sent unless the administrator removes these separately from the email queue. To do this the

administrator can go to Tools >Activity Logs and remove the necessary individual mass emails from the email queue.

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Campaign Activity:

Another great feature of the Email Campaign feature is the ability to see if a user has been part of an email campaign. An administrator will be able to see every email that this user has received as part of a campaign, as well as the campaign with which it was affiliated.

To view which campaigns a user has been a part of:

 Go to selected user profile and view Activity. There is a new Campaigns tab in the user’s Activity.

To see the content of sent emails*, as well as all emails that were sent to the listed email address:

 Go to selected user profile > Activity > Campaigns tab.

 Click View.

*IMPORTANT NOTE: Information in the body of the email is only visible in the Campaigns tab of Activity for 30 days after the email was sent. After 30 days, the email body section of that window in the Campaigns tab will appear blank.

Administrator Setup:

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10 Go to Tools > Setup > Permissions

 Click on the + sign next to Menus

 Click + sign next to Admin

 Click + sign next to Tools

 Click Campaigns

 Edit the permissions as needed

IMPORTANT NOTE: The Campaign Activity Tab will be Off for all users except Administrators.

 Go to Tools > Setup > Permissions

 Click on the + next to Activity

 Click Campaigns

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Calendar Syncing

The CSO System calendar can be synced with Google or Outlook calendars. To begin the setup process for either of these options, go to My Profile under your Administrator account.

 The Google Calendar Syncing option is ON by default and is available to all product types.

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12 Determine whether you would like to set up with Google or Outlook. IMPORTANT NOTE: The Google option will be the only syncing option that is ON by default in your site. If you would like to use the fee-based Outlook add-on, please contact CSO Support.

The following items will sync to your Outlook or Google calendar:

 Events (Career Events, Info Sessions, Student Workshops, etc.)

 Interview Schedules

 Appointments (Appointment Scheduler items and personal events from your CSO System calendar)

 Observation Follow-Up Reminders

 Personal Events

Calendar Syncing - Setup Options:

An administrator may want to control which staff members see the calendar syncing options, what they see when they view the syncing options, and control how far into the future, and back into the past, syncing should occur.

Permission Setup:

To turn off the Google or Outlook syncing options for certain administrative access levels:

 Click on the + sign next to Forms

 Click the + sign next to Admin

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13 Memo Setup:

To customize the memos for this section:

 Go to Tools > Setup > Memos.

 Select the Role of Admin

 Select the Memo(s) you would like to edit.

There are five memos available with pre-loaded instructional text that you can edit as needed.

 Profile – Calendar Syncing – Already Syncing Google

 Profile – Calendar Syncing – Already Syncing Outlook

 Profile – Calendar Syncing (View)

 Profile – Calendar Syncing Google (View)

 Profile – Calendar Syncing Outlook (View)

Settings Setup:

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Google Calendar Syncing

How to Sync:

Click on the Google sync option under My Profile in your Administrator account.

This will lead you to a Google Sign In page, where you will sign in to your Google account.

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15 You will give Google permission to access your account:

Once you click accept, it will take you back to your CSO System Administrator homepage. Google Sync Details:

 It takes up to 10 minutes to push items to your calendar

 It will check every 5 minutes for updated items to add to your calendar

 How to stop the Sync: If you've signed up for the sync process and wish to stop the sync, you’ll need to go to: https://accounts.google.com/b/0/IssuedAuthSubTokens?hl=en.

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Outlook Calendar Syncing

Outlook Calendar Syncing is a fee-based add-on. Please contact CSO Support for more information. How to Sync:

 Go to My Account > Calendar Synching and click on the Outlook Add-in link. This will take you to a new page with a prompt to download the Implicit Sync software.

 IMPORTANT NOTE: You must leave the page open or print it for your records (Profile > Download Outlook Add-In) once you’ve downloaded and begun installation, as you will need the

information on this page to complete the installation. Follow the instructions in the Wizard to get this set up! Below you will see screenshots of each step of the Wizard.

NOTE: According to the system specifications for Implicit Sync, it will work with Outlook 2007 and newer

IMPORTANT NOTE: Leave this page open OR print it for your records – you’ll need it later.

 Click on the blue hyperlink in the following sentence: Download the Outlook Add-in by clicking here.

Follow the Implicit Sync Wizard Steps:

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17 Press Accept to begin the Setup process:

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18 Select Agree then press Next:

Click Next after choosing your folder (or leaving it as the default):

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19 Click Close once you see the Installation Complete screen:

During the Implicit Sync Installation, after you follow the steps of the wizard, it will tell you that you are finished.

The next step is to start Outlook, and set up the syncing in Outlook.

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20 After entering the License Key and Client ID, you will be prompted for your User ID, and Password. These are the same credentials you use to sign in to the CSO System.

You’ll be prompted to select a Root Folder.

 If you select \\Public Folders - email address when the information syncs from the CSO System , it will show on your regular outlook calendar with all your other appointments.

 If you choose \\email address it will create a new calendar in Outlook called CSO Research. We highly recommend choosing the \\email address option.

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21 If you install Implicit Sync on a computer that has had a previously installed version, you will get the following question when you reopen Outlook:

IMPORTANT NOTE: To uninstall Implicit Sync, go to your computer’s Start menu and select Start > Control Panel > Programs and Features and find Implicit Sync and choose Uninstall.

Co-op/Internship Timeline Search

Administrators and Students have the ability to search for Co-op/Internship Timelines to quickly see which companies have previously hired for Co-op and Internship positions.

Administrator View:

Administrators have an additional Database menu item called Co-op/Internship Program. IMPORTANT NOTE: This menu item is customizable to accommodate for different co-op/internship program names, so although it is referenced as the “Co-op/Internship Program” Database in these instructions, the name may appear differently in your site.

 This feature is not on by default and will need to be turned on and setup for usage.

 This feature is only available for clients who have purchased the Co-op/Internship Module that are using the New Student Face.

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22 To conduct a search, click the Co-op/Internship Program Database menu, enter in necessary search criteria in the Co-op/Internship Timeline Search page and click Search.

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Student View:

After a student logs in, they will see an option under the Job Search menu item called “Co-op/Internship Records Search”.

IMPORTANT NOTES:

 This feature will be OFF for Students by default.

 Although this feature is housed under the Job Search menu, it is NOT a job search – it is a records search for co-op/internship information.

Once a student clicks on the Co-op/Internship Records Search menu item, they will be able to search for active Co-op and Internship Timeline Records. Search results show any records that are linked to a term that is still Active under Tools > Setup > Co-op Timeline Terms.

IMPORTANT NOTES:

 When students are performing this search, only Co-op/Internship Timeline Records with an Active status will be visible. If the Co-op/Internship record is still pending or inactive, it will not be visible to the student.

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24 Keyword Search will search on Organization Name, Department, and Job Title within the Co-op/Internship Record. The fields that are visible in the search results grid include Organization Name, Job Title, Co-op Term, and City/State. There are not separate permissions for these values; if the student is able to view the field in the record then it will also be visible in the search results grid. If the permission to view these fields is off, then they will not be visible in the search results grid.

Administrator Setup Options:

Permissions Setup:

To turn this feature on for Students follow the following steps:

 Click the + sign next to Menus

 Click the word Student

 Click Edit

 Select the Student Roles that should be able to see this menu item

 Click Update

 Click Refresh at the top of the page

To turn this feature on for Administrators complete the following steps:

 Click on the + sign next to Menus

 Click on the word Admin

 Click Edit

 Select the Admin Roles that should be able to see this menu item

Click Refresh at the top of the page Menus Setup:

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 Go to Tools > Setup > Menus

 Click the + sign next to Student

 Click the + sign next to Job Search

 Click the words Co-op/Internship Records Search

 In the Menu Name text area type in the new menu name

 Click Save

 Click Refresh at the top of the page

To change the name of the menu that appears to Administrators complete the following steps:

 Go to Tools > Setup > Menus

 Click on the + sign next to Admin

 Click on the + sign next to Databases

 Click on the words Co-op/Internship Program

 In the Menu Name text area type in the new menu name

 Click Save

 Click Refresh at the top of the page Localization Setup:

You can brand the Search page to match the current terminology you use for Co-op/Intern. To update the name of the Co-op/Internship Timeline Search page:

 Go to Tools > Setup > Localization

 Scroll down to find Title of the Co-op Timeline Search Page

 Click Edit

 Update the text

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Introduction. Queue

Table of Contents

Introduction

Email Queue

Email Campaigns

Creating New Campaigns:

Campaign List:

Campaign Activity:

Calendar Syncing

Calendar Syncing - Setup Options:

Google Calendar Syncing

Outlook Calendar Syncing

Co-op/Internship Timeline Search

Administrator View:

Student View:

Administrator Setup Options: