The Communication Management page allows the Super User to set up the e-mail communications to notify COI participants. The first step is to select the Notification Type from the drop down box.
There are four types of notifications that can be set up:
COI Open Enrollment Notification – This e-mail type will be sent to ALL COI participants and should include the instructions that you want all COI users to have at the Open Enrollment period.
COI Reminder Notification – This e-mail type will be sent to COI participants who have not yet submitted their COI and should include instructions reminding them to submit their COI
COI Overdue Notification – This e-mail type will be sent to COI participants who have not yet submitted their COI and should include instructions for the people who have missed the deadline.
COI Notification – This e-mail type will be sent to selected individuals from the Supervisor Summary page at the discretion of the Supervisor or Super User. It should include instructions notifying the COI participant to complete their COI.
After selecting the Notification type, any text you may have saved previously for that type will appear. You can enter or change the e-mail message content as desired and press ‘Save Content’ to store your message.
The ‘Reporting Period’ was added to the Communication Management Page to allow the COI Administrators to label what the current COI cycle is called. This reporting period is displayed on the MY COI page. Any new COI’s added via open enrollment or by clicking ‘add new’ from the My COI page will get assigned the latest Reporting Period selected. All COI’s for the very first cycle will have a reporting period of ‘2007 / 2K-5’. COI Administrators can assign the new reporting period for each COI cycle going forward.
Institution and/or Activity Date selections can be made to further limit who gets the e-mail communications. An Institution selection can be made for Open Enrollment, Reminder and Overdue notifications. An Activity Date Selection can be made for Open Enrollment only. Additionally, up to 3 attachments can be included with the e-mail that is sent. These attachments must be uploaded just before clicking send-mail and they are not saved along with the e-mail content. Below is a summary of how the communications will work depending on what is selected.
No Selection |
Institution or Activity Date Selection |
Open Enrollment w/ no Institution or Activity date selection:
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Open Enrollment w/Institution Selection:
Open Enrollment w/Activity Date Selection:
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Reminder w/ no Institution Selection:
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Reminder with Institution Selection:
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Overdue w/no Institution Selection:
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Overdue with Institution Selection:
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Clicking Send will generate the group e-mails for types COI Open Enrollment, COI Reminder, and COI Overdue. The ‘Send’ button is disabled for COI Notification because that type of notification is sent individually from the Supervisor Summary Page.
Screenshot - Communication Management – Open Enrollment
Screenshot - Communication Management – Reminder
Screenshot - Communication Management – Overdue
Screenshot - Communication Management – Notify