Summary

Automated Actions allow staff with the appropriate permissions to regularly take certain actions on students matching criteria from a Saved Search. Automations can be used to send messages to students.

• Creating an Automation Occurrence
• Managing an Automation Occurrence

Note

• Start on the Lists & Saved Items page.
• On the Lists & Saved Items page, your automations show in the Automations table.
• You will need an existing saved search or saved V3 report to create an automation.
• Automated actions are only visible to the creator of the action.

 

How-To 

Creating an Automation Occurrence

Instructions

Step 1 - From the List & Saved Items page, select Add Automation/New Automation. The New Automation Configuration page opens.

Step 2 - Enter the Name of the automation. Only you can see your automations, so name it something that makes sense to you.

 

Step 3 - After entering the automation name, scroll to the Automation Conditions section (see next screen shot).

Step 4 - For any Automated Action, you must select a saved search. Then you decide the action you want to take from the THEN... take this action drop-down field.

• Optional - Check Omit initial matches. If selected at creation time, students who initially match your criteria will be identified and omitted from future automation runs. For example, you might omit initial matches if your intent is to automatically send a welcome message to students as they are assigned to you (omitting those who are currently assigned to you).

 

Step 5 - Set the Automation Duration.

Step 6 - Set the Automation Frequency. This sets how often your automation checks for new students.

Step 7 - Finally, set a Time. You will be notified by email two hours before each automation run, so it's best to set this two hours later than the time you want to review it.

 

Step 8 - Once everything is set, click Save Automation.

Step 9 - A confirmation window opens. Click Save as Active to start the automation.

 

Outcome

You should be able to set up Automations, which will now be able to configure the system to send messages to students if they meet the criteria on the Saved List.

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Managing an Automation Occurrence

Instructions

Once you have created an automation, it shows on the Lists & Saved Items page. Automations can be edited or deleted. 

Step 1 - Select the automation's name to open the automation page. There are several actions you can take from the automation page.

 

Step 2 - First, you can edit the automation or generate a queued run from the Options menu.

Step 3 - Next, if you have a queued automation, you have three options you can take on that occurrence:

• View Occurrence Details, 
• Process now to run the automation immediately, or
• Cancel this occurrence

Step 4 - If you choose View Occurrence Details, you will see the list of students who match your criteria for the automated action, if they are included, and if action was taken.

 

Step 5 - You can take several actions from this page:

• You can review, search for, and/or omit individual students from being included in the automation occurrence.
• You can process the automation immediately instead of waiting for it to be sent.
• Or, you can cancel the occurrence of the automation.

Step 6 - Every occurrence of an automated action includes an automation update email. Two hours before an automation occurrence runs, you receive an email notification from Navigate360 with the planned automation details.

 

Outcome

You should be able to manage existing Automations.

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Further Readings

 

Need additional help?

Please fill out the EAB (Navigate) web form with as much information as possible, or contact the Technology Help Desk on your local campus.

For additional Training please visit the Teaching and Learning Technologies Docs & Training Site.