Activities in Enrollment Manager record touchpoints between the institution and the constituent. These touchpoints are often communication with the constituent, but they can also give details on an action taken on the constituent's record. Most often the constituent will be a prospective student, but activities can also be associated with school personnel, alumni, volunteers and employers. Aside from tracking actions and communication, activities are an essential piece of workflow rules, which are automated processes that govern what happens next with a record. Generally an Activity includes:
Activities are either Open or Closed and are typically grouped accordingly, particularly when viewing them as related to the constituent record. Open activities have been created but not yet completed. Once an action is taken, an Activity can be closed and completed. Activities are said to be posted to a record when they are associated to the record. In general, the majority of the Activities for prospective students will be posted to the Opportunity record. These are known as Opportunity Activities. The Opportunity record is where a user will go if they are looking to manually enter or view activities related to the student. Examples of Opportunity Activities include those that indicate the prospective student:
Activities that are posted to the prospectives student's Person record are rare, and are usually done through a system action. These Person Activities are restricted to activities that indicate an official test score or transcript was received. For Person records that are not students, such as alumni, volunteers, school personnel or employers, activities should be posted to the Person record. For example a phone call to a high school counselor regarding a campus visit should be posted to Person record for the high school counselor. Creating a New Activity
It is best to begin creating a new activity by opening either the Opportunity record for the prospective student or the Person record for school personnel, alumni and volunteers. With the Opportunity or Person record open you can add an Activity as follows: 1. From the Activities area: Click on Add New Activity. Select from the types of Activities in the list. Activity Types include:
Most of the time Users should select the Task or the Phone Call activity type. When the Activity record appears, complete the following fields as needed:
2. From the Most Recent activities area for the Person or Opportunity (coming soon):
Saving, Closing and Completing Activities (Posting an Activity) When you are ready to save the Activity, take note of the following options and their behavior:
Viewing ActivitiesUsers can view Activities within the Activity Menu or as related to the specific entity record.Viewing Activities from the Activity Menu By default, the opening screen of the Activity area (Workplace --> Activities) displays information on all open Activities assigned to the user. These are activities that have been created and/or assigned to the user by himself, by another staff member, or by a system process. Users can change the view of their activities by using the dropdown at the top of the Activities menu to select a view such as 'My Activities' (all Activities assigned to the User) . Users can use an Advanced Find, or the query tool, to create custom views of Activities for this area. Viewing Activities from a specific entity record. Activities are either Open or Closed and are grouped accordingly as related to the specific entity record. To see the Activities posted to a Person, Organization or Opportunity:
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