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Application Received Deliver Emails for Imported Applications

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When imported application data comes into Slate, your institution will likely want an automatic email to be sent to applicants notifying them that their application has been received. Here are the steps required to configure this mailing:

Create Mailing

  1. Click Deliver in the top navigation bar.
  2. Click New Mailing. 
  3. Enter the following Deliver configurations in the popup window:
    • Name - Give your new mailing a descriptive name so you can find this resource more easily in the future.
    • Folder - We recommend making a new folder for your Deliver campaigns (Do not save the Imported App Received email campaign in the System folder). Instead, make a folder specific to the application type to store this communication, such as Common App, Coalition, etc.
    • Method - Select Email.
    • Opt Out - Choose No Unsubscribe to ensure that all records receive this transactional email.



Edit Recipients List

  1. Click 'Edit Recipients Lists'.
  2. Click 'New Query'.
  3. Enter the following Query configurations in the popup window:
    • Name - Give the recipients list a descriptive name.
    • Sharing - Check 'Share query with other users with the query and query base permissions'.
    • List Type - Select 'Include'
    • Type - Select 'Configurable Joins'
    • Category - Select 'Records'
    • Base - Select 'Application'


Add Exports & Filters

At a minimum, the following Exports are recommended, and Filters will be required for this email communication. Note that these exports will become merge fields to use throughout the message.

Exports:

  • Application Reference ID
  • Person Name
  • Person First
  • Person Username
  • Person PIN
  • Person Link to Account Login
  • Person Email

Filters:

  • Lookup Period / Active Status
  • Submitted Status
  • Subquery Filter (Exists)

Joins:

  • Lookup Round
  • Lookup Round / Lookup Period
  • Person

Filters Why use this filter?

Subquery Filter (Exists)

Filters for records with the appropriate unique Application ID. The field chosen here will differ from one institution to the next as you are filtering for the existence of your custom field(s) for imported app ID, which could have names like Common App ID, Royall App ID, etc. but will depend on the fields you've created.

Lookup Period / Active Status = Active

Filters for records in the current application period only.

Submitted Status = Submitted

Filters for records that have a submitted application

Edit Message

Click Edit Message to construct a message using the appropriate merge fields:

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Send Mailing

  1. Click 'Send Mailing' to schedule the delivery.
  2. Enter the following Mailing configurations in the popup window:
    • Ongoing - Select 'Continue running mailing indefinitely'.
    • Start Date/Time - Select a start date and time for the mailing.
    • Stop Date/Time - Leave the end date and time blank.
    • Weekdays - Select the days and times you want the email to send.
    • Delivery Window - Select the days and times you want the email to send.
    • Deduping - Select 'Do not dedupe' to allow this email to go out to multiple applications that belong to the same person.



Applicant Experience

Upon clicking the link in the email, the applicant will be instructed to do the following:

  1. Enter their PIN in the "password" field.
  2. Reenter their PIN and add their DOB.
  3. Create and confirm a new password.
  4. Select their application.
  5. The applicant will then be redirected to the appropriate status page.



Password and PIN Reset for Re-Applicants

For students re-applying that require a password or pin reset, it is recommended that you:

  1. Create a Deliver mailing that will send to this group of persons or application records.
  2. Use a recipient query to export their email and PIN to communicate how to log into their portal initially. You can use a person-scoped query and filter down these records using Application Round information to check that they have an application in the current round and an application in a previous round. 
  3. Include instructions on resetting their password - simply instructing them to click "Forgot Your Password?" from the /status page, etc. This will prompt them to enter their email address and birthdate and automatically send them a new PIN they can use to choose their password.

Rather than resetting their passwords for them, which could trigger an unexpected email, this route allows them to do so at their leisure if needed.

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