Award Letter Import Files and File Detail


When you first login to the application, you will arrive in the Import File page. This page is a summary of all import files uploaded and processed in the application and allows you to manually import files into the application, if needed.



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Importing Files

  • To import a file, click on Import File to open a explorer window and select a file. This will immediately add the file to the import history grid below.


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Import History


By default, the Import History grid will display a list of all files imported into the application from newest to oldest. The following information included on the grid

  • Import Date
  • Original File Name
  • Processed On : the day and time the file was processed
  • Status : Processing (if currently processing), Complete (when processing has completed), or Error (if a file error is found causing the file not to be processed)
  • Total Records : the total amount of student records processed
  • Errors : the number of individual student records with an error
  • Imported By : name of person who manually imported the file, or a default system name if imported through API (i.e. school_system_user)
  • Click on the Show Advanced Filtering button above the grid to expand filter rules
    • Advanced filtering allows you to search through the file history by the name of the file, the current status of a file, a date range of when import dates, and/or a date range of when files were processed
    • The Timezone filter to change the display of dates and times (by default it is set to UTC)
  • Click on the Export button below the grid to download a CSV export of the grid (Admin and User roles only)
  • Click on the Download Icon located in the last column of each record to download a copy of the import file (Admin roles only)

File Details Page

The File Details page gives you a closer look at an import to review each student's status and take further action.

  • Click on the Magnify Icon located in the last column of an import file record to navigate to its File Details page

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The File Details page will give a summary of all the records within the file, including a breakdown of the number of records in the file, the number of letters generated, the number of those letters delivered, the number of those letters undelivered (due to a bad email address or possible block by the email server), and the number of letters opened.The records grid contains the following information:

  • Student First Name
  • Student Last Name
  • Student ID
  • Student Email Address
  • Template : Award Year or Shopping Sheet
  • Status : current status of a record at the time the page was opened/refreshed
    • Generated (usually only seen while the import file is processed - email has not yet been sent)
    • Sent (email was sent - no response has been received if it is in this status)
      • Note: If a record remains in this status, our application was not given a response whether the email was successfully delivered or not.
    • Delivered (letter was created and sent to email address on file)
    • Bounce Back/Dropped (letter was created and sent to email address on file, but sent back - typically due to a bad email address or a restrictive email server)
    • Opened (letter was delivered and opened by student - this status will appear when the student opens the HTML version of the award letter or shopping sheet for the first time)
    • Error (something within the record did not allow it to process)
  • Error Code : this has a short description of what had caused an error for the record; typically the record is not formatted correctly or has an additional cost or fund type that is not defined
  • Click on the Show Advanced Filtering button above the grid to expand filter rules
    • Advanced filtering allows you to search student records within the import file by the first name, last name, student ID, template type, email address, and/or the current status for the record
  • Click on the Export button below the grid to download a CSV export of the grid (Admin and User roles only)


Taking Action on a Student RecordAdmin and User roles have the ability to take further action with a student record.

  • Click on the Select an action... drop down located in the last column of each record to display allowable actions
    • Note that a student record that has a status of Error will not have the ability to take further action, as there is no award letter or shopping sheet to do so

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  • Select View Award Letter (or Shopping Sheet) to open a copy of the HTML version of the letter in a new tab
  • Select Download PDF to download a copy of the PDF version of the letter
  • Select Resend to Student Email(s) to resend a copy of the student email to the email address(es) provided in the import file
    • A confirmation modal will appear with the list of email addresses to send to - this cannot be changed. Click the Send Email button to confirm, or Cancel


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  • Select Resend to School Email(s) to resend a copy of an email to an address of your choice
    • A confirmation modal will appear requesting you to enter an email address you wish to send to. You must also select if you wish to send a Student email copy of School email copy to the email address entered
      • Typically, selecting a school copy is to resend a school email to an imaging system
      • Typically, selecting a student copy is to resend a student copy to an alternative student email address not included in the import file

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Once this is complete, please move on to the next guide here:  Award Letter File Specifications (Vertical)