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Step #6: Read - Need to Know - Opportunity Page Layout

Step #6: Read - Need to Know - Opportunity Page Layout

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Author: TERESA URANGA
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Tutorial

Opportunity Layout


Shortcut links

1.Cases 

a.Shortcut to go to Cases section

b. Shortcut to New Case button

2. Open Activities

a. Link to the Open Activities related list

3. Activity History

a. Link to Activity History related list

4. Student Enrollment Portal DataShortcut to Student 

a. Enrollment Portal Data section

5. Assessment and Background Checks Shortcut to 

a. Assessment and Background Checks section

6. Assessment Registration Shortcut to Assessment 

a. Registration section
b. Shortcut to New Assessment Registration button

7. Opportunity Field History

a. Shortcut to Opportunity Field History section 

Command Buttons

1. Edit

a. Allows the Admissions Advisor to update editable fields in the Inquiry record

b. Admissions Advisor must click on the “Save” button or hit “Control S” to save any/all new/updated information
    i. Save
       1. Becomes available after clicking on the “Edit” button or double clicking on an editable field

      2. Allows Admissions Advisor to save any/all new/updated information

     3. “Control S” is shortcut key to save any/all new/updated information

  ii. Cancel
     1. Becomes available after clicking on the “Edit” button or double clicking on an editable field

     2. Allows Admissions Advisor to cancel any/all new/updated information

2. Recent Payment

    a. Allows the Admissions Advisor to view the student’s recent deposits from the ledger card

3. Check for Enrollment Eligibility'

   a. Allows Admissions Advisor to check if the potential student is ready for enrollment by accessing the Enrollment Engine - THIS WILL NOT be accessible for KUG Advisors

4. Create New Enrollment Case
   

a. Allows Admissions Advisor to send a case to the ENA team to enroll his/her prospective student.

   b. Potential student must be at an Application Received status or Pending - Enrollment Audit Failed.

  c. Students that are not permitted to be enrolled with the Enrollment Engine will be submitted to the Admissions Coordinator via this command button.

5. Resubmit to ENA
  

a. Allows Admissions Advisor to re-send a case to the ENA team to enroll his/her prospective student

  b. This button is only activated for Enrollment Cases that have been rejected and sent back to the Admissions Advisor by the Admissions Coordinator

6. Change Program and/or Start Date
 

a. Allows the Admissions Advisor to update the Program of Student and/or Desired Start Date of the prospect

  b. Admissions Advisor must click on the “Save” button or hit “Control S” to save any/all new/updated information

7. Orion Student Manager
 

a. Allows Admissions Advisor to view the Orion Student Manager for the migrated or cross system reassigned Inquiry or Opportunity

  b. If the lead does not exist in Orion, there will be no information displayed from this command button.

8. Remove from DNC
 

a. Allows Admissions Advisor to send a request to Contact Center Solution (CCS) to reinstate the DNC’d phone number(s) and/or the entire DNC’d file

9. Reroute Record

  a. Allows the Admissions Advisor to reroute the open/active record to another vertical/business unit
  b. Status stays the same upon successful reroute.
 

10. Progression History Report
  

a. Displays all of the status progression and assignment history associated with the record in chronological order.

11. Aggregated Report

  a. Displays all of the activities and cases associated with the record in chronological order.

Command Buttons

New Task
Click on this button to create a task associated with the record.

Admissions Advisor can also assign the task to other users or departments

Admissions Advisor can also set-up a reminder and choose the time of reminder for the task

The New Task button works just like setting up follow-up tasks.

NOTE: Tasks are displayed in the Dashboard by due date and not in any other chronological order. 
Tasks MUST have due dates or they will fall at the bottom of the list.

New Event
Click on this button to create and invite others to an event or a meeting

Admissions Advisor can also set-up a reminder for the event, or meeting

New Meeting Request
Click on this button to create and invite others to a meeting

Admissions Advisor can offer multiple meeting times for the recipient to select the most convenient time for him/her to attend the meeting

Admissions Advisor can also add attachments to the event

Admissions Advisor can also set-up a reminder for the event, or meeting

The New Meeting Request button can be used to set-up Interviews and Follow-up meetings between the Admissions Advisor and the prospective student

Columns in this section
 Action
Edit link

Click on this link to edit the details of the open activity

Cls link

This link is available for tasks only

Click on this link to close the task

Once the task has been closed out, it will be moved from the Open Activities section to the Activity History section

Subject
i. Displays the subject

Task
The check box will be checked if the type of the activity is a task

Events or Meetings will be unchecked in this column

Tasks and Meetings are also displayed in the user’s Dashboard

Due Date
For tasks, this displays the manually selected due date by the Admissions Advisor

For Events, this displays the end date and time of the event

Once the event end date and time has passed, it will be moved from the Open Activities section to the Activity History section

For Meetings, this displays the end date and time of the meeting

Once the meeting end date and time has passed, it will be moved from the Open Activities section to the Activity History section

Status
Admissions Advisor can click on edit to update a task’s status to any of the following:
In Progress

Completed

Waiting on someone else

Deferred

Priority
Admissions Advisor can click on edit to update a task’s status to any of the following:
High

Normal

Low

"Assigned To" column

Displays the owner of the task, event, or meeting


Command Buttons

Log a Call
This button opens up the same Interaction Log box at the bottom of the screen

Click on this to enter the results of unplanned phone calls to track all activities for a record.

Send an Email
Takes users to the email templates folder in order to select an email template to send a student

Process Emails
Use this button to send Click-To-Send Admissions process emails (i.e. Post Interview Email, ARA Email, etc.) based on the status, program, and/or lead classification of the record

NOTE: There will be no email templates displayed if the Admissions Advisor did not select a Program of Study and Lead Classification.

Send an Email

Use this button to send promotion emails related to Marketing Campaigns or special projects/initiatives

Send SEP Email

Use this button to send the SEP dynamic link to the prospective student

The SEP dynamic link within the email will:

Prompt existing SEP users to login

Prompt new SEP users to create an account

Subject column

Task column

Due Date column

Assigned To column

Last Modified Date/Time Column

iQM Contact Day

iQM Contact Type

Send SEP email
Sends student an email with a dynamic link to SEP.
The link will expire if Admissions Advisors re-click this button to re-send the email. Admissions Advisors should not re-send this email without telling the prospect that the previous link has expired.

Save Log
This allows the user to save the Interaction Log details entered.

Save & New Log button
This allows the user to save the Interaction Log details entered and create a new one.

Fields in this section:

Activity Results
Drop down list for the Admissions Advisor to select the result of the interaction

Auto-Generated Inbound

Not for Admissions Advisor selection

System generated only

Auto-Generated Outbound

Not for Admissions Advisor selection

System generated only

Created Case

Email Received

Internal Log

Left Voicemail

No Answer/Busy

Online Chat

Sent Email

Sent SMS

Spoke with Caller

Transferred Call

Name
If Admissions Advisor goes to the correct Opportunity when entering an Interaction Log, this filed will be auto-populated with the Opportunity’s First and Last name.

NOTE: Admissions Advisor must go to the correct student record when entering an Interaction log to avoid missing/losing the data.

Type
Drop down list for the Admissions Advisor to log the type of interaction:

Alert

N/A for Pre-enrollment

Assessment Follow-up

Chat

Email

Follow-up on Paperwork

Note

Phone

SMS

Interview

Subject
This is where the Admissions Advisor will enter a summary of the interaction

The following drop down fields are also available, but it is a best practice to enter the summary of the interaction in this field because the Activity History section displays the “Subject” field, making it easy for the Admissions Advisor to see his/her high level interaction history notes with the prospective student:

Call

Send Letter

Other

Admissions Advisor can also select one of the available drop down fields and then type in a summary of the interaction.

Notes box
The Admissions Advisor will enter detailed notes about the interaction here.