Introduction. Queue

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2 Table of Contents Introduction Queue Campaigns... 5 Creating New Campaigns:... 6 Creating a new Mass Campaign:... 6 Campaign Profile View:... 7 Modifying a Mass within a Campaign:... 7 Campaign List:... 8 Campaign Activity:... 9 Administrator Setup:... 9 Calendar Syncing Calendar Syncing - Setup Options: Memo Setup: Settings Setup: Google Calendar Syncing How to Sync: Google Sync Details: Outlook Calendar Syncing How to Sync: Co-op/Internship Timeline Search Administrator View: Student View: Administrator Setup Options: Permissions Setup: Click Refresh at the top of the page Menus Setup: Localization Setup:

3 Introduction This addendum covers the additional features released in v10 of the CSO System. The additional features highlighted in this addendum include Queue, Campaigns, Calendar Syncing with Google and Outlook, and Co-op/Internship Timeline Search. Queue Administrators have the ability to see which scheduled mass s are queued to be sent, and to remove mass s from the queue if they are scheduled for more than 60 minutes out. IMPORTANT NOTE: This function applies only to individual mass s. System Information Queue is on by default under Tools > Activity Logs. Look for the Queue tab. This option is available for all CSO product types. In an Enterprise site, the Queue is global and all colleges/offices will see all mass s scheduled to be delivered from the system. Administrators can view scheduled mass s in the queue under Tools > Activity Logs > Queue. IMPORTANT NOTE: This function works only for scheduled mass s, it will not work for mass s sent immediately with no date specified in the Send On field. 3

4 To see all s in queue an administrator can click Search without selecting any criteria in the Criteria section of the Queue screen. However, the administrator can narrow down their queue search by entering data into the following list of criterion: Mass Type searches the type of selected when the was created Created searches the date the was created Send On searches the date the is scheduled to send Keyword(s) searches words within the subject and body of After the administrator clicks Search in the Queue screen, the administrator will see a list of scheduled mass s. To remove an from the queue, the administrator can simply click the box next to the they wish to remove, and then click Remove From Queue. IMPORTANT NOTE: If the is scheduled to be sent within 60 minutes an administrator cannot remove it from the queue. 4

5 Campaigns Administrators have the ability to manage Campaigns. This tool allows an administrator to plan, organize and manage a specific set of mass s to send out to users over a period of time. System Information Campaigns is on by default under Tools > Campaigns. This option is available for all CSO product types. In an Enterprise site, the Campaign List is global and visible to all colleges/offices. To organize campaigns, simply place the name of your office/college in the name of your campaign. In the Tools menu, an administrator will see an option called Campaigns. When an administrator hovers over this option, they will see options to access saved campaigns or create a new campaign. 5

6 Creating New Campaigns: IMPORTANT NOTE: Before creating a new Campaign, an administrator must first create and save the mass (s) they wish to be included in the campaign. Creating a new Mass Campaign: Go to Tools > Campaigns > New and fill out the Name and Description. Define Mass Type (e.g., Student, Contact, etc.) Select the appropriate existing saved Mass to be associated with this user type (e.g., Student, Contact, etc.) for the campaign. Note: If the administrator selects a saved mass that wasn t created specifically for the campaign, the administrator may want to remove the original previously scheduled mass housed in Tools > Mass from the queue unless the administrator wants the to be sent twice. Set Send On date and time and press Save. Once the screen reloads after pressing the Save button, click on Campaign Details, and change the value of Schedule & Send s to YES. IMPORTANT NOTE: Campaigns are defaulted to NO in the Schedule & Send field, because the administrator isn t required to enter a date when first setting up a campaign. If this field were defaulted to Yes, the would send automatically. 6

7 Campaign Profile View: Modifying a Mass within a Campaign: IMPORTANT NOTE: Whether a saved mass is selected for a new campaign or an existing campaign, the saved mass will be cloned and the new, cloned version will be used in the campaign. Example: if an administrator edits the original saved mass that was selected for the campaign under Tools > Mass > Mass Search, those new changes will not be reflected in the cloned version of the mass campaign. To modify a mass within a campaign an administrator has two options. o Option 1 To update the original mass linked to a campaign o Go to Tools > Campaigns >Campaign List. o Click on the campaign Name to view the campaign details. o Under the list of Mass s click on Remove or Unlink to remove the scheduled mass for this campaign. o Scroll down to the bottom of the Profile View screen and add the updated mass back to the campaign. Mass Actions: Remove If a mass is added to a campaign and under Action the administrator sees the option to Remove this signifies that the mass has not been scheduled to be sent. Unlink If a mass is added to a campaign and under the Action column the administrator sees the option to Unlink this signifies that the mass added has been scheduled to be sent. 7

8 IMPORTANT NOTE: If an administrator unlinks a mass from the campaign this action will not prevent this mass from being sent to prevent the unlinked mass from being sent the administrator must also remove this mass from the queue. o Option 2 NOTE: This option is only available if the has not yet been sent, or if the send time is more than 60 minutes out. To edit the body of a mass that is part of the campaign: Go to Tools > Campaigns > Campaigns List. Click on campaign Name to view campaign details. In the Campaign Profile under the s section, click Subject Name of the mass to be edited. The details of this particular mass will be visible. Click [Edit] on the top right to make changes. Campaign List: To view existing campaigns go to Tools > Campaigns > Campaign List. In the Current tab, find campaigns with future scheduled s. In the Closed or Offline tab, find campaigns with no scheduled mass s remaining. IMPORTANT NOTE: If an administrator chooses to remove an existing campaign this will not remove the individual mass s scheduled from within the campaign and the mass s will still be sent unless the administrator removes these separately from the queue. To do this the administrator can go to Tools >Activity Logs and remove the necessary individual mass s from the queue. To see recipients of individual s in a campaign, click on subject of the in the campaign list, and then click Show next to Total Records. 8

9 Campaign Activity: Another great feature of the Campaign feature is the ability to see if a user has been part of an campaign. An administrator will be able to see every that this user has received as part of a campaign, as well as the campaign with which it was affiliated. To view which campaigns a user has been a part of: Go to selected user profile and view Activity. There is a new Campaigns tab in the user s Activity. To see the content of sent s*, as well as all s that were sent to the listed address: Go to selected user profile > Activity > Campaigns tab. Click View. *IMPORTANT NOTE: Information in the body of the is only visible in the Campaigns tab of Activity for 30 days after the was sent. After 30 days, the body section of that window in the Campaigns tab will appear blank. Administrator Setup: Modify which Administrators can see the Campaign menu follow these basic steps: 9

10 Go to Tools > Setup > Permissions Click on the + sign next to Menus Click + sign next to Admin Click + sign next to Tools Click Campaigns Edit the permissions as needed IMPORTANT NOTE: The Campaign Activity Tab will be Off for all users except Administrators. Go to Tools > Setup > Permissions Click on the + next to Activity Click Campaigns Edit permissions to define which columns show within this activity tab for which users. 10

11 Calendar Syncing The CSO System calendar can be synced with Google or Outlook calendars. To begin the setup process for either of these options, go to My Profile under your Administrator account. System Information The Google Calendar Syncing option is ON by default and is available to all product types. Outlook Calendar Syncing is a fee-based add-on and is OFF by default. 11

12 Determine whether you would like to set up with Google or Outlook. IMPORTANT NOTE: The Google option will be the only syncing option that is ON by default in your site. If you would like to use the feebased Outlook add-on, please contact CSO Support. The following items will sync to your Outlook or Google calendar: Events (Career Events, Info Sessions, Student Workshops, etc.) Interview Schedules Appointments (Appointment Scheduler items and personal events from your CSO System calendar) Observation Follow-Up Reminders Personal Events Calendar Syncing - Setup Options: An administrator may want to control which staff members see the calendar syncing options, what they see when they view the syncing options, and control how far into the future, and back into the past, syncing should occur. Permission Setup: To turn off the Google or Outlook syncing options for certain administrative access levels: Go to Tools > Setup > Permissions Click on the + sign next to Forms Click the + sign next to Admin Adjust the Permissions for the Calendar Syncing option by clicking Calendar Syncing. 12

13 Memo Setup: To customize the memos for this section: Go to Tools > Setup > Memos. Select the Role of Admin Select the Memo(s) you would like to edit. There are five memos available with pre-loaded instructional text that you can edit as needed. Profile Calendar Syncing Already Syncing Google Profile Calendar Syncing Already Syncing Outlook Profile Calendar Syncing (View) Profile Calendar Syncing Google (View) Profile Calendar Syncing Outlook (View) Settings Setup: Controlling how far into the future and how far back into the past that events should sync is controlled by the following settings (Tools > Setup > Settings): 13

14 Google Calendar Syncing How to Sync: Click on the Google sync option under My Profile in your Administrator account. This will lead you to a Google Sign In page, where you will sign in to your Google account. IMPORTANT NOTE: The previous step might be skipped if you are already connected to your Google account in your browser window as you start this process. In this case, you are taken directly to the Google Permission page, as described below. 14

15 You will give Google permission to access your account: Once you click accept, it will take you back to your CSO System Administrator homepage. Google Sync Details: It takes up to 10 minutes to push items to your calendar It will check every 5 minutes for updated items to add to your calendar How to stop the Sync: If you've signed up for the sync process and wish to stop the sync, you ll need to go to: o Select Revoke Access to the CSO System ( Interfase Profile ). You can always sign up through your CSO site again if you d like to use it in the future. 15

16 Outlook Calendar Syncing Outlook Calendar Syncing is a fee-based add-on. Please contact CSO Support for more information. How to Sync: Go to My Account > Calendar Synching and click on the Outlook Add-in link. This will take you to a new page with a prompt to download the Implicit Sync software. IMPORTANT NOTE: You must leave the page open or print it for your records (Profile > Download Outlook Add-In) once you ve downloaded and begun installation, as you will need the information on this page to complete the installation. Follow the instructions in the Wizard to get this set up! Below you will see screenshots of each step of the Wizard. NOTE: According to the system specifications for Implicit Sync, it will work with Outlook 2007 and newer IMPORTANT NOTE: Leave this page open OR print it for your records you ll need it later. Click on the blue hyperlink in the following sentence: Download the Outlook Add-in by clicking here. Follow the Implicit Sync Wizard Steps: Select Yes to allow Implicit Sync to make these changes to your computer: 16

17 Press Accept to begin the Setup process: Click Next: 17

18 Select Agree then press Next: Click Next after choosing your folder (or leaving it as the default): Click Next to confirm the installation: 18

19 Click Close once you see the Installation Complete screen: During the Implicit Sync Installation, after you follow the steps of the wizard, it will tell you that you are finished. The next step is to start Outlook, and set up the syncing in Outlook. IMPORTANT NOTE: Once you login you ll immediately be prompted to enter your License Key and Client ID, which you will find in Profile > Download Outlook Add-In. (This screen is referenced in the first step of the How to Sync instructions advising you to keep window open or print a copy.) 19

20 After entering the License Key and Client ID, you will be prompted for your User ID, and Password. These are the same credentials you use to sign in to the CSO System. You ll be prompted to select a Root Folder. If you select \\Public Folders - address when the information syncs from the CSO System, it will show on your regular outlook calendar with all your other appointments. If you choose \\ address it will create a new calendar in Outlook called CSO Research. We highly recommend choosing the \\ address option. In Outlook after the sync is setup, click on Implicit Sync to show the options there. There is a choice to set up automatic syncing every x minutes and to have events that are deleted in the CSO System get deleted on the outlook calendar. 20

21 If you install Implicit Sync on a computer that has had a previously installed version, you will get the following question when you reopen Outlook: IMPORTANT NOTE: To uninstall Implicit Sync, go to your computer s Start menu and select Start > Control Panel > Programs and Features and find Implicit Sync and choose Uninstall. Co-op/Internship Timeline Search Administrators and Students have the ability to search for Co-op/Internship Timelines to quickly see which companies have previously hired for Co-op and Internship positions. System Information This feature is not on by default and will need to be turned on and setup for usage. This feature is only available for clients who have purchased the Co-op/Internship Module that are using the New Student Face. In Enterprise sites, the student performing the search must have a college in common with the student who reported the record. Administrator View: Administrators have an additional Database menu item called Co-op/Internship Program. IMPORTANT NOTE: This menu item is customizable to accommodate for different co-op/internship program names, so although it is referenced as the Co-op/Internship Program Database in these instructions, the name may appear differently in your site. 21

22 To conduct a search, click the Co-op/Internship Program Database menu, enter in necessary search criteria in the Co-op/Internship Timeline Search page and click Search. After clicking search, you will see the Co-op/Internship Timeline Search results page. By default, the results page will look like the following image: 22

23 Student View: After a student logs in, they will see an option under the Job Search menu item called Co-op/Internship Records Search. IMPORTANT NOTES: This feature will be OFF for Students by default. Although this feature is housed under the Job Search menu, it is NOT a job search it is a records search for co-op/internship information. Once a student clicks on the Co-op/Internship Records Search menu item, they will be able to search for active Co-op and Internship Timeline Records. Search results show any records that are linked to a term that is still Active under Tools > Setup > Co-op Timeline Terms. IMPORTANT NOTES: When students are performing this search, only Co-op/Internship Timeline Records with an Active status will be visible. If the Co-op/Internship record is still pending or inactive, it will not be visible to the student. When students view the search results, the Organization Name will populate from the Report a Co-op/Internship Hire section, NOT from the Employer Profile to which the record is linked. 23

24 Keyword Search will search on Organization Name, Department, and Job Title within the Coop/Internship Record. The fields that are visible in the search results grid include Organization Name, Job Title, Co-op Term, and City/State. There are not separate permissions for these values; if the student is able to view the field in the record then it will also be visible in the search results grid. If the permission to view these fields is off, then they will not be visible in the search results grid. Administrator Setup Options: Permissions Setup: To turn this feature on for Students follow the following steps: Go to Tools > Setup > Permissions Click the + sign next to Menus Click the word Student Click Edit Select the Student Roles that should be able to see this menu item Click Update Click Refresh at the top of the page To turn this feature on for Administrators complete the following steps: Go to Tools > Setup > Permissions Click on the + sign next to Menus Click on the word Admin Click Edit Select the Admin Roles that should be able to see this menu item Click Update Click Refresh at the top of the page Menus Setup: To change the name of the menu that appears to Students complete the following steps: 24

25 Go to Tools > Setup > Menus Click the + sign next to Student Click the + sign next to Job Search Click the words Co-op/Internship Records Search In the Menu Name text area type in the new menu name Click Save Click Refresh at the top of the page To change the name of the menu that appears to Administrators complete the following steps: Go to Tools > Setup > Menus Click on the + sign next to Admin Click on the + sign next to Databases Click on the words Co-op/Internship Program In the Menu Name text area type in the new menu name Click Save Click Refresh at the top of the page Localization Setup: You can brand the Search page to match the current terminology you use for Co-op/Intern. To update the name of the Co-op/Internship Timeline Search page: Go to Tools > Setup > Localization Scroll down to find Title of the Co-op Timeline Search Page Click Edit Update the text Click Update Click Refresh at the top of the page 25

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