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user:reminders [2014/10/22 13:57] – Lauriuser:reminders [2024/09/26 12:49] (current) – [Invoice reminder] Lauri
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 Here is a quick overview of the kind of automatic communication that DreamApply sends out. Click on the name for more information. Here is a quick overview of the kind of automatic communication that DreamApply sends out. Click on the name for more information.
  
-^Reminder / notification ^Repetition ^Trigger ^Expiry ^+^Reminder / notification ^Repetition ^Trigger ^Silenced^
 |[[#Applicant welcome letter]] |  Once | On registration | | |[[#Applicant welcome letter]] |  Once | On registration | |
 |[[#Applicant code revocation]] |  Once | On request | | |[[#Applicant code revocation]] |  Once | On request | |
-|[[#Applicant final decision reminders]]|  Once | | | +|[[#Applicant final decision reminders]]|  //See below//         ||  yes | 
-|[[#Application inactive reminder]] |  Once | | | +|[[#Application inactive reminder]] |  //Reminder being considered//         || | 
-|[[#Application reopened reminder]] |  3x, every 10 days | Reopened for 3 days | | +|[[#Application reopened reminder]] |  3x, every 10 days | Reopened for 3 days |  yes | 
-|[[#Course modifications notification]] |  Once | On course modify | Can be skipped|+|[[#Course modifications notification]] |  Once | On course modify | |
 |[[#Invoice delivery]] |  Once | On issue | | |[[#Invoice delivery]] |  Once | On issue | |
 |[[#Invoice reminder]] |  Once | 3 days before deadline| | |[[#Invoice reminder]] |  Once | 3 days before deadline| |
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 |[[#Referee thanks]] |  Once | On reference submit | | |[[#Referee thanks]] |  Once | On reference submit | |
 |[[#Referee notice]] |  Once | On reference submit | | |[[#Referee notice]] |  Once | On reference submit | |
-|[[#Task reminders]] |  Once | | |+|[[#Task reminders]] |  //See below//         ||  yes | 
 + 
 + 
 +==== Silencing of reminders ==== 
 + 
 +If an applicant has requested to be removed from all reminders and notifications, there is an option on the application menu called "Silence all reminders". This disables all the reminders discussed here on a per-application basis. Next year, when they make a new application they will continue to receive reminders. 
 + 
 +See the above table for reminders and notifications that will be silenced. Note that reminders that are unrelated to any application or are sent "on request", will still go out.
  
  
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 ===== Applicant final decision reminders ===== ===== Applicant final decision reminders =====
  
 +Any applicant that has an active application (not in ''Closed'' status) as well as some confirmed accepted offers ( ''Accepted'', ''Conditionally accepted'', ''Other'') that require a decision (as set by the administrator when making the offer) will be subject to periodic reminders urging the applicant to consider making the final decision as soon as possible.
 +
 +As a side note, the applicant can choose between 4 decisions statuses:
 +
 +  - Final decision (also choosing the offer to accept as final decision)
 +  - Waiting for more offers
 +  - Undecided
 +  - Other (possibility to describe the situation)
 +
 +The interval of these reminders depends on a number of factors:
 +
 +  * The first notification is sent immediately when the above conditions have been met as a way of informing the applicant of the future steps that need to be taken.
 +  * Subsequent notifications will be delivered with an interval of one week if the applicant fails to make any decision or chooses the “Undecided” status. If the applicant chooses the “Waiting for more offers” status, the reminder interval will be 2 weeks.
 +  * A last-minute reminder is also sent out if the offer carries a decision deadline that is only one day away and there is still no final decision yet.
 +
 +The reminders will stop when:
 +
 +  * the applicant makes a final decision (or chooses “Other”)
 +  * the applicant declines the offer in question (or the administrator declines it on behalf of the applicant)
 +  * the offer carries a decision deadline and it has passed
 +  * 2 months has passed from the offer being confirmed. By then it should be sufficiently safe to consider that the applicant most likely never intends to respond to the offer(s)
 +
 +The template used to deliver these notifications is:
 +
 +
 +|**Subject** |Please review your offers|
 +|**Template** |''applicant-decide''|
  
 ===== Application inactive reminder ===== ===== Application inactive reminder =====
 +
 +When an applications has been in the PREPARE status for 15 days without the applicant editing, it will be given the INACTIVE status. No reminder, however, will be sent. This may change in the future, hence it is listed here.
 +
 +|**Journal entry** |Application was marked as inactive|
  
  
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 ===== Invoice delivery ===== ===== Invoice delivery =====
  
-When an invoice has been issued to the applicant, it will be immediately delivered to the applicant as an attachment to an email. When the invoice has been edited by the administrator, there is a possibility to re-deliver the invoice, which is up to the administrator to decide.+When an invoice has been issued to the applicant, an email with a link to the invoice will be immediately delivered to the applicant. When the invoice has been edited by the administrator, they can choose to either simply "Save" or "Save and send out" which will result in another email with the link to the invoice.
  
 |**Subject A** |Invoice no. ?| |**Subject A** |Invoice no. ?|
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 ===== Invoice reminder ===== ===== Invoice reminder =====
  
-When an invoice has been issued to the applicant, it will be immediately delivered to the applicant as an attachment to an email. When the invoice has been edited by the administrator, there is a possibility to re-deliver the invoice, which is up to the administrator to decide.+When there is less than 3 days before the invoice deadline, and it has not yet been marked as collected, a single reminder will be sent, provided that the invoice reminder setting has been enabled for this particular invoice.  
 + 
 +Note that the reminder is skipped if the period between the invoice issue date and the deadline does not allow for it. For example, if the period between issue and deadline is only 3 days, the reminder would be sent out immediately. In fact, at least 3 days must be elapsed from the issue date for the invoice to be considered eligible for a reminder.
  
 |**Subject** |Payment reminder| |**Subject** |Payment reminder|
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 ===== Task reminders ===== ===== Task reminders =====
 +
 +These reminders are highly configurable and most likely unique to each instance of the DreamApply software. There are, however, some common traits.
 +
 +
 +==== Pre-conditions ====
 +
 +Reminders about checklist tasks will only be delivered to applicants who have an active application - not in ''Closed'' status and contains at least one non-''Failed'' offer.
 +==== Interval ====
 +
 +When the tasks are being programmed, it is possible to set a different reminder interval for each status. For example, "I have not yet taken a language test" my have a reminder every 10 days, however "I am waiting for my language test results" will have a longer reminder.
 +
 +Additionally, the administrator can manually edit the reminder interval for each specific task via the admin interface, along with the possibility of shutting off any future reminders regarding this specific task. Just open up any task and you should see the controls right there.
 +
 +
 +==== Termination ====
 +
 +It is possible to configure the system so that reminders for a particular task stop after a certain event has taken place. By default, all checklist reminders stop when the applicant has made a final decision.
 +
 +It is, however, possible to set the system up so that the reminders terminate based on other events, for example 60 days after creation, 30 days after applicant submission, 2 weeks after the final decision, 10 days after last update to the task status etc.
 +
 +Also, note that there is not "only send N times" termination scheme, but for example, setting up the interval for 10 days and termination on 30 days means that the reminder will go out 3 times.
 +
 +Possible termination anchors:
 +
 +^Anchor ^Description          ^Example^
 +|Creation | Task was created |30 days after task was created |
 +|Commit | Task status was changed |60 days after task status was last changed|
 +|Resolution | Task was resolved |0 days (immediately) after the task was resolved|
 +|Submission | Application was submitted |90 days after application was submitted|
 +|Offering | An accepted offer was made * |0 days (immediately) after the applicant was accepted|
 +|Decision | Applicant made a final decision|5 days after applicant decided to come to study|
 +
 +* Includes ''Accepted'', ''Conditionally accepted'', ''Other''
 +
 +Please consult support on how to achieve that.
 +
 +At most, all task reminders (resolved or not) will stop after 6 months.
user/reminders.1413986238.txt.gz · Last modified: 2024/07/30 11:50 (external edit)
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