Interfase v7.0 Addendum

CSO Research, Inc. Interfase v7.0 Addendum Revised July 2009 advanced solutions for career services offices (Last edited July 2009)

Interfase v7.0 Addendum TRADEMARKS & REGISTERED PRODUCTS The following products are registered and/or trademarked to the listed companies: Microsoft is a registered trademark, and Internet Information Server, Internet Explorer, Windows and Windows NT are trademarks of Microsoft Corporation. NetScape is a trademark of NetScape, Inc. All other names are registered trademarks of their respective companies. CONVENTIONS LICENSING SUPPORT The following conventions are used in this manual: CSO represents CSO Research, Inc. WWW represents the World Wide Web URLs and e-mail addresses are printed in blue and underlined. With the purchase of Interfase, you are authorized to install the Interfase software on one (1) machine for the period of one (1) year (12 months). Continued use of the Interfase software beyond this period requires the payment of a yearly (every 12 months) license and maintenance fee. Refer to your purchase agreement for more details about this fee. Every attempt has been made to make this documentation complete. If questions or problems do arise, you can get technical support from CSO Research, Inc. CSO Research, Inc. P.O. Box 340819 Austin, TX 78734 (866) 705-4201 (toll free); ext. 1 support@csoresearch.com (Copyright CSO Research, Inc. ) 2

TABLE OF CONTENTS CSO Research, Inc. E-mail... 4 Text Editor Merging Data in E-mail E-mail Attachments E-mail Templates Setting--From E-mail Address Saving E-mails Test E-mail Function Text Messaging... 7 Career Events... 8 Event Type Screening Options Event Search Screen (Students & Employers) Custom Invoice and Receipt Headers and Footers Event Student Registration Materials for Students Linked Jobs to Employer Event Registrations Pending Bin... 11 Interview Schedules...12 Job Search and Profile...12 Student Uploads...13 Custom Student Uploads Secure FTP Student Documents... 14 Login As Function... 14 Required Documents...14 Mentor and Faculty...15 Summary of Items to Check After the Update...16 (Last edited August 2009) 3

Interfase v7.0 Addendum E-mail Many new features have been added to the e-mail function. This section will take a quick tour through these. The new features discussed here include the updated text editor, the ability to merge data from records into an e-mail body, adding attachments to e-mails, saving e-mails as templates, two new e-mail settings, and saving a mass e-mail draft. This feature is turned on to admin users by default! Both the e-mailing component and the text editor used for writing e-mails have been updated to address issues with the way text is written in the generated e-mails. This change corrects issues such as copying in text from a Microsoft Word document, when in some cases the text would be converted incorrectly when the e-mail was produced. The ability to merge data from records in the system into e-mails. On the confirmation page, you will find an option to add merge fields to a mass e-mail or individual e-mail after reviewing e-mail recipients. After selecting the fields you would like to merge in to the e-mail, copy/paste or highlight the merge code and drag and drop it where you want the information to appear. (Copyright CSO Research, Inc. ) 4

CSO Research, Inc. The ability to include up to 5 attachments into an e-mail. Attached documents are stored in the resource library in a folder labeled E-mail Attachments. This folder will not be viewable in the Resource Library on the Home page by any user. This allows for an Administrator to both select existing resource library items as an attachment and to upload new items directly from the e-mail creation screen, which are then stored in the resource library. Attachments appear as links to the Resource Library items in an Attachments section that is automatically included at the end of the e-mail. To add an attachment to an e-mail you can choose between an existing attachment or adding a new one! The attachments will appear as a link in the e-mail The ability to designate saved mass e-mails as a template. When an administrator accesses the mass e-mail function from areas of the system other than Tools Mass E-mail, the saved mass e-mails marked as templates will be available for selection to use for the e-mail. For instance, when an administrator searches the student database they can click the golden email icon and select a template or by clicking the student's e-mail address directly in their profile. Templates cannot currently be used for mass e-mails through Tools>Mass Email or by Mass E-mailing through Search Results. (Last edited August 2009) 5

Interfase v7.0 Addendum A new Setting in Tools > Setup > Settings called System - Mass E-mail - Use Constructed E-mail Address as FROM Address has been added. This a new system-wide option that can be used to specifically address certain e-mail spam filtering issues that some offices face. Currently when an e-mail is sent from Interfase the e-mail address of the user that is sending the e-mail is used as the FROM address on the e-mail or in the case of nightly system events or password reset e-mails a set address is used. The issue for some though, is that the domain of the e-mail address does not match the domain of the e-mail server that is sending out the e-mail because they are being sent from our production servers using the myinterfase.com domain. Some spam filters have a problem with this. If this new Setting is set to True the system will automatically set the FROM address on all outgoing e-mail to be a static address that is constructed by using the site id of the system along with the myinterfase.com domain name. It will then set the user s e-mail address or any address entered as the FROM address as the REPLY-TO address in the e-mail. For instance, if my site was https://www.myinterfase.com/texas then the FROM address on all outgoing e-mails would be set to texas@myinterfase.com and the REPLY-TO address would be my specific address for instance jason@uoftexascc.edu. This addresses the spam filtering issue while still allowing any reply to the e-mail to be sent to the specific sender. A second new Setting System - Mass E-mail - Display Name for Constructed E-mail Address is available that allows for a Name to be given to the constructed address that the recipient will see this along with the e-mail address. This will make it easier for the recipient to identify who they are receiving the e-mail from. So if I entered the name as U of Texas-Career Center then when an e-mail was sent the FROM address would appear as: U of Texas Career Center (texas@myinterfase.com). A mass e-mail could previously only be saved as it was being sent out. The ability now exists to save a mass e-mail without sending it. This will make it possible to create a draft of a mass e-mail before sending it out. It will also allow for mass e-mails to be created and saved, so they can be used as templates (as mentioned earlier in this section) without actually sending out the mass e-mail at the time of creation. (Copyright CSO Research, Inc. ) 6

CSO Research, Inc. A Test E-mail function was added to the mass e-mail creation screen, so that once an e-mail is written a test can be sent to see what the generated e-mail will look like before sending it out to all recipients. Text messaging will now be available directly through Interfase! This section will discuss the capabilities the text messaging feature will include. This feature is turned off in the student profile by default Text Messaging A new field was added to the student profile specifically for the entry of a cell phone number. This field will also allow for the selection of the service provider the student is using for their cell phone service (i.e. Sprint, AT&T). The combination of the cell phone number and the service provider allows the system the capability to send a text message to a student s cell phone. The student will have the option for three separate scenarios: 1) Allow Text Messages from Office- Allows direct text messaging from the system such as an administrator sending a single text message directly to the student. 2) Allow Text Messages for System E-mails- Receive text messages as well as e-mails when the system sends out system events such as reminders for upcoming interviews. 3) Allow Text Messages for Job Agents- Receive text messages notifying them that a job agent e-mail has been sent to them. Pressing Select/Modify will allow the student to choose their specific carrier. When a student selects a carrier, the Cell Carrier Domain Name will automatically be populated. Turn these fields on by going to Tools > Setup > Permissions. Go to the Forms section, find student, and go to the Personal Information section. You will need to turn on the view and edit permissions for all fields. (Last edited August 2009) 7

Interfase v7.0 Addendum Many changes will be made within Career Events. These changes include new event type forms, screening options, search pages for Students and Employers, the options for custom invoices and receipts, a student registration page, the ability to make materials available to students, and four new system event e-mails. The four new Career Event types are turned off by default. Career Events A new code field has been added called Event Type. The event type entries are Career/Job Fair, Employer and Student Event, Employer Only Event, Student Only Event, Info Session and Virtual Career Fair. Event Types make it easier for users to quickly see what types of events exist when looking at the event search results page. The event types will also be used to filter the view of the event profile so that capabilities that are not needed for a specific event type are not shown, making it easier to manage event profiles. For instance, a Student Only Event would hide all of the employer registration functions as they are not needed. This feature was created so that you will only see the fields you need when creating a new career event. Refer to the following page to see available fields per Event Type form. (Copyright CSO Research, Inc. ) 8

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Interfase v7.0 Addendum Screening options have been added to the career event. There are screening options for both students and employers. For students, they are the same screening options that exist in a job. This will allow for events to be set up that will only be viewable by certain students and/or employers. A career event search screen will be added for both students and employers. Previously these users would simply see a list of all available events. The search screen will allow students and employers to select criteria to filter through the career events database. These fields have been turned on by default for students/ employers. Student/Employer--Career Event Search Criteria Page The ability to customize the invoice and receipt header and footer for each specific event. The ability to include the existing event logo at the top of the invoice/receipt or upload a different logo for use in the invoice/receipt. (Copyright CSO Research, Inc. ) 10

CSO Research, Inc. Student registration for an event has been expanded. The function has been changed to function like an employer registration. A student can complete a registration form that can include custom fields and multiple fees, if desired. Student registrations will now be managed in their own page like employer registrations. The ability to make event materials available to students. The ability for existing jobs to be linked directly to employer event registrations. This will make it easier for employers to show specific jobs they are hiring, for rather than just entering job information directly in the registration form. Four new Event related templates have been added--employer- Event Approaching (Nightly), Employer- Event Registration Approved, Student- Event Approaching (nightly) and Student- Event Registration Approved. Note: Info Sessions have been moved to Career Events as a Career Event type. If you previously added Info Sessions to Schedules and to Career Events, then there will be duplicates. Pending Bin A change has been made to the Pending Bin. With the addition Student Registration to Career Events, the Pending Bin will house both Employer Registrations and Student Registration in the same place. To approve these registrations you will click Event Registrations in the Pending Bin, then locate the event you would like to approve registration for as you normally would. The registrations waiting on approval will then be located in two separate tabs, one for Students and one for Employers. (Last edited August 2009) 11

Interfase v7.0 Addendum Interview Schedules All job related data that currently exists in the Schedule profile has been removed. Instead, Interview Schedules can now be directly linked to existing jobs. This change allows for a number of improvements to occur both in this update and in future updates. In the previous version, an Interview Schedule could only be created for one Job. This created an issue when an Employer was coming on-campus to Interview for several positions at once as separate schedules had to be created with a shared session. This change will allow for an unlimited number of postings to be linked directly to a single Interview Schedule. This change makes the creation and utilization of both Jobs and Interview Schedules much more efficient. Now, Job information will no longer have to be entered and maintained in two separate places in order to both post a job and an interview schedule for the same position. Interview Schedules and Career Events that are linked to Jobs will be available in Job search results. Linked Schedules will be turned off and linked events will be turned on by default for all nonadmin users. Both will be turned on for admins. Job Search & Profile Linking Jobs directly to Schedules and Career Events allows Students, Admins, Faculty and Employer Contacts (Contacts will still only be able to own jobs they posted themselves) to conduct a job search and not only see job postings, but also have easy access to related Interview Schedules and Career Events instead of having to search for each (job, schedule, event) separately. However, the ability to directly search Interview Schedules and Career Events will also still be available. Clicking the! icon will display clickable links to Schedules and Events. Note: When a schedule is not active then linked jobs will not appear to students. A blue! icon indicates a linked Schedule. An orange! icon indicates a linked Career Event. An! icon displaying both colors indicates that both a Schedule and Event are linked. To turn this feature on for users go to Tools > Setup > Permissions. Find the Search Results section for Job and turn on all related fields. (Copyright CSO Research, Inc. ) 12

Student Uploads CSO Research, Inc. Student Uploads can still be performed as they were previously. However, Student custom upload projects can now be created which will allow you to upload into virtually any field, including custom fields. You also have the ability to securely FTP files to CSO and have our servers automatically upload the file. This means you will no longer have to upload your student data file manually. A custom student upload project for each specific upload can be created. These settings allow the options for the upload to be stored within Interfase meaning they no longer have to be provided in the file. These settings also allow the mapping of each column of data in the upload file to any of the fields in the student profile, including custom fields. These features will make it easier to create the file as it no longer requires specific column headings. Once a custom student upload project has been created it can be used for future uploads, so that the file being uploaded can be associated with the project including the settings and mappings saved in that project. A watched folder and an SFTP site will be available on our production servers. This will allow for an upload file for any custom student upload to be automatically sent to our servers for processing. This way once a custom student upload project has been created for a specific upload each time an upload needs to be run for it the upload file can simply be created on the client s side and then programmatically sent to our SFTP site and it will be automatically associated with the correct project and an upload task created for uploading that night. This feature is not available for deployed sites. (Last edited August 2009) 13

This feature is turned on for admins by default. Interfase v7.0 Addendum Student Documents Student documents will allow the upload of a Microsoft Word 2007 (DOCX) file. Login-As Function Administrators will have a new feature available under Page Functions when viewing Student, Contact, Faculty and Mentor profiles to login as the user even with password security enabled. This feature is available only to administrator users. Note: This feature is not available for deployed sites. Required Documents In Jobs, Interview Schedules, and Career Events you previously had the capability to set the document This feature categories that are required when a student submits documents. However, all available document is turned on for categories have appeared as an option for the student to select from whether required or not. admins and is This change would allow for document categories that should be available to the student for turned off for employers. selection to be selected as well as which selected document categories are required. For instance, one employer may not want to receive cover letters where another might and/or might require one. (Copyright CSO Research, Inc. ) 14

Mentor & Faculty CSO Research, Inc. Faculty and Mentors have been given more permissions with regards to what they can view. Faculty now have the ability to perform job searches and see linked Interview dates and Career Events. Faculty now have access to the Career Events menu. Faculty will not have access to schedules, but can see the Interview date if a schedule is linked to a job on the search results page. Mentors can now login and view the following menu items--home, My Profile, Career Events, and Sign Out. (Last edited August 2009) 15

Interfase v7.0 Addendum Summary of Items to Check After the Update There are a few items CSO suggests that you check after this upgrade. See the list below. Customize and enable the four new System Event templates (automatic e-mails) added. Note that the Student- Event Approaching (nightly) template will replace the STUDENT - Schedule Approaching Information Session (nightly). We will leave this template available in your site (disabled) until the end of Summer 2009 in case you want to see how you had customized the "old" Schedule - Info Session e-mail and want to use the same wording. Keep in mind that the new e-mail is about all Event Types and not just Info Sessions. Consider enabling Password Security through Tools > Setup > Forms for each user role. This function will replace a user's password in their profile with asterisks. With the new Login-As function, you will no longer need to see their passwords! You must also turn on the confirm password field on all accounts (Students, Employer Contacts, Faculty, and Mentor) that you activate password security on under Tools > Setup> Permissions. Consider removing the password field from system event e-mails through Tools > Setup > Templates. Info Sessions have been moved to Career Events as a Career Event type. If your site previously added Info Sessions to Schedules and to Career Events, then there will be duplicates. Check Active Info Sessions under the Career Events section for duplicates and inactivate any duplicated ones. You may consider checking for Inactive Info Sessions at a later date. If you are having the e-mail spam issues that we discussed in this addendum, you will want to activate the Constructed E-mail Address function. Check the newly added setting System - Mass E-mail - Use Constructed E-mail Address as FROM Address and set it to True. Type your University and Office Name into this setting: System - Mass E-mail - Display Name for Constructed E-mail Address. Both of these setting can be found under Tools > Setup > Settings. If you use the Mentors Module, the Career Events menu has been enabled by default. If you wish to turn it OFF go to Tools > Setup > Permissions and then expand Menus to locate Mentor > Career Events - View and uncheck the MentorRole and click Update. If you use the Faculty Module, the Career Events menu has been enabled by default. If you wish to turn it OFF go to Tools > Setup > Permissions and then expand Menus to locate Faculty > Career Events - View and uncheck the Faculty Roles and click Update. If you use the Faculty Module, the linked Career Events have been enabled by default in the job search results page. If you wish to turn it OFF go to Tools > Setup > Permissions and then expand Search, then expand Search Results to locate Job > Linked Events - View, uncheck the Faculty Roles and click Update. Students and Employers now have a search screen for Career Events. If you would like to turn OFF any of the search criteria fields please go to Tools > Setup > Permissions and then expand Search, then expand Search Criteria to locate Event. By default the permissions that are turned on are Category - View, Event Date, and Event Name - View. Consider enabling the permission to allow students to search for schedules under your jobs menu item. To do this go to Tools > Setup > Permissions, then expand Searches and then expand Search Criteria to locate Job and the two permissions are named Related Schedule Search Criteria Section View and Show Only Jobs with Interview Schedules View. Consider enabling the permission to show jobs that are linked to schedules in the job search results page. To do this go to Tools > Setup > Permissions expand Searches and then expand Search Results to locate Job > Linked Interview Schedule View. *Don't forget to REFRESH after you make any of these changes. (Copyright CSO Research, Inc. ) 16

CSO Research, Inc. BLANK PAGE (Last edited August 2009) 17

Interfase v7.0 Addendum advanced solutions for career services offices CSO Research, Inc. P.O. Box 340819 Austin, TX 78734 (866) 705-4201 (toll free); Press 1 for Support support@csoresearch.com (Copyright CSO Research, Inc. ) 18