Jenzabar Campus Portal Features Help Hub

Web Communications Management - Archive

Tip

Only releases with enhancements or resolved issues for this module have content below.

2021.3
Enhancements
2021.2 Introduces the Full, Licensed Version of Communications!
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The licensed version of Communication Management is available with 2021.2. Communications Plus offers:

  • Texting Capabilities

  • Communication Feed

  • Interaction Inbox

  • Enhanced Email Features

Sending a Text

You can send texts to any constituent in the system with a valid, verified, SMS-capable phone number.

Note

Recipient phone numbers are managed on the Desktop, Name Entity window.

Users assigned to a phone number in J1 Web can use the new Text Communication Type option to send text messages from the Create New Communication window. Text messages are sent in plain text, but you can insert emojis and type out web addresses.

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Note

Jenzabar provides several general text interaction codes so you can get started with texting right away; however, to collect meaningful data for analysis, Jenzabar recommends defining your own internal use only text interactions (Define Interaction process).

The define interaction process lets you create text messages that can be sent immediately, scheduled, or saved and combined with interaction sets that are sent according to a schedule you create.

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To view and reply to texts, access the Interaction Inventory as well as the new Communication Feed and Interaction Inbox.

Communication Feed

The Communication Feed is accessed from the View feed icon on individual and organization pages and lets you view the scheduled, recent, and past communications associated with the individual/organization.

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The feed shows interactions in chronological order and includes options to access detailed information and show more interactions.

Note

You can only see communications you have permission to access.

Icons indicate the type of interaction and blue indicators alert you to unread interactions and comments.

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Click a view details icon > to access detailed interaction information. From the interaction window that appears, you can see the interaction's content, view and add internal comments, and if you are included on the exchange, use reply options to send a response. Blue indicators alert you to unread comments.

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Interaction Inbox

The new Interaction Inbox provides a centralized location for viewing and responding to texts and emails you have sent or received in real-time. Access the Interaction Inbox from the Universal Toolbar.

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Like the feed, icons indicate the type of interaction and blue indicators alert you to unread interactions and comments. You can sort by headers and use filters to find specific communications.

Click View detail to access the interaction. From the interaction window, you can see the interaction's content, view and add internal comments, and use reply options to send a response.

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Important

To access the Interaction Inbox, users must be assigned to the new Communication Management Licensed role with the Can access interaction inbox permission enabled.

Enhanced Email Features

The define email interaction process includes a new Template format option.

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Texting Setup
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  • Apply the Communication Plus license. Contact your Customer Success representative for more information.

  • Create an account with Twilio and assign J1 Web users to the numbers you purchase.

    To ensure immediate, bi-directional interactions work correctly, your school will need to collaborate with your IT department to update your DNS settings.

  • Set up J1 Web configurations:

    • Enter your Twilio account security ID and authorization token in J1 Web (System Administration, Communications, Texting Provider).

    • Configure where incoming file attachments will be temporarily stored and how frequently you want them deleted (System Administration, Communications, Attachment Files).

    • Compose a welcome message that will be the first text recipients get after they opt to receive text messages from your school. Federal government guidelines require including information about opting out (System Administration, Communications, Texting Template).

    • Verify your data definitions:

      • Ensure phone carriers your recipients may be using are available and active. Jenzabar provides commonly used phone carriers, but you can add others.

      • Ensure the appropriate phone types are active and prioritized in the order you want the system to look for them when sending a text. For example, if you make *CUR the first priority and *LHP the second priority, then when a text is sent, the system will look for a phone number in the *CUR first. If a number isn't found, it will look for one in the *LHP.

        Note

        Phone numbers are managed in the Desktop (Name Entity window). Recipients must have an active, verified, SMS-capable number in the system in order to receive text messages.

  • Set up user permissions.

    • Verify users who will define text interactions are assigned to the Communication Management Base role and have the interaction permissions enabled. Jenzabar recommends granting these users add, edit, delete, view, and apply interaction permissions. Users that will only be sending/responding to text messages do not need this level of permissions (System Administration, System Roles or System Users pages).

    • Verify users that will be sending/responding to texts are assigned to a role with access to the appropriate interactions enabled (System Administration, Edit Role, Interaction Access tab).

    • Assign users who will be actively texting constituents to the Communication Management Licensed role so they can access the Interaction Inbox. This step is optional as texts can be viewed and sent from the Interaction Inventory and Communication Feeds, but the Inbox provides a centralized location for working with texts and emails (System Administration, System Roles or System Users pages).

  • Ensure recipients have valid, SMS-capable phone numbers.

    There's no need to evaluate every potential recipient in the system. J1 Web lets you know when a text cannot be sent due to invalid or missing information. In 2021.2, contact information is managed in the Desktop, but a future release will include the ability to update contact information in J1 Web.

  • Define "internal use only" text interaction types to categorize texts you want to send.

    Jenzabar provides several default text interactions that can be used for general texting purposes. Defining additional text interactions lets you create different types of texts that can be tailored and reused in interaction sets.

New Communication Schedules Block

A new Communication Schedules block on the Communication Management Hub page shows interaction schedules queued to run on a selected day. Interaction schedules determine when an interaction set, or series of communications, will go out. This new block lets users click on a schedule to see recurrence information and the sets and interactions associated with it.

For more information:

The image shows the new Communication Schedules block and schedule details.

Important

Users in the Communication Management Base role with the Can view schedules permission enabled can access this block.

New Interaction Errors Block

A new Interaction Errors block on the Communication Management Hub page provides a consolidated list of issues that impacted the system's ability to send/apply interactions. Common issues include technical problems and missing/invalid contact information. Errors can still be seen on the interaction's Run History block and page as well. For more information, see the Interaction Errors help page: https://jenzabarhelp.jenzabar.com/ews/help/J1Web/released/en/interaction-errors-block.html

The image shows the new Interaction Errors block and run details.

Important

Users in the Communication Management Base role with the Can view interactions permission enabled can access this block.

Send Notifications to Students, Faculty, and Staff in the Campus Portal

Notifications can now be sent to Campus Portal students, faculty, and employees that are not in J1 Web. Notifications will pop-up in their active web browser even when they are not actively using the Campus Portal. There are no new settings or processes to use this new feature. Create/apply the appropriate notification and then send it selected students, faculty, and employees or use a data set query to select the recipients for you.

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Note

To see the notifications, recipients must allow alerts/pop-ups for your Campus Portal site. Depending on their browser settings, they'll be prompted to accept the pop-up the first time one is sent or they may need to access their browser settings and add the site to their allowed alerts/pop-ups.

Additional Enhancements
  • InfoMaker PBL queries can now be uploaded and used to create data sets for determining interaction content and recipients.

  • Data sets are now uploaded on the Data Sets page and selected during the define interaction process.

  • Failed interactions can now be re-queued to try sending/applying again.

  • A new option to assign a print document To Do to someone is available as part of the define document interaction process.

  • Several updates to define interaction processes make creating and activating interaction templates even easier.

  • A new Queued Interactions tab on the Schedules page shows individual interactions scheduled to go out.

  • Interaction Set Summary window now provides more detailed information and links to associated interaction pages.

  • Emails sent from the Create New Communication window can now be sent to multiple recipients.

  • New Document Storage options let you store J1 Web files and attachments in multiple locations including a network location. For more information, see the 2021.2 Desktop Common Enhancements section.

Resolved Issues

Issue

Description

RN25485

On the Interaction Inventory page, in the Select Person or ID field, the search didn't return people whose ID had 3 digits.

RN27312

On the My General Settings page, Communication Preferences, Communication Forward section, the Forwarding Email Address drop-down showed email addresses from domains not allowed by the To Do and Interaction Forwarding setting in Communications settings.

RN27313

The To Do and Interaction Forwarding Domain setting in Communications setting was inadvertently case sensitive.