Interaction Inventory: Interactions
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Use this page to view all interactions or Notepad actions for a selected individual or organization in the system. The Interactions tab shows messages, notifications, phone calls, and To Dos associated with an individual/organization, including those from previous versions of the software.
Respond to and comment on interactions with the View detail button and also create new email, note, phone call, To Do, and text communications.* You can also save attachments to your document storage if you have the appropriate permissions in Desktop Document Security.
Note
Phone numbers can be assigned to multiple people in J1 Web. When you respond to a text message or answer a phone call, the number is locked so multiple users cannot respond at once. You have a pre-determined amount of time to reply before the number is unlocked (Communication Management Texting Settings > Manage grace period).
*Phone call and text only available with Communications Plus.
Note
You must enter a person or organization name in the Select Person or ID field to see interactions and create communications.
If filter options aren’t appearing, click the No filters applied link. You can filter interactions in several ways:
Searching by specific word using the Keyword filter
Using a filter or combination of filters to view interactions (e.g., keyword, name/description, type, etc.)
Using the column headings to sort interactions
Note
Notepad archive information is view only and cannot be added to or updated.
Access the Interaction Inventory page, Notepad Archive tab.
Enter a name in the Select Person or ID field.
If filter options are not visible, click the No filters applied link.
Select from the Code, Description, Date Range, and Type filter checkboxes and enter the appropriate information.
Click Apply.
*Available with Communications Plus.
Note
To make a call from J1 Web, you must be assigned to a Twilio number with call forwarding enabled and you must belong to a role with access to phone call interactions.
Click Create communication or Create new communication.
From the Communication Type drop-down, select Phone call.
From the Recording drop-down, select None or Record.
Select an Interaction code, Name / Description from the drop-down.
Note
Only those active codes you have access to are available. For more information about permissions, contact your module manager or campus support team.
If you are assigned to more than one number, select the phone number you want to call from.
Note
When you select a shared phone number, anyone else assigned to that number with access to the interaction code can view information about the call you are making.
From the To field, start typing and select the name of the person you want to call.
Tip
The person you are calling must have an active, valid phone number in the system.
Click Save and call now. The Phone Call Details window appears showing information about the individual you are calling. If you opted to record the call, recording options will also appear.
* Available with Communications Plus.
Click on the message you want to reply to.
Click Reply.
Enter your response in the field and add attachments as needed.
Tip
You can add emojis and hyperlinks when you reply to texts. Click the help icon to see helpful shortcuts, keyboard navigation details, and plugin and version info.
You can enter up to 1,600 characters, but long texts will be broken up into multiple 160-character texts.
Select a send option.
For emails, click Send.
For texts, click Send or Send and close timed session.
Tip
When you select Send and close timed session, the number is unlocked and other users who have been assigned to that number can respond to messages.
Note
Recipients must have a valid, verified email address in the system. Email addresses are managed on the J1 Web, Person Information Details page, Contact Info tab and in the Desktop on the Name Entity window, Addresses tab.
Click Create communication or Create new communication.
From the Communication Type drop-down, select Email.
Select an Interaction code, Name / Description from the drop-down.
Note
Only those active codes you have access to are available. For more information about permissions, contact your campus support team.
Start typing and select the individual or shared email you want to use to send the email in the From field.
If your school uses SendGrid, you can view a list of valid email addresses in the system that can be used to send the email from the Communication Settings page, Email Addresses tab. You can also see the individuals assigned to them. This can be helpful when your school has a general email address with several individuals assigned to it (e.g., admissions@yourschool.edu).
Note
When you select a shared email address, anyone else assigned to that email address with access to the interaction code can view, and depending on their permissions, respond to the message you are sending.
If your school uses the Client Application Services as your email provider, your email address is selected for you.
From the To field:
Select the People/Organizations option to choose recipients by name.
Select the Data Set option to select recipients by a SQL or InfoMaker query.
Select the contact type you want to use to send the email. For example, a student can have *LHP (legal/home/permanent) and *CUR (current) email addresses in the system. This option lets you to specify which contact type should be used to ensure the communication is delivered to the appropriate email.
Enter a descriptive Subject.
Add your message to the Body field. Apply formatting add hyperlinks using the options available.
To add an attachment, click Attach file, navigate to and select a file.
Click Send.
Click Create communication or Create new communication.
From the Communication Type drop-down, select Note.
Select an Interaction code, Name / Description from the drop-down.
Note
Only those active codes you have access to are available. For more information about permissions, contact your module manager or campus support team.
Enter a descriptive phrase in the About field.
Add your message to the Note field.
Tip
Click Help to access shortcuts for the note content, including keyboard navigation details, plugin info, and version info.
To add a hyperlink:
Click the link icon
.Enter the URL.
Add an optional Text to display and Title.
From the Open link in... drop-down, select Current window or New window.
Click Save.
To add an attachment, click Attach file, navigate to and select a file.
Click Send.
*Available with Communications Plus.
Note
Recipients must have a valid, verified SMS number in the system. Recipient phone numbers are managed on the J1 Web, Person Information Details page, Contact Info tab and in the Desktop on the Name Entity window, Addresses tab. At this time, you can only select one recipient.
Click Create communication or Create new communication.
From the Communication Type drop-down, select Text.
Select an Interaction code, Name / Description from the drop-down.
Note
Only those active codes you have access to are available. For more information about permissions, contact your module manager or campus support team.
Select the phone number to send the text from.
Note
When you select a shared phone number, anyone else assigned to that number with access to the interaction code can view, and depending on their permissions, respond to the message you are sending.
From the To field:
Select the People/Organizations option to choose a recipient by name.
Select the Data Set option to select recipients by a SQL or InfoMaker query.
Select the contact type you want to use to send the text. For example, a student can have *LHP (legal/home/permanent) and *CUR (current) phone numbers in the system. This option lets you to specify which contact type should be used to ensure the text is delivered to the appropriate number.
Enter your message in the Body.
Tip
Messages can be up to 1,600 characters, but long texts will be broken up into multiple 160-character texts.
Click Send or Send and close timed session.
Click Create communication or Create new communication.
From the Communication Type drop-down, select To Do.
Select an Interaction code, Name / Description from the drop-down.
Note
Only those active codes you have access to are available. For more information about permissions, contact your module manager or campus support team.
Enter a name in the Assigned To field.
Enter a descriptive phrase in the About field.
Select a To Do Type.
Enter a task description in the To Do Item field.
Enter the number of Days to Complete the task.
Add task information in the To Do Details.
To add an attachment, click Choose file, navigate to and select a file.
Click Send.
*Available with Communications Plus.
Click on the message you want to add comments to.
Click New comment.
Add your message in the New comment field.
To mention someone in the comment:
Enter the @ symbol, followed by the individual’s name. A list of users matching that name appears.
Select the appropriate name. Their name will appear in bold.
Repeat as needed.
To add an attachment, click Attach, navigate to and select a file.
Click Add. If you included @mentions, those users will receive a notification letting them know they've been mentioned.
*Available with Communications Plus.
Note
You can only edit and delete comments you have added.
Click on the appropriate message.
To edit:
Click the Edit icon.
Update the comment as needed.
To tag an individual, enter the @ symbol, start typing their name, and select it. If you included @mentions, those individuals receive a notification letting them know they've been mentioned.
Click Save.
To delete, hover over the . . . and click Delete.
*Available with Communications Plus.
Click on the appropriate message.
Hover over the . . . and select Mark as read or Mark as unread.
* Available with Communications Plus.
Important
Document storage categories and document types are based on your permissions in Desktop Document Security and your Document Storage settings.
Click View detail for the communication.
Click Save as on the attachment message.
Select a Document Storage Category.
Select a Document Type.
If you want to change who the attachment is associated with, click the x next to the sender name and enter another name in the Associate With field.
If you want to change the attachment name, enter a name in the Rename Document As field.
Click Save.
No, Notepad interaction cannot be updated. They show a record of pending and previous communications applied to an individual or organization’s record in Desktop.
No, the inventory shows previously sent communications and future communications that are scheduled to go out, but haven’t been sent yet.
Unicode characters may appear when looking at a Desktop Archive item because Desktop Notepad actions could be styled, but those styles cannot be used in J1 Web.
Check with your module manager to see if your permissions changed. Access to interactions and interactions codes is controlled by your role and the related interaction access permissions.
Code is a unique identifier given to interactions when they are created. Access codes are the modules/departments that have permission to see different interactions.