Telerecruiting in Slate: Configuring Call Forms & Call Lists

The telerecruiting process in Slate is used for telephone outreach to students. A query is created for a population which will generate call lists that are then distributed to the callers. Callers will retrieve a pre-determined number of records to call. They will then complete the phone calls and use a call form to record the call outcomes. The caller will select interactions on the form which will be recorded as interactions (prospects) or activities (applicants) on the student record in Slate.

Before getting started, ask the following questions:

What population is going to be called with this form? Prospects? Applicants?
Set the scope of the form accordingly.

Both the query and the form should share the same scope, as this will associate the call form - along with the activity/interaction - with the proper record (either person or application). 

  • Person-scoped will create interactions.
  • Application-scoped will create activities.

Will people be called more than once using this same form?
If yes, set the form properties to 'Multiple.'

Will the data be stored within the student record or collected on the form only?
Configure which form responses should map back to the student record and which will live in the form.

Important!

If a query string parameter uses a merge field in a mailing, that merge field must:

  • Be included as an export in the mailing's recipient list
  • Match the export's Name setting. If the export's Name setting has spaces, the merge field will replace those spaces with dashes (-). For instance, "Academic Program" would become {{Academic-Program}}
Create the Call Form

Forms for telerecruiting can be used to collect information about the call as well as add an interaction to the student record.

  1. Click Forms in the top navigation bar.
  2. Click New Form.
  3. When editing the form, add either an interaction selector, or interaction fields to record the outcome of the call.
    • Interaction Selector -  The interaction selector allows access to all of the interactions/activities stored within the Activity & Interaction Codes section of Database. Users will have the ability to select a Code, Subcode (if applicable), and add Comments. Interaction Selector can be dragged from the Form Builder palette.

      selector.png

      Upon submission of the form, both a source of the call form and an interaction will be added to the student record. If the query used for telerecruiting is prospect-scoped, the interaction will post to the timeline on the student record. If the query used for telerecruiting is application-scoped, the interaction will post to the activity table within the application tab.

    • Interaction Selector using Fields - Alternatively, the functionality of the interaction selector may be replicated by pulling together fields on the form that map to Interaction configurations. For example, if the select list type is chosen, this can be mapped to “Interaction” > “Interaction: Code”.

      fields.png

    Use the following field formats for the additional interaction configuration fields:

    • Subject - Text Box
    • Date - Date
    • User - Select List
    • Comments - Text Box or Paragraph Text

    If user access should be limited to options when completing the interaction, override system prompts on the Interaction Code field and remove the rows for any interactions/activities to hide. Remember, this will not remove the codes from the activities table; rather, it will simply hide them from being able to be selected on this particular form. This is specifically advantageous for student workers as it mitigates the incorrect assignment of an interaction or activity.

    Regardless of the query that is utilized for telerecruiting using this format, interaction codes will post to the timeline on the student record and activities will populate the activities table within the application tab. When mapping these fields, if specific activities or interactions are not visible, check Activity & Interaction Codes to ensure they are configured to display as intended.

Create the List
  1. Click Queries / Reports in the top navigation bar.
  2. Click New Query
  3. Enter the following configurations in the Edit Properties popup window:
    • Limit Rows - The number of records returned each time a user clicks Fetch Next.  Use a low number here like 3-5 to ensure that this is a reasonable number of calls that can be accomplished in a single setting. Once the query is run, the rows will not be returned again if the user were to exit Slate or if the session were to expire before the calls on a particular query run were completed.
    • Execution Options - Retrieve only the new records since query was last run.
    • Fetch Behavior - Preserve where clause on fetch if required by one or more filters.
  4. Click Configure Call List and select the Call Form from the drop down. Add instructions such as a script for callers, if desired.
  5. Edit query to pull in the desired exports that will be returned when a new batch of students is fetched. Be sure to include phone number.  Add filters to identify the population of students to be contacted. (You may choose to have multiple call lists so each call list only returns records in the same time zone, for example.)
  6. Select Share Call List.
  7. Share the call list URL with the telerecruiting team. Users can copy and paste this URL into their browser.
How to Use the Call List
  1. Use the link provided to get to the call list.
  2. Click Fetch Next to get the first set of records. The name of the user will be stored with each query run.
  3. Select a student from the list and once the call has completed, click Submit Report in the popup window. Complete the report and select Submit (Students with submitted forms in this run of the query will display as green).
  4. Repeat process for all students in this batch. When all students have been called, click Fetch Next for a new group of students.

  Tips - Managing duplicate interactions:

Allow Duplicate Interactions - If a Call Form is submitted more than once for a given record, map the Interaction: Allow Duplication field on the form and set the default value to "Yes".

Prevent Duplicate Interactions - If a Call Form should only save the interaction once on a given record, map the Interaction: Prevent Duplication field on the form and set the default value to "Yes".

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