Unifyed Student – Admit | Release 9.6

Apr 25 2020

Chicago, IL – Apr 25, 2020: Unifyed Release Notes for Unifyed Student – Admit, an admissions & recruitment CRM for Higher Education. This release provides information on the new features, enhancements and bug fixes in each release.

New Features

Decision Communication – PDF Document

Decision Tasks for Applicants have been enhanced with a new feature which creates a customized PDF document as the communication. Future enhancements include attaching the PDF file to an Email communication.
First, the PDF document must be established as a template in order to be used later by a Decision task. PDF Templates can be maintained by navigating through Application Settings>>>Decision Templates. A list page for existing PDF templates will have standard Admit behavior: sort by any column via arrow in the title bar, Customize Columns option, Add new template functionality, Edit existing template functionality.
PDF Template Page for adding new or editing an existing template:

  • Title – Descriptive name so that the template can be identified for use on a Decision task. The title will be used as the PDF file name when it is composed, thus should be meaningful to the reader.
  • Active – Toggle switch will indicate if the template is active or inactive. Active templates can be used on Decision tasks.
  • Calendar Type – Select all the Calendar Types that will be allowed to use the template for Decision Tasks. The “All” option indicates all current and future Calendar Types.
  • Enter the text of the document in the editor; apply all desired formatting.
  • Use short codes to customize the document. Short codes will be replaced with the actual Applicant value when the document is composed.

As a second step, the PDF template can be used by a Decision task template as the deliverable communication for a given decision. Decision task templates are maintained by navigation through Application Settings>>>Decision Task.

  • Channel/Task Type – Drop down list includes new option for Generate PDF.
  • Active – Toggle switch will indicate if the template is active or inactive. Active templates can be used on Decision tasks.
  • PDF Template – Drop down list of PDF template titles, associated to the specified Calendar Type, is exposed when Generate PDF is selected as the task type.
  • Remaining Decision Task template fields continue to behave in the same manner as previously released.

 

Finally, when the Decision task is assigned to an Applicant based on a decision being rendered, the PDF file which is generated will be available from Self-Service and on the administrative forms. The Applicant communication plan will also record the PDF generation event for historical purposes.

  • On Self-Service, the generated PDF document will be available for view under the application details. The PDF file is associated to the application for which the decision was rendered.
  • The PDF file name is derived from the PDF template title.

Applicant Administrative Form:

  • From the Applicant administrative form, the generated PDF document will be stored and available to view from the Documents section.
  • The PDF file name is derived from the PDF template title.
  • From the Applicant administrative form, the communication plan will record the event of the PDF generation.

Institution Default – Name Formating

Data formatting, for display and print, has been expanded to include name fields. Available formatting on First, Middle and Last name fields for Prospects, Applicants, Employees and Family members on the Self-Service and administrative forms includes camel case, all upper case or all lower case. Navigate through Settings>>>Institutional Defaults>>>Formats to access the new format for “Name Representation”.

  • Camel Case – Data entered will be stored as entered, but displayed or printed with the first letter of each word capitalized.
  • Lower Case – Data entered will be stored as entered, but displayed or printed in all lower case.
  • Upper Case – Data entered will be stored as entered, but displayed or printed in all upper case.
  • Calendar Type specific formats can be entered to override the Institutional defaults.
  • Formatting applies to Self-Service and administrative forms.
  • Data is saved as entered, and will display as entered when records are opened for edit. Formatting is applied to list pages, header details and printed material.
  • Upper case was set as the default Name formatting is the example above.

Employee Termination Date

Employee termination data is captured with a new termination indicator and a new termination date. Additionally a History section has been added to the Employee form to record the details of the Employee’s status.

  • Terminate Employee – Toggle to indicate that the employee is no longer employed by the institution. On indicates that the employee is terminated, and enables the termination date field.
  • Official Termination Date – Initially, this field will automatically capture the current date when the termination indicator is set. However, any previous date can be set to accurately reflect the last date of employment, should there be any time lapse between the employee’s last day and updates to the Unifyed Admit system.
  • A “Terminated” indicator will appear in the header area for any employee no longer employed by the institution.
  • History section will record the dates when the Employee record is created and any termination and reactivation events that occur.
  • When terminating an Employee, all roles associated to the employee must be removed, and thus any assignment rules and any Prospect or Applicant associations to the employee must be reassigned to an active Recruiter or Counselor. The system will enforce the reassignment of Prospects and Applicants to another Recruiter or Counselor by engaging the role removal process introduced in the previous release:

Dashboard – SMS Tracking Widget

A new dashboard widget, entitled SMS Tracking, has been added to monitor SMS usage by the institution.

  1. The circle graph depicts the total allotment of SMS units the institution has available for use with Unifyed. This total would increase if the institution adds units to their account.
  2. The circle graph also depicts the total number of SMS units used by the institution. The quantity used represents the total of SMS messages sent and received.
    • The total SMS messages sent from Unifyed Admit is stated separately on the left side.
    • The total SMS messages received by Unifyed Admit is stated separately on the left side.
  3. No filter options are available for this widget at this time.

Enhancements

Calendar Type Default Settings

The method for entering Calendar Type defaults has been improved for all settings on the menu; a visual cue clearly indicates which Calendar Types have default settings and Calendar Type defaults can be removed. Adding Calendar Type default values, to override Institutional default values, are still entered by navigating through Settings>>>Institutional Defaults.

  • + Add Calendar Type – Click the button to select the Calendar Type for which default values are to be entered. Calendar Type defaults override Institutional defaults.
  • Calendar Type default values are entered on exposed tab.
  • Calendar Type default values must differ from Institutional values in order to be saved.
  • Remove the Calendar Type default values by clicking on the “X” in the tab, this reverts the default values back to the Institutional values for that Calendar Type.

Institutional Defaults – Branding Self-Service

Self-Service configuration has been expanded, allowing the institution to more fully control its branding on the landing page, the initial Self-Service form and the Self-Service dashboard. The navigation bar menu has been modified to separate the configuration settings between Self-Service and the Inquiry form. Self-Service is now configurable by navigating through Settings>>>Institutional Defaults>>>Institutional Branding>>>Self Service.

  • Note: Example screen shots below clearly illustrate branding results.
  • Supported file types, and image size guidelines for best results appear under each image file field.
  • Choose File – Button allows upload of image file from local disk for use on Self-Service.
  • Configuration settings can be entered per Calendar Type to override the Institutional settings.

Landing Page Settings

  • Institutional Logo – Image file for institution’s logo. Image appears on Self-Service landing page and the initial visit Self-Service form.
  • Background Image – Image to fill screen background on Self-Service landing page.
  • Field Label – Text instructions for user, regarding the entry of their Email address.
  • Enable Overlay Text – Toggle indicates if text should appear on top of the background image. When enabled, the overlay text box is exposed so that verbiage can be entered.
  • Overlay Text – Verbiage to appear, in a transparent fashion, on top of the background image on the Self-Service landing page.

Self-Service Form Settings

    • Heading – Text verbiage to appear in the header bar on the Self-Service form; page is experienced by user on their first visit to Self-Service.
    • Subheading – Text verbiage to appear, under the heading text, in the header bar on the Self-Service form. Subheading text appears in a small font than the heading text.

Dashboard Settings

      • Header Background – Image file to fill the header bar area on the Self-Service dashboard.

Self-Service – Checklist Item Insufficient Reason

When applicable, the reason why a Checklist item, submitted by an Applicant, is deemed insufficient by the Counselor will be available for the Applicant to review on Self-Service. The submitted document will be available for review, to eliminate any confusion regarding what file was submitted, until a newer file is uploaded. The Counselor’s explanation should facilitate in making the next submission successful.
Note: this is an initial step for future improvements for enforcing curriculum rules and Academic Programs offered by institutions.

      • Submitted document is available for view.
      • Explanation as to why the document does not meet the Checklist item requirement is provided by the Counselor.
      • Choose File – Uploading another document will replace any previously submitted document.

Dashboard Widgets – Scrollable Ranges

All bar graph widgets on the dashboard now include the improvement, implemented for (2) widgets in Release 9.5, so that all data along the X-axis can be viewed by using the arrow icons to scroll. The arrow keys give the user the ability to move forwards and backwards within the data on the widget.

      • Next (right arrow, ->) and Previous (left arrow, <-) arrow icons force the widget to display the next, or previous group of data, with relation to what is currently on the screen. Arrow icons are available on both the expanded and collapsed widget when more data is available then what can be viewed on the current widget width.</li.

Communication Rules – Recruiter or Counselor Component

When establishing communication tasks or checklist items, the rules now include Recruiter or Counselor as a component to be tested. The assigned Recruiter/Counselor for a Prospect/Applicant will be used to test the condition of a task or checklist template that builds the Recruiter/Counselor component into a rule. Any pending tasks, assigned to a Prospect’s or Applicant’s communication plan which are based by a Recruiter/Counselor condition will be subject to change when there is any Recruiter/Counselor reassignment, or any role changes for employees. Completed tasks would not be affected.

      • Prospect communication tasks will include Recruiter as a component to be tested when the rule(s) are being evaluated for task assignment.
      • Applicant communication tasks will include Counselor as a component to be tested when the rule(s) are being evaluated for task assignment.
      • Applicant checklist items will include Counselor as a component to be tested when the rule(s) are being evaluated for checklist assignment.
      • Applicant decision tasks will include Counselor as a component to be tested when the rule(s) are being evaluated for decision task assignment.

Address Display

The appearance of address data has been improved by removing unnecessary white space. This white space was created by unused address lines. All displays of address blocks have been updated.

      • Previous gaps caused by unused Address Lines 2, 3 and 4, are removed.
      • Address block appearance is improved on Self-Service and administrative forms. Address appearance is updated for Prospects, Applicants, Employees and family members.

Dashboard – Recruiting Trend Yearly Widget

The Recruiting Trend Yearly widget on the dashboard has been modified such that the date range will start with the earliest month of the recruiting period, and end with the oldest month of the recruiting period, for the year(s) and season(s) selected.

Institutional Defaults – Communication Opt-In/Opt-Out

Configuring the communication opt-in or opt-out settings, for both SMS and Email, are available under
Settings>>>Institutional Defaults>>>Communication Opt-in/out. The fields can be enabled or disabled for users, but always remain visible for potential legal reasons, and clarity to the recipients. Additionally, a default setting can be indicated. Institutional defaults can be overridden per Calendar Type.

      • SMS Opt-Out – Toggle switch indicates is the field should be enabled or disabled. When the toggle is set on, then the field will be disabled and the user will not be able to change the value, however the text will still be visible.
      • SMS Opt-Out default value – The default value for the field can be set on or off by checking or unchecking the box. If the SMS Opt-Out field is disabled, then the default value is effectively mandating or prohibiting the use of SMS at the institution.
      • Email Opt-Out – Toggle switch indicates is the field should be enabled or disabled. When the toggle is set on, then the field will be disabled and the user will not be able to change the value, however the text will still be visible.
      • Email Opt-Out default value – The default value for the field can be set on or off by checking or unchecking the box. If the Email Opt-Out field is disabled, then the default value is effectively mandating or prohibiting the use of Email at the institution.
      • Settings apply to the Prospect and Applicant forms.
      • Settings apply to the Self-Service and administrative forms.

Institutional Defaults – Email Templates
Email Templates have been enhanced to accept settings per Calendar Type. Email Templates are created by navigating through Settings>>>Institutional Defaults>>>Email Template. There continues to be (3) different types of Emails that can be sent: Acknowledgement of Application, Inquiry Form Submission, Access Token for Login (Self-Service). Any and all of these can be configured specifically for a Calendar Type.

Duplicity Rule Engine
In the ongoing effort to improve the Unifyed Admit duplicity logic, updates were made to facilitate the awareness and resolution of duplicate and potential match records. Duplicity continues to be tracked on the most recently added or updated record, and after identifying a duplicate or a partial match for a record no further occurrences are sought; Unifyed expects to further develop the duplicity logic in future releases.

      • Notification system will be used to report duplicate and potential match issues to the assigned Recruiter or Counselor.

Access to Resolution

      • Duplicate – Duplicate or Potential Match indicator tag in the header area is an active button which will navigate to the resolution page.

Accessibility Compliance

Along with the platform, this release is compliant to WCAG conformance levels A & AA.

Supported Browsers & Devices

This release is supported on the following browsers and devices:.

Supported Devices
DeviceOperating System
iPad RetinaiOS 10.3.3
iPhone 6iOS 12.1.2
Nexus 5xAndroid 8.1.0
iPhone XiOS 12.1.2
One Plus 6Android 9
Samsung GalaxyAndroid 9
iPhone Xs MaxiOS 12.1.2
iPhone 11 ProiOS 13.1.1
Supported Browsers
DeviceOperating System
Chromeversion 68-71
Safariversion 12
Firefoxversion 55-64
Internet Explorerversion – latest

About Unifyed

Unifyed™ is the only AI-first, microservices-based, cloud-native student information system provider and serves over 750 colleges and universities in seven countries. Unifyed is a beautiful and easy-to-use solution designed with an AI-first approach to increasing student engagement and international enrollment. Developed by Columbia University in partnership with the higher education community, our solution is both affordable and flexible to meet the needs of traditional and non-traditional institutions alike.