Logging in to AdRx and Accessing the Caseload Page

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1 Overview Caseload provides access to the Assigned Advisees group (those students assigned to the advisor in SIS) and the ability for authorized AdRx users to create a custom group of students (or an ad hoc group). Users may also send a message to individual students or a group of students via Caseload. Users can generate and save a file of the Assigned Advisees or ad hoc group lists that is viewable in Excel. In addition, Caseload also provides filter options to help find students that have similar characteristics within the Assigned Advisees group or an ad hoc group. Contents Logging in to AdRx and Accessing the Caseload Page... 1 Creating an Ad Hoc Group... 3 Adding Students to an Ad Hoc Group... 3 Renaming or Deleting an Ad Hoc Group... 4 Exporting Caseload Lists... 5 Sending Messages or Adding an Advising Note via Caseload... 6 Caseload Filters... 7 Steps Logging in to AdRx and Accessing the Caseload Page 1. Navigate to one.iu.edu. 2. In the Search bar, type, AdRx or advising records and press ENTER. 3. Click on the Advising Records (AdRx) task. 4. If you are not currently signed in with your CAS credentials, enter your Username and Passphrase when prompted. The AdRx login page is displayed Indiana University Page: 1

2 5. At the AdRx login page, click Faculty/Staff Login. 6. The AdRx landing page is displayed. Click Caseload in the header. The Caseload page is displayed. The Assigned Advisees group is displayed by default Indiana University Page: 2

3 Creating an Ad Hoc Group 1. On the Caseload page, click the drop-down arrow in the group name field to display the group menu. 2. Type the new ad hoc group name in the Find or create a group text box and press ENTER. Adding Students to an Ad Hoc Group 1. Once the new ad hoc group is created, click on either of the Edit Membership links to add students to the group. The Edit Membership page is displayed. 2. Specify the student(s) to add to the ad hoc group Indiana University Page: 3

4 a. To add a single student, enter their Username or University ID and click Add. b. To add a group of students at the same time: i. Click Add students in bulk. ii. Enter each student s Username or University ID separated by a space, a return, or a comma, then click Add. NOTE: If you are adding a large number of students into a new ad hoc group, it may be necessary to break up the bulk add into smaller groups. As such, please enter students to the ad hoc group in sets of approximately 100 at a time, clicking Add between, to avoid performance issues. Once added, a confirmation including the name of student(s) is displayed. Renaming or Deleting an Ad Hoc Group 1. Select the ad hoc group from the Caseload page. 2. Click Edit Group. The Edit Group page displays Indiana University Page: 4

5 3. To rename the ad hoc group, replace the existing name with the new name and click Save. 4. To remove all members from the ad hoc group, click Remove all members. 5. To delete the ad hoc group, click Delete group. Exporting Caseload Lists Caseload provides the ability to generate a CSV file of a Caseload group page. A commaseparated values (CSV) file stores data as plain text and is viewable in Excel. 1. Select the group from the Caseload page. 2. Click Export. A prompt will then display providing the option to either open the CSV file in Excel (if installed) or to save the CSV file Indiana University Page: 5

6 To save as an Excel file, open the file in Excel, click on the Save As command, and change the CSV file to an Excel file type (examples include.xlsx and.xls). Sending Messages or Adding an Advising Note via Caseload Caseload also provides the ability to either send s to individual students or to all students in a group. It also provides the functionality to add an Advising Note without sending an . When ing via Caseload, all selected student addresses are loaded into the TO field, but when the student receives the , they only see their name. In other words, the Caseload TO field functions like a BCC field. There is also a standard BCC field in Caseload. s sent through Caseload are automatically saved in the record of every student on the list. Advising Records employs the IU Notifications system to send s. s are typically processed immediately, but in times of extremely high use there may be delays of up to four hours. Users may want to copy themselves to know exactly when students received the Select the desired group from the Caseload page. 2. Select the student(s) to . a. To select individual students, select the checkbox next to their name. b. To select all students, select the Select all checkbox. 3. Once the selection is complete, click New Message. The New Message page is displayed Indiana University Page: 6

7 If more than one student was selected, clicking the link next to the To heading will display the list of students selected. You may select the message Contact type and Advising purpose at the top of screen. Clicking the Create Advising Note, but do not students checkbox will create an Advising Note for all selected students without sending an to those selected students. By default, the your is selected as the From address, By selecting the radio button next to the message s From address will instead be sent from the noreply account. Once the message is composed and ready to send, click Submit. (The button will activate after entering text in the Subject and Body areas.) Caseload Filters Caseload provides filter options to help find students that have similar characteristics within your Assigned Advisees group or an ad hoc group. 1. After selecting the desired group to filter from, click Show Filters Indiana University Page: 7

8 2. From the displayed Filters pane, click Add to display the available filter options. 3. Check the box next to each filter you would like added to the Filters pane. As filters are checked, they appear in the Filters pane automatically. Note that some added filters will only show selectable parameters that are relevant to the students within the selected group (for example, only those Service Indicators associated with students in the selected Caseload group will appear as options under the Service Indicators filter). 4. Once the desired filters have been added, simply click anywhere outside of dropdown section to remove the list and define the parameters for each of the selected filters (for example, type in the minimum and/or maximum values for IU GPA). 5. Once the filter parameters have been defined, click Apply all Indiana University Page: 8

9 The results are displayed. The label Applied is also displayed at the bottom of the Filters pane to indicate the filter application. Additional filtering functionality: To add additional filters, click Add and select the additional filters. To remove individual filters, click the X to upper right of the appropriate filter. To remove all filters, click Clear all. To only remove the Filters pane itself, click Hide Filters Indiana University Page: 9