PowerCampus - Email Notes
Introduction
Email
PowerCampus Upgrade 8.8.1, applied Fall 2018, removed the Email field on the Address window for the people and organization-related workflows. All the people and organization-related workflows now include a new Email tab.
The Email tab allows the user to
- select an Email Type according to the Email Type code table
- enter an email address
-
select a Primary
- UWSSTU for Active Students
- PERS for Alumni
- designate as active or inactive
- add notes to the email address
The Email Type drop-down will list the medium descriptions from the active email types in the Email Type code table. The Email Type is a required field. The UWSSTU/ UWS Student email will be set as primary for all Active students. This is currently a manual process. Users can update Email Primary indicator as needed. If only one email address is entered, it will automatically be designated as the person's Primary email address. Users can add more than one email address and then select the Primary checkbox. The person's Primary email address will display at the top of the window for ease of reference. Select the Is Active check box if the email address is in use by the person. When a Note is entered about the email address in the free form text box the format is:
- Enter User Name
- Enter Date
- Enter Note data
Data entered here is stored in the emailaddress table.
Additionally, users may view the history of email address changes by selecting Email History.
Data Entry
Location
SetFlow > WorkFlow > Tab (Options)
- Admission > Applicant > Email
- Admission > People > Email
- Admission > Organization > Email
- Academic Records > Students > Email
- Academic Records > Faculty > Email
- Academic Records > People > Email
- Academic Records > Organization > Email
- Academic Records > Registration > Email
- Billing > People Billing > Email
- Billing > Organization > Email
- Billing > People > Email
- Cash Receipts > Organization > Email
- Cash Receipts > People > Email
- Advancement > People > Email
- Advancement > Organization > Email
- Advancement > Alumni > Email
Email Type
- UWSSTU UWS student email address. (“@students.uws.edu”)
The student UWS email address is assigned following full or qualified acceptance to UWS, if they are new to UWS. The UWS email address is derived from their Active Directory username alias.
After initial welcome and account information is sent to a student’s personal email address, all communications from UWS are sent to the student’s UWS email address.
Exceptions are for billing or some other follow up communications which are sent to the student’s personal email address.
- UWS UWS faculty or staff email address (“@uws.edu”)
The UWS email address is assigned following a candidate’s employment acceptance and notification from HR. The email address is derived from the employee’s Active Directory username.
- PERS Personal email address (equivalent to ERx email address) are presumed to be non-business, non-UWS email addresses. A personal email address would be used when attempting follow up communication when no response has been received when sent to the UWS email address.
The personal email address may also be used in cases where there are technical issues within the UWS system.
For new to UWS students/employees initial communications are sent to the personal email address.
- BUS Business email address (may be equivalent to ERx Secondary email address)
Email addresses flagged as Business are presumed to identify the email contact information at a place of business or practice.
Process
To enter a new Email:
- Select Insert (File: Insert, Ins key, or Tool Bar – Insert
) to add additional email for the person/organization.
- Choose the Email Type from the dropdown
-
Check Primary
- UWSSTU for Active Students
- PERS for Alumni
- Check Is Active
-
In the free form Note box enter:
This text data is NOT save in the Notes table (notes_notes). This data is saved in its corresponding table emailaddress_note.
Email Address History
The Email Address History window displays a complete history of changes made to all the email records in the Email tab, and sorted in descending order based on the Changed On date.
- The Email Type as per the Email Type code table.
- The Email address.
- Only the primary email address will display a check mark in the Primary column.
- If the email address is active, a check mark displays in the Active column.
- Note column displays any descriptive information if it is entered on the Email tab.
- Changed By column displays the administrator name who changed the email address.
- Changed On displays the date when the email address was changed