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Step #8: Time To Do - Do You Know the Opportunity Layout Buttons and Links?

Step #8: Time To Do - Do You Know the Opportunity Layout Buttons and Links?

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Author: TERESA URANGA
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Tutorial

Use of Buttons and Links

Shortcut links/hot links 

1. Cases 

a. Short cut to go to Cases section

 b. Short cut to New Case button 

c. create a case by choosing a case record type, a case type and/or a case sub type.  Note which fields are in "red" and are mandatory for info to be entered.  Note where the case routes to, or who owns the case, in the case owner field.

2. Open Activities 

a. Same description noted in Inquiry section 

3. Activity History 

a. Create an activity, using the Log a Call button, on a test lead and note that it saves in this section.  When logging a call, select Admissions Task, and then enter into the Subject: "Call", and select the Type in the drop down menu.  Notice what shows in the activity history subject column

b. Create an activity, using the Log a Call button, on a test lead and note that it saves in this section.  When logging a call, select Admissions Task, and then enter into the Subject: "Spoke to student and they stated call back after 6pm when they get home from work to discuss options further, and select the Type in the drop down menu.  Notice what shows in the activity history subject column.

Do you see the difference?

4. Student Enrollment Portal Data 

a. Short cut to go to Student Enrollment Portal Data section 

b. Note the contract status as being "activated".  Try clicking on to this field.  You will note that this field is locked and cannot be changed.  This field is auto populated as active when the Inquiry converts to an Opportunity.  This field is auto populated as inactive once the Opportunity status changes to closed-enrolled.  

5. Assessment and Background Checks 

a. This section will house the data for all HESI and KTP test scores

6. Assessment Registration 

a. Short cut to go to Assessment Registration section 

b. Short cut to go to Assessment Registration button 

7. Opportunity Field History 

a. Short cut to go to Opportunity Field History section that shows all of the transactions/changes that take place within this object 

Opportunity Detail section 

1. CVUE Student Number is system generated 

2. syStudentID is system generated 

3. Account Name 

a. The Account Name is a hyperlink to the Person Account, this is how the AA will go to the Person Account if he/she needs to view/update fields that are only available/editable in the Person Account. Click the Account Name and note where the link takes you, the different icon/image for the Person Account, notice the different view on this particular object.

b. In the Opportunity screen, it may be overridden by the prospective student’s entry in SEP but it is a read only field. 

c. During the Opportunity stage, AA can update the information based on his/her discussion with the prospective student via the Person Account screen. Go to the Person Account and make a change to the Account Name and then save.  Then go back to the Opportunity and notice the change in the name.

4. Preferred Name 

a. In the Opportunity screen, it may be overridden by the prospective student’s entry in SEP but it is a read only field. 

5. Opportunity Name 

a. During the Opportunity stage, AA can update the information based on his/her discussion with the prospective student via the Person Account screen 

6. Opportunity Count 

a. There can be multiple Opportunities tied to a single student’s Person Account and this field will display if the specific Opportunity record being reviewed is the 1st, 2nd, and so on. Search for: 

syStudentID
31288871

Review the number of Opportunities under the Person Account>System Information Section.  Does the count match that of the Opportunities

8. Time Zone 

a. This is auto-populated at lead import.  This cannot be changed.  

b. During the Inquiry stage, AA can update the information based on his/her discussion with the prospective student via the Inquiry screen 

c. In the Opportunity screen, this is a read only field. 

d. During the Opportunity stage, AA can update the information based on his/her discussion with the prospective student via the Person Account screen 

e. If the prospective student Re-SIFs, the time zone field will be updated by the system based on lead import data and if it needs to change, AA would have update this information again. 

9. Contact Strategy and SE Flag 

a. If the lead comes directly from the SEP site, it will come in with the SE icon and the low touch selection from the Contact Strategy drop down 

b. If the lead comes directly from the SEP site and comes back again after 60 days directly via SE site, it will come in with the SE icon and low touch selection from the Contact Strategy drop down 

c. If the lead comes directly from the SEP site and comes back again after 60 days via any source outside of the SEP site (i.e. aggregator site, other marketing site/promo, add a lead, etc.), it will come in with the high touch selection from the Contact Strategy drop down without the SE icon 

d. If the lead comes from any source outside of the SEP site (i.e. aggregator site, other marketing site/promo, add a lead, etc.), it will come in with the high touch selection from the Contact Strategy drop down without the SE icon 

e. AAs will have the ability to change the high touch/low touch drop down under Contact Strategy depending on the interview/student preference. Search for a test lead and change the contact strategy field to a different preference other than what is shown.

10. Opportunity Owner 

a. System Generated 

b. Displays assigned AA 

11. Student Status at Opportunity Creation 

12. Current Student Status 

a. Search for a test lead and progress the Opportunity status to the next status and note if errors occur, or you are able to change the status successfully. 

13. Lead Classification 

a. This is manually updated by the AA at the Inquiry stage 

b. Search for a test Opportunity record and try to change the lead classification to something different than what is shown and then hit save.

c. In the Opportunity screen, SEP will automatically update this information based on prospective student’s entry 

 d. AA will be able to update this information in the Opportunity screen even after the student signs in DocuSign, but this field will not be bi-directional to populate back to the contract that was already signed.

14. Urgent check box 

a. New, reassigned, and re-sif leads will be flagged by the system as urgent by automatically checking the Urgent check box in the Inquiry screen 

b. Urgent flag will be removed with any completed task, AA action (call, email, etc.), or lead progression.  

c. Go back to the Add an Inquiry object and add in a new lead.  Review the Urgent Flag field on the inquiry.  Add an activity by clicking the Log a Call button and notice what happens with the Urgent Flag field on the Inquiry.  Now convert the Inquiry to an Opportunity and review the Urgent Flag field on the Opportunity.  It should match that of what was on the Inquiry prior to the conversion step.

15. Do Not Call checkbox 

a. This flags the entire Inquiry record as DNC 

b. System generated only, this cannot be updated by the AA 

c. AAs will be able to search the Inquiry record but he/she will not be able to see the phone numbers nor open the Inquiry record 

16. EWC 

a. Displays if the prospective student provided his/her EWC to KHEG 

b. This information is auto-populated by lead import 

c. AA can update the information based on his/her discussion with the prospective student via the Inquiry and Person Account screens, available drop down list: 

  i. Yes

  ii.No 

  iii. None 

Example: Search for 

SyStudentID
29837666

Review the Do Not Call and EWC fields.

d. It is a read only field in the Opportunity screen 

17. Do Not Email 

a. Displays if the prospective student provided his/her permission for KHEG to send promotion email 

b. This information is auto-populated by lead import 

c. AA can update the information based on his/her discussion with the prospective student via the Inquiry and Person Account screens, available drop down list: 

  i. Yes 

  ii. No 

  iii. None 

d. It is a read only field in the Opportunity screen 

e. This does not apply to process related emails 

f. AA can update this checkbox based on his/her discussion with the prospective student

Reassign Via Change Owner

a) Search for the active Inquiries/Opportunities or go to the applicable list view 

b) Select a record

c) Click on the "Change" hyperlink next to the Opportunity Owner field and reassign the lead to yourself.

d) Select to “Send Notification email” checkbox if you want to send a notification to the user 

***NOTE***

   1) Managers can only assign lead(s) to one AA at a time 

   2) Core Managers should not be able to reassign Core or ORS records to ORS Advisors. If you s

  3) ORS Managers should not be able to reassign Core or ORS records to Core Advisors 

  4) This reassign process should follow DNC and State Cert rules. - You cannot reassign a DNC lead if not reinstated by CCS. - You cannot reassign a record to a non-state certified advisor.

Try to reassign - SyStudentID: 29837666