Introduction
VirtualAdvisor is pre-trained with responses to general financial aid questions, terminology and guidance based on Title IV and Federal Financial Aid. This content is maintained by CampusLogic and is referred to as Global Content as it is available to the VirtualAdvisor for all schools. However, institutions may determine that there are additional questions and responses that should be available for users chatting with VirtualAdvisor and can manage custom content within the StudentAdvisor application.
Admins, Content Managers, Content Approvers, and Content Publishers can manage custom content by navigating to VirtualAdvisor > Manage Content.
Manage Content Page
The Manage Content page contains a natural workflow from drafting new questions and responses to the point of publishing where the content is available to users. The page is broken up by a Content tab that contains all of the institution's custom content, both unpublished drafts and published questions and answers, the Approval tab used to queue new/edited content for acceptance, and the Ready to Publish content that queues everything ready to be published.
For more information about the general workflow process, please review the VirtualAdvisor Content Workflow article.
Workflow action buttons are located on the top of the page across all tabs.
- Admin and Content Manager users can click the Add button to open the Add Question modal to generate new content.
- Admin and Content Manager users can click the Train button to teach VirtualAdvisor the new content.
- Please note that this does not publish the content, but queues it up so that users can simulate the new/edited content before publish. If the institution requires an approval process, these items are then queued in the Approval tab, otherwise they will be queued in the Ready to Publish tab.
- Admin, Content Manager, Content Approver, and Content Publisher roles can click the Test button to navigate to the Test VirtualAdvisor page.
- Admin and Content Publisher users can click the Publish button to publish the changes and make available to public users.
- Please note that untrained new/edited content must be trained before publish. If the institution utilizes the approval process, all items must be approved before publish.
Content Tab
The Content tab contains all of the published and unpublished custom content managed by the school. The search feature allows users to search content by question, answer, parent level, category, and/or videos associated with the content. Users can edit or delete existing content as needed.
- Enter keywords or phrases into the Search bar
- Click the Search button to execute the search
The results grid will be presented below, including the Question, Response, Category, Updated date, and additional actions. Note that you can narrow down the results by using the additional filters provided.
- Content: filter the key words/phrases entered to be run against the Question text or Response text; by default the search will run across both
- Level: filter the key words/phrases against parent level pairs or child level pairs; by default the search will run against both
- Parent level pairs are questions that may invoke another response based on a student decision; example:
- (Parent) Question: Am I a dependent student? Response: Were you born before January 1, 1997?
- (Child) Question/Selection: Yes Response: For Federal student aid purposes, you're considered to be an independent student and will not provide information about your parents on your FAFSA.
- (Child) Question/Selection: No Response: As of today, are you married?
- (Parent) Question: Am I a dependent student? Response: Were you born before January 1, 1997?
- Parent level pairs are questions that may invoke another response based on a student decision; example:
- Category: filter the key words/phrases by responses assigned to a selected category
- Video: filter the key word/phrases by responses containing the selected video
- Checkback: filter the key words/phrases by responses where a Checkback Date is given with a date before or on the date given in the filter
From the results grid, users can view, edit and delete custom content.
- Click on the Edit (Pencil Icon) to open the Edit Question and Response Modal and view all of the information about the question/response pair and make any necessary edits if needed.
- Click on the Delete (Trash Can Icon) to remove custom content.
- Please note that you cannot delete a parent level question/response pair without disassociating all child level question/response pairs attached to it.
Approval Tab
Institutions can choose whether or not to require an approval process as part of the content workflow. As new/edited responses are trained, those items will go into the Approval tab queue for an Admin or Content Approver to review and approve. Approved items will then move over to the Ready to Publish tab queue.
- In Settings > Basic Settings, users can manage requiring the approval process by turning on the Enable Content Approval switch.
- Please note that if any content was queued in Ready To Publish at the time the switch is turned on, those items will be transferred over to the Approval tab. If turning the switch off, items in the Approval tab will be transferred over to the Ready to Publish tab.
The Change column indicates what's happening to an item. The following status can be found:
- Edit - an edit has been made to the question, response, category, and/or video
- Delete - this item is marked to be removed from the library of institutional content
- Add- this can appear for two separate instances:
- a brand new question/response item has been created, never been published
- a published item has had additional alternative phrasing added to it - nothing else has been edited
- Click the View (Binocular Icon) to open the Content Approval modal. This allows you to view a read-only version of the edit response screen
Content Approvers and Admin users can approve, revert, or new/edited responses are acceptable or need further editing. Revert allows users to change individual items back to their original state. This reverts the edits made for anything shown as "Edit", unflags at item from being deleted for anything shown as "Delete", and removes the alternative phrasing added for anything shown as "Add". The only instance something cannot be reverted is when the item is a brand new question - if a user wishes to edit/delete the item, they must do so in the Manage Content page.
The Content Approver role only has the right to approve these records; if it's determine that a change is needed, that user should contact an Admin or Content Manager who can make the necessary updates in the Content tab and have the edits trained again.
- Click the Revert (Undo Icon) to revert a record back to its original state since last publish. Please note that it will require the institution to Train again to "un-train" the previous edits
- Click the Approve (Check Mark Icon) to approve a record, which will transfer it over the Ready to Publish tab.
Ready to Publish Tab
The final step in the content workflow is to publish the new and edited content so that it will be available to end users. This tab contains all of the newly trained content that will be added to the currently published content. If using the approval process, then records approved will transition to this tab. Otherwise if not using the approval process, all new and edited content that has just been trained will be found here immediately. Users can also Revert items back to their original state if edits are unsatisfactory for publish.
- Click the Revert (Undo Icon) to revert a record back to its original state since last publish. Please note that it will require the institution to Train again to "un-train" the previous edits
- Click the Publish button to publish the changes and make available to public users.
- Please note that untrained new/edited content must be trained before publish. If the institution utilizes the approval process, all items must be approved before publish.
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