Access
Access the Contact Batch Entry screen by selecting the menu option Communications
Management, then selecting the menu option Contact Batch Entry.
For More Information
For more information about creating a file of ID or social security numbers,
see How to Create a
File of ID or Social Security Numbers to Use for Contact Batch Entry at the
end of this document.
Example
Following is an example of the Contact Batch Entry screen.
Fields
The following is a list of fields and their descriptions that appear on the
Contact Batch Entry screen.
Due Date
The due date for the Contact resource in the format mm/dd/yyyy. Defaults to
the current date.
File
The name of the file in your home directory containing the group of ID or social
security
numbers of whom the system will add the Contact resource.
Note: If you have not created a file, leave this field blank.
Resource
The Contact resource to be added to the person records. Use Table Lookup for
a list of valid codes.
Status
A code identifying the status of the Contact resource. Valid codes are as follows.
Defaults to E.
• C (Completed)
• E (Expected)
• V (voided)
Tickler
A code identifying the tickler to which the Contact resource is associated.
The following
codes are standard. Your institution can create additional codes to meet its
needs.
Table Lookup for a list of valid codes.
• ADM (Recruiting/Admissions)
• FY## (Financial Aid year, ie. FY03 )
Commands
The following is a list of the commands that appear on the Contact Batch Entry
screen command
line and their purposes.
Cancel
Does not save any of the field entries you have made and exits from the current
screen.
Finish
Saves your field entries when you have completed your data entry or selection
and want to continue.
Note: If you did not enter a filename in the File field and you select Finish,
the Contact Batch Entry screen with the ID List window appears. You can then
list the person’s ID or social security numbers in the ID List window.
Help
Displays help information about the associated screen or process.
Contact Batch Entry Screen (ID List Window)
Purpose
The Contact Batch Entry screen with the ID List window enables you to do one
or all of the following:
• Review those prospects in the file, if a file was created
• Add additional prospects to those in the file, if a file was created
• Enter ID or social security numbers for prospects one at a time
• Add an optional correspondent in the CORR ID field for any of the prospects
listed in the ID List window
• Add additional Contact resources to the Contact records of those prospects
listed in the ID List window
Access
Access the Contact Batch Entry screen by selecting the menu option Communications
Management, then selecting the menu option Contact Batch Entry. The Contact
Batch Entry screen with the ID List window appears after you select Finish on
the first screen.
For More Information
For more information about creating a file of ID or social security numbers,
see How to Create a
File of ID or Social Security Numbers to Use for Contact Batch Entry at the end of this
document.
Example
Following is an example of the Contact Batch Entry screen with the ID List window.
Fields
The following is a list of fields and their descriptions that appear on the
Contact Batch Entry screen with the ID List window.
CORR ID
The ID number of an optional correspondent (e.g., a faculty member scheduled
to meet with the prospect student).
Due Date
The due date for the Contact resource in the format mm/dd/yyyy. Defaults to
the current date.
File
The name of the file in your home directory containing the group of ID or social
security numbers of those prospects to whose records the system will add the
Contact resource.
Note: If you have not created a file, leave this field blank.
FULLNAME
The full name of the prospect whose ID number appears in the ID# field.
ID#
The system-generated number identifying the prospect in the CX database.
Resource
The Contact resource to be added to the prospects’ records (e.g., ACTIVITY
for an activity letter). Use Table Lookup for a list of valid codes.
SSN#
The social security number of the prospect whose ID number appears in the ID#
field.
Status
A code identifying the status of the Contact resource. Valid codes are as follows.
Defaults to E.
• C (Completed)
• E (Expected)
• V (voided)
Tickler
A code identifying the tickler to which the Contact resource is associated.
The following codes are standard. Your institution can create additional codes
to meet its needs.
Table Lookup for a list of valid codes.
• ADM (Recruiting/Admissions)
• FY## (Financial Aid year, ie. FA03 )
Commands
The following is a list of the commands that appear on the Contact Batch Entry
screen with the ID
List window toolbar and their purposes. Remember, you can use a specific command
only when it appears when you select Commands from the menu bar or as an icon
on the toolbar.
Add Line
Opens a line in the ID List window. Enables you to add another ID number.
Cancel
Does not save any of the field entries you have made and exits from the current
screen.
Done
Saves your field entries when you have completed your data entry or selection
and want to continue.
Edit Contact
Enables you to update the Due Date, File, Resource, Status, and Tickler fields.
Erase Line
Deletes a line in the ID List window.
Page Back
Enables you to move back one screen of data, if additional screens exist.
Page Forward
Enables you to move forward one screen of data, if additional screens exist.
How to Create a File of ID or Social Security Numbers to Use for Contact Batch Entry
You can create a file containing the ID or social security numbers in the text
editor used by your
institution. Follow these steps to create a file using Pico:
1. Select the Utility Menu option in the lower half of the screen.
2. Select the File Options menu option.
3. Select the Pico Editor menu option. The Pico Editor screen appears.
4. Enter a file name in the File field and press <Enter>. If you do not
enter a file name, the
system file prompt you for a file name when you exit Pico.
5. Enter the ID or social security numbers for those people you want to add
Contact records. After each number, press <Enter>.
6. When you’ve entered all the ID or social security numbers, press Ctrl-X
for Exit (^X).
Note: The ^ symbol stand for the Control key – Ctrl in
Pico.
7. Respond Y or N if you want to save your modifications to the file.
8. Pico will prompt you with the file name again. Press <Enter>.
9. Press <Enter> to return to the menu.