2011 Product Updates

NOTE: The details in this article are included for archiving purposes only. The content should not be used as a reference for current functionality as the details below may be out-of-date. 

December 2011

Update on Enrollment Manager 2011: Upgrades are almost complete...
Most of our clients are now updated to Enrollment Manager 2011. If you haven't been upgraded yet, you will be soon! Your VEC will be meeting with you to review the changes but we've also compiled our Enrollment Manager 2011 FAQ in the Knowledge Base. In addition, you'll find great documentation on the changes to Email and great new options for navigation and filtering in the Knowledge Base.

2011 Student Gateway: Access Updates
As part of our update to Enrollment Manager 2011, some changes were needed to the Student Gateway that are now in place. The Student Gateway allows your applicants to check the status of their application requirements online. The functionality has not changed, only the address used for access. The new address for each client using Enrollment Manager 2011 is http://orgname.g.422x.com where OrgName is equal to your login URL. For instance, Greenville University would use http://gu.g.422x.com. If you use Student Gateway, please update your communications and web site with this information. 

Secure FTP Changes: New Access Address
For schools that use Secure FTP to transmit data to Enrollment Manager 2011, the FTP address has been changed. The new address will be ftp://orgname.ftp.422x.com where OrgName is equal to your login URL. For instance, Greenville University would use ftp://gu.ftp.422x.com. This new address is ready to use now and your old address will be discontinued soon. Please make any changes necessary to your existing systems and let us know if you have any questions. 

Optimizing Advanced Export: Upcoming change to activities
For clients that use Advanced Export, you're already aware of updates made to improve performance. In 2012, we'll be making a change to the way activities are managed by no longer replicating activities found in the System Activity Category. System Activities are those activities that are typically unimportant for reporting and integration, such as merge activities or data import activities. All other activities dealing with communication, applications, scores, etc will continue to be replicated. This change will further help with performance. 

Mailgun functionality: Microblogging using Enrollment Manager
The advantage of microblogging tools like Twitter is that you can quickly and easily send a short message to a group of followers. Enrollment Manager offers this type of function now using Mailgun. Simply setup your Outreach List and copy the unique 'Mail Gun' email address. By sending a message to this address, your message will shoot out to everyone on the list. 

Online Application Forms: New Information on Started Apps
For schools utilizing an online application hosted by Admissions Lab, the Started Application functionality is now live. If you've requested this, you should start seeing your Started Application data in Enrollment Manager this week. If you haven't requested this, here are the details:
Currently, data is stored in Web Forms Manager until the student submits the application. With this new process, data is sent to Enrollment Manager twice-- once when the application is started and again when it is submitted. The started application will create an inquiry record so that communication with the student can begin earlier in the process. 

Inaugural Enrollment Manager User Group Mtg-- Save the Date!
Unconference Yourself
Ever get some great ideas at a conference…and then never quite have the time or means to implement them into your recruitment strategy? That’s about to change. Admissions Lab will hold its inaugural user group meeting as part of a joint enrollment conference co-sponsored by RuffaloCODY and Scannell & Kurz. Content will include “best-practices” sessions and discussion groups designed to maximize your use of Enrollment Manager as well as broader recruitment/enrollment strategy presentations. Save the date now!
    July 31-August 1, 2012
    Boston, MA
Watch for more details coming soon...

November 2011

Update on Enrollment Manager 2011
The upgrade is here...
The new 2011 version of Enrollment Manager has been released. We appreciate your patience during our development and testing. We have begun upgrades to 2011 and will continue through November and December. You will hear from your Virtual Enrollment Coordinator about scheduling your upgrade. The upgrade will occur at a mutually agreed upon date and time. Webinars will be held in advance to provide information about your upgrade so that you're fully informed of changes.

Infrastructure Improvements: Speed and reliability
If you monitor the System Status page, you may have noticed the maintenance alerts showing recent activity to improve performance. We've been working closely with Microsoft to improve performance through application and database tuning. This work will continue but we've already seen reports of performance improvements. 

Online Application Forms: New Information on Started Apps
For schools utilizing an online application hosted by Admissions Lab, we'll begin offering a new process to capture information on Started Applications. Currently, data is stored in Web Forms Manager until the student submits the application. With this new process, we'll be sending data to Enrollment Manager twice-- once when the application is started and again when it is submitted. The started application will create an inquiry record so that communication with the student can begin earlier in the process.  The only form behavior change will be the addition of some fields to the Account creation process to assist in the creation of the inquiry record. This new process will go into effect later in November. 

Quick Find Changes: Faster Results from Searching
As part of our performance tuning efforts, the Quick Find functions for Opportunities and Persons have been updated for efficiency. When searching for records, the fields included in the search have been pruned and indexed to provide quick results. Additional information about Quick Search is available in the Knowledge Base. 

Product Vision White Paper: The Future of Enrollment Manager
If you missed NACAC, we offered visiting clients a new white paper that offers a view into the future of enrollment management. This document is intended to offer a vision into the future direction of Enrollment Manager, including its services, infrastructure, features, and support enhancements. In each part of this document, you’ll find broad directional statements that lay the foundation for our vision as well as specific goals and processes that manifest themselves through proposed delivery timelines. 

Standard Export: New Fields Coming Soon
Enrollment Manager 2011 will include new fields and functionality that you may want to use for external systems. In support of that, we're adding many new fields to the Standard Import, Standard Export, and Advanced Export. These changes will be rolled out in February 2012. For Standard Export, we've updated the documentation to give you plenty of notice of these changes. If you currently use the Standard Export for integration and reporting, you can see the updated documentation in the Knowledge Base. 

October 2011

Update on Enrollment Manager 2011
The best is yet to come...
Enrollment Manager 2011 Upgrade Approaching
The new 2011 version of Enrollment Manager is undergoing extensive testing before being released to our customers. This testing is taking longer than originally anticipated, and we are committed to making every effort to ensure our products meet our customer’s expectations for quality, reliability and performance. We appreciate your patience during this period and will provide an update on the status of Enrollment Manager 2011 on or before October 31.

Product Vision White Paper: The Future of Enrollment Manager
If you missed NACAC, we offered visiting clients a new white paper that offers a view into the future of enrollment management. This document is intended to offer a vision into the future direction of Enrollment Manager, including its services, infrastructure, features, and support enhancements. In each part of this document, you’ll find broad directional statements that lay the foundation for our vision as well as specific goals and processes that manifest themselves through proposed delivery timelines. 

Data Archiving: Performance Improvements
In an effort to maximize performance within the Event Manager module, we will be archiving transactional data over 13 months old. This is being done to improve overall performance within the Event Manager module. This archive process will not affect any data inside Enrollment Manager nor will it affect any active registrations. Activity data imported into Enrollment Manager indicating attendance, cancellations, or no-shows will remain available.

September 2011

New Features in Enrollment Manager: Email, Landing Pages, and more...
Email Validation and Inbox Preview
We've now made email testing much easier! The new validation functionality within Email Marketing allows you to test your message in up to 25 different devices and email clients-- without sending a test message. See how your message looks in Outlook, or an iPad, or Gmail/Firefox. It's groundbreaking and it's available now. 

Mailing Subscriptions
What if a student WANTS to get your admissions-related email, but DOESN'T want your monthly newsletter? Mailing Subscriptions allow you to offer that flexibiity by letting the student indicate the type of communication they want from you. 

Landing Pages
Need a place to put web content? Landing Pages may be what you're looking for. By creating a Landing Page, you're immediately given a URL to use which means your content is immediately available on the web with no publishing required. You'll have access to the same HTML Editor you use for email, so it's easy to use. 

System Status Page
Admissions Lab is now maintaining a System Status page within the Knowledge Base. The page will provide updates on all Enrollment Manager systems. If our team is working on any known issues, this page will be updated with the latest status. 

Third-Party Import Updates: Enrollment Manager Import Support
A number of third-party data providers revise their file layouts yearly, often requiring development changes to the processes for importing them to Enrollment Manager. Here is the status of commonly used third-party imports that have updates available or in progress:
  • The updated Common Application import was released August 22. All clients using this import have already had all necessary lookup mapping changes made for using the new import. 
  • NRCCUA uniform record layout (CSV) revised its file format as of August 29. There were some minor changes to the file layout that did not affect any of the Enrollment Manager mappings. NRCCUA reassigned codes for a number of Academic Majors/Interests, so those must be updated before importing files in the new layout. These updates are coordinated by Admissions Lab support services with each client using the NRCCUA import at the time they are ready to start importing files with the new layout. 
  • ACT electronic score reports will change format as of September 19. The file layout is unchanged. One change is made to mapping, based on new Country data being supplied by ACT. Admissions Lab support will coordinate an update of Country lookup values on September 19, so that files with the new format will be mapped correctly.
  • IMPORTANT NOTE: Be sure that all ACT data files with the 2010-2011 format are submitted prior to September 19! Before importing ACT files received September 19 and later, confirm with Admissions Lab support that the Country lookup mapping update has been completed in your database. 
  • College Board Student Search Service (CBSSS) will change format as of September 27. New Descriptor PLUS cluster fields are added at end of file, requiring lookup changes that will affect only Descriptor PLUS clients. These updates are coordinated by Admissions Lab support services with each client using the CBSSS import at the time they are ready to start importing files with the new layout. 
  • SAT electronic score reports will change format as of October 17. All test date fields are expanded to 'mmddyyyy' from 'mmyyyy.' While this change will require development changes for the Enrollment Manager import, no client input is needed. However, you should be sure to submit all 2010-2011 SAT data files prior to October 17. Another reminder will be sent closer to the date of the release. 
If you are not currently using one of these third-party imports, but would like to do so, please see more information in our Knowledge Base.

End of Cycle Processing
Getting Ready for Fall 2012
Clients are strongly advised to execute thes following steps to close out the 2011 enrollment cycle.
  • Move Opportunities to a terminal status and close as 'Won' or 'Lost'.
  • Specify the end-of-term date, which will be used to determine which data is included in the Standard/Advanced Export.
  • Reassign/Update Territories.
  • Review/Update Workflow Rules and clear Outreach Lists
  • Review/Update Default Settings for Imports and Analytics
  • Review/Update Online Forms
  • Review/Update Event Registration Manager Values 
For more details on each of these areas and other planning tips, refer to the Knowledge Base. Contact your Virtual Enrollment Coordinator or Admissions Lab support for further assistance in executing the steps above. 

August 2011

Enrollment Manager 2011 Update: Last Chance for Webinar! 
If you missed the webinars offered this month, you have ONE MORE CHANCE to see Enrollment Manager 2011 before the roll-out. Click below to register for the last webinar:  
  Wednesday, August 24, 2011 11:00 AM - 12:00 PM EDT
If you can't make this event, you can always view a recorded version of the webinar or learn more about the upgrade in the Knowledge Base. Contact your Virtual Enrollment Coordinator for other details related to this upgrade.  

Common Application 2011-2012: Enrollment Manager Import Support 
As mentioned in the previous update, the latest version of Common Application import will be ready to use on Monday, August 22. Before using this latest import standard, please contact your Virtual Enrollment Coordinator to verify that your latest lookup values are setup for the new year. This is a once-a-year requirement that allows you to upload data directly from Common App.  

Common Application 2011-2012
Each year The Common Application is updated, which requires updates to the Enrollment Manager import process supporting this data. While these updates to the Common App Data Dictionary are typically made available in May, this year's updates were not published until July. Enrollment Manager support for Common App 2011-2012 imports requires development effort from both The Common Application data team and Admissions Lab. As reported in our July update, we're making every effort to support Common App imports as soon as possible. 

This message is to update you on progress with this effort. The final data layout for the latest Enrollment Manager Common App Import has now been finalized and the new import is in development. We expect to have development complete by August 21. If you have any questions about this work, feel free to contact Admissions Lab Support or your Virtual Enrollment Coordinator.

July 2011

Enrollment Manager 2011 Update
As promised, we'll be hosting a series of webinars introducting Enrollment Manager 2011. We encourage all users to register to see the new look of Enrollment Manager coming in August. This update is primarily focused on plumbing (leveraging the latest version of Microsoft Dynamics CRM) and navigation (using the ribbon navigation prevalent with all Microsoft products). Register today!
  • Monday, Aug 8, 2011 1:00 PM - 2:00 PM EDT 
  • Wednesday, Aug 10, 2011 2:00 PM - 3:00 PM EDT 
  • Thursday, Aug 11, 2011 10:00 AM - 11:00 AM EDT 
  • Tuesday, Aug 16, 2011 11:00 AM - 12:00 PM EDT 
End of Cycle: Getting Ready for Fall 2012
Get ready for the Fall 2012 recruitment cycle! Clients are strongly advised to these following steps to close out the 2011 enrollment cycle.
1. Move Opportunities to a terminal status and close as ‘Won’ or ‘Lost’.
2. Specify the end-of-term date, which will be used to determine which data is included in the Standard/Advanced Export.
3. Reassign/Update Territories
4. Review/Update Workflow Rules and clear Outreach Lists
5. Review/Update Default Settings for Imports and Analytics
6. Review/Update Online Forms
7. Review/Update Event Registration Manager Values For more details on each of these areas and other planning tips, see the User Guide. Contact your Virtual Enrollment Coordinator or Admissions Lab support for further assistance in executing the above steps.

Common App Update
Each year The Common Application is updated which requires updates to the Enrollment Manager import process supporting this data. While these updates to the Common App Data Dictionary are typically made available in May, this year's updates were not published until last week. Enrollment Manager support for Common App 2011-2012 imports requires development effort from both The Common Application data team and Admissions Lab. We want to assure you that we're making every effort to support Common App imports as close to the August 1 launch as possible. 

Improved: Social Sharing
Beginning next week, the social sharing funtionality will be updated to share the title of the sharing item automatically. 

Update: Email Marketing HTML Editor
Several updates are being released to improve the quality of your HTML Email content. HTML Comments will now automatically be removed from the code to improve SPAM scores. Links created in your email without HTTP or HTTP references will be automatically cleaned up to assure links (such as www.google.com are properly directed.

May 2011

Updated Documentation: Competitors
This time of year clients are determining who we 'won' and who we 'lost'. Enrollment Manager helps track this
information using Competitors and we've updated our documentation to help you make use of this important functionality. 
 
Updated Documentation: Capitalization Routines
Did you know that in addition to basic address correction, Enrollment Manager automatically adjusts the capitalization of names and addresses? These routines are running every day to make your data as clean as possible. We've updated our documentation to help explain how this works.
 
Update: Email Marketing and Web Intelligence
All Enrollment Manager users are now using the new Email Marketing module (or will be next week). If you missed the webinars offered and/or need a refresher, a recorded version
is available online: REGISTER: https://www1.gotomeeting.com/register/514744505
 
If you have questions about the new Email Marketing or Web Intelligence modules that aren't addressed here, contact Admissions Lab Support or your Enrollment Operations Manager to get up-to-speed with this exciting
functionality. 
 
Update: Advanced Export 
A new version of Advanced Export is being released to provide improved data communication and automated updates. The new updates will be deployed in the Admissions Lab data center in early June and will require an update to the client side (campus-based) software. After this update, subsequent updates will happen using the new auto-upgrade function. Contact support if you have any questions.
 
Social Network Marketing
Enrollment Manager makes it easy to promote your college through social networks using email marketing. We've now added four sets of social networking links to the Email Marketing module. Just insert one of these sets into your email (using one of four different sizes) and Enrollment Manager does the rest. Your email will be instantly 'shareable' through Facebook, Twitter, MySpace, LinkedIn, Digg, Del.ico.us, Newsvine, Reddit, and StumbledUpon. 

March 2011

New: Email Marketing 
As previously announced, our new Email Marketing and Web Intelligence modules are ready to be deployed. Because this functionality is so important to users, we'll be holding webinars beginning next week to introduce this functionality and discuss the transition from the existing Bulk Email functions. To see a preview, the Knowledge Base has been updated with information on the new functionality. We encourage all users currently involved in email generation to attend one of these one-hour webinars. A recorded version of the webinar will also be available. Your Enrollment Operations Manager will contact you to schedule your upgrade.

New: Web Intelligence Module
Web Intelligence is designed to offer unprecedented functionality for an admissions office. By tracking student movement on your web site, you'll now know which of your constituents are interacting with your web site, how they got there, which pages they viewed, and how long they stayed. Use this insight to react quickly to new prospects, and also understand how existing prospects, applicants and other constituents -- like parents, counselors, even volunteers -- are interacting with your website, videos, and emails. Attend one of the Email Marketing webinars above to learn more or read about it in the Knowledge Base.

Update: Advanced Export
A new version of Advanced Export is being released to provide improved data communication between the production databases. The new updates will be deployed in the Admissions Lab data center this weekend and will require an update to the client side (campus-based) software. Contact support if you have any questions.

New: Quick App Form
A new online form is available to help boost applications, the Quick App. This new application form is designed to make applying easy by collecting only the most important items from the student. All data collected is sent directly to Enrollment Manager as a new application. It's also designed to be used in combination with email to provide the student with a pre-filled application form. Check the knowledge base for more information.

January 2011

New Admission Response Form

A new standard form is available for all Enrollment Manager clients. The Admission Response form allows you to collect a deposit for students interested in enrolling, or find out their intentions if they decide not to enroll. The form can update Enrollment Manager automatically with the new status of Deposit or Withdrawn. In addition, the form can be pre-filled using a link from Bulk Email and a summary of data submitted can be emailed to a standard address for review.

Improved Mapping in Travel Management
The Trip Map in Travel Management has been upgraded to include improved turn-by-turn directions and print functionality.

New File Import Functionality
This release contains some major new functionality to ease the process of importing data. The File Import utility now includes the ability to upload custom files that don't have the Standard Import column headers. The new functionality allows you to map your own values to the Standard Import fields.

New Profile Report
A new standard report is now available which provides a one page summary of an applicant. The Profile Report includes a variety of Person and Opportunity fields, PersonOrg data, official scores, interests, and recent activities. The report can be used as a file summary, read sheet, or a simple printout for those interviewing students.

PersonOrg Enhancements
The GPA field has been modified to allow three digits after the decimal (#.###). Previously the GPA was limited to #.##. In addition, a new field has been added to the record for First Attended Date.

Update to Person Preview
The Person Preview function available from the Person view now includes the full address of the Person including Zip Code.

Update to Outreach List Grid
In an effort to improve Outreach List processing, the Outreach List grid now includes the Outreach List Member count. This indicates how many people are currently on each list in need of communication.

Student Gateway Enhancements
A few changes have been made to the Student Gateway including additional instructions for the student and formatting changes to the data displays.

Opportunity Merge Update
The Opportunity Merge functionality has been updated to include Status Changes. Status Changes from the child opportunity will be merged with the parent opportunities. To avoid duplicates, these should be reviewed after the merge process completes.

Event Module Updates
Several requested updates have been made within Events to improve Requests, Sessions, and various reports.

Old Travel Event Functionality
To avoid confusion, the Event Calendar entity (Under the Events menu) will be removed at the end of February. This entity was used in the past for travel event scheduling. The new Travel Management module announced in December 2010 replaces this functionality.

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