About activity tracking 

Activities you assign to admissions prospects, students, faculty, alumni or others may record something about them. For example you may create an activity you use to send students a letter about an honor society or an activity attached to prospects that require a call from the football coach. You can use activity tracking to identify all individuals with these activities.

You can further narrow your results depending on if the activity is marked as completed, by the activity’s semester or other criteria. If you look for the same activities often, you can save this criteria, saving you time.

Prerequisites

• Create and assign activities to individuals.

Required permissions

Access activity tracking

1. Go to All Users > Activity Tracking.

2. Click Expand Filters to see individual criteria options.

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3. Set your desired filters. For example, you may want to select a specific template or workflow.

4. In # of Results enter the maximum number of results to return.

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5. In # per Page enter the maximum number of results per page.

6. Click Submit.

Save criteria (filters)

You can save criteria may so you can run a search in the future using the same criteria. A saved filter doesn’t save the results themselves, it saves only the criteria. The results will be dynamic. For example, in January you set up criteria to show all non-completed templates that signal your football coach needs to call prospects and return 10 students. In February, the coach calls 8 students. When you run the finder in March, your result count is now 2.

1. Once you’ve selected your filters (criteria) in the box to the right of Save Filter As enter a name for the filter.
   
   

2. To optionally allow other people to use this filter, select Available For All Users?

3. Click Save Filter As.

4. To use a saved filter, on the finder page, under All User's Filters or Your Filters select the saved filter.

Mark workflows as complete (done) in batch

If you use activities and workflows to track outstanding tasks, you may wish to update a group of them as completed all at once. For example, perhaps the football coach gives you a list of 25 students he’s called. You can mark them all as done at once.

1. Go to All Users > Activity Tracking.

2. Click Expand Filters to see individual criteria options.

3. Set your desired filters. For example, you may want to select a specific template or workflow.

4. Set your # of Results and click Submit.

5. Optionally unselect any workflows you don’t want to mark as complete.

6. Click Expand Actions.

7. Click Mark WorkFlow as Done > For All.

Mark workflows as incomplete (not done) in batch

If you use activities and workflows to track outstanding tasks, you may wish to update a group of them as incomplete all at once.

1. Go to All Users > Activity Tracking.

2. Click Expand Filters to see individual criteria options.

3. Set your desired filters. For example, you may want to select a specific template or workflow.

4. Set your # of Results and click Submit.

5. Optionally unselect any workflows you don’t want to mark as incomplete.

6. Click Expand Actions.

7. Click Mark WorkFlow as Not Done > For All.
   
   

Add tracking (activities) in batch

You may have a group of individuals associated with an activity and want to give the same group another activity. For example, your football coach has called 25 prospects. Now you want to assign an activity that alerts the financial aid department to award them an athletic scholarship.

1. Go to All Users > Activity Tracking.

2. Click Expand Filters to see individual criteria options.

3. Set your desired filters. For example, you may want to select a specific template or workflow.

4. Set your # of Results and click Submit.

5. Click Expand Actions.

6. Click Add Tracking (Batch) > For All.

7. A new screen appears. Select the activity tracking Template Name to assign to this group of individuals.

8. Click Submit.

Send results to another finder

You may want to send the individuals returned from your activity search to another finder such as the Student Finder. From there, you can then use all the functions of that finder to further work with the population. For example, perhaps a year after your football coach calls prospects, you run activity tracking to find the completed calls. You then send these results to the Student Finder where you can see the GPAs of the prospects.

1. Go to All Users > Activity Tracking.

2. Click Expand Filters to see individual criteria options.

3. Set your desired filters. For example, you may want to select a specific template or workflow.

4. Set your # of Results and click Submit.

5. Click Expand Actions.

6. Click People Finder and click the specific finder.

7. The other finder opens.