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Intelliworks Manual 2011

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1. o You then have access to the Lifecycles List view 20 Page 2010 INTELLIWORKS USER S MANUAL Lifecycle Filterv Lifecycles All Lifecycles wtitsie Pitot All Lifecycles v Edit Create Refresh Total Records Displaying 1 to 10 C Contacta Lifecycle Role Lifecycle Stage Student Status Created By Primary Role Created Time ProgramName Iteration Name Actions p C Test71 71 Test Prospect Accepted Suzanne Johnson y 05 05 2010 02 10 PM Acton X C DaneAbrigana Alumni Active Donor Paul Miller Y 07 01 2008 11 02 AM Action i C JohnAdams Prospect Enrolled Kristen Gedney y 08 27 2008 02 36 PM Action vj C Jeff Albert Inquiry identified Brooks Masterson v 03 04 2009 01 02 PM Action vj C StacyAlbriton Inquiry Hot Brooks Masterson 06 21 2010 09 33 AM Action j Paul Allen Prospect Accepted Suzanne Johnson o 3 24 2010 02 12 PM Action i C John Allen Prospect Identified Mare Thibault Y 08 10 2010 09 35 AM Action yi C John Ambrose Current Student Hot Mare Thibault Y 04 23 2010 04 50 PM Action ul SarahAMECHE Prospect Identified Mare Thibault 4 08 10 2010 09 35 AM Action C Yasmin Amico CurrentStudent Hot Mare Thibault Y 04 23 2010 04 50 PM Action v View Actions Send Message Records per page 10 V cp AIAN BCH DEV FIGHHN USK LIU MINIONPNQHRISHTHUNVIWH XI YI Z o Click on the downward triangle next to Lifecycle Filter to access a sorting
2. gt To Create an Opportunity 1 You can convert a Lead to an Opportunity by accessing the lead and clicking on the Convert button Lead Details Edt Delete Clone Print Preview Find amp Merge Duplicates Lead Information 2 Give your Opportunity a name a stage and a possible closing date Convert Lead gy Tip Converting a lead will create an organizations contact and opportunity You should only convert a lead which is qualified Required Field s Convert Lead Information Assigned To Darrin Schmautz S C Send Email to the Lead Owner Organizations Name Create New Organizations Dell v View The Organizations Dell already exists You can choose the option of creating a New Organizations or adding to the already existing Organizations CI Do not create a new Opportunity upon Conversion Opportunity Name Dell Opportunity Closing Date i MMiddliyyyy Opportunity stage None v CI Send Email to Organizations Contact and Opportunity Owner Save Reset gt You can also create an opportunity directly by clicking on Opportunity and then the New Opportunity button 26 Page 2010 INTELLIWORKS USER S MANUAL Create Opportunity Required Field s Save Save amp New Cancel Opportunity Information Amount E Opportunity Owner Intelliworks Demo A Opportunity Name Closing Date ki MMiddiyyyy Organizations Name Type to search Organiz
3. 2010 INTELLIWORKS USER S MANUAL v For example If you query Contact State Line 1 is MD AND Gender Line 2 is Male you will find results for all men that live in MD But what if Contact State is MD AND Gender is Male MINUS those Interested in Finance Line 3 Contacts will only be MINUSED from the Line 2 Gender not Line 1 amp Line 2 Contact State AND Gender If you d like to query all Males Interested in Finance in the state of MD then you would have to put parenthesis at the beginning of Line 1 and at the end of Line 2 so as to include Contact State and Gender Note There must be an equal number of opening and closing parentheses when using parenthetical nested logic gt Understanding Order of Operations Intelliworks will prioritize your query in the following order 1 2 NOT MINUS 3 AND 4 OR For example Line 1 Contact State New York AND Line 2 Contact Gender Female OR Line 3 Zip is not empty MINUS Line4 Contact s Program of Interest MBA The system will read it as such unless you include parentheses Line 1 AND Line 2 OR Line 3 MINUS Line 4 gt Tocreate a marketing campaign you must first create a Target and an Email Template Targets There are two types of Targets Static and Dynamic 1 Static Targets e Allows you to build a fixed list of Contacts You can select individual and groups of Contacts e Static Targets are sometimes referred to as Lists 2 Dyn
4. Add New tem Selection Option Multi Select checkbox select more than one W Discount Details a Intelliworks Discount Name Lookup Mozilla Firefox Discount Description A httpsiffcrm orionondemand com crm Search do searchmodule Discounts amp fromModule It _ Search Selection Options Manual Entry text f Requirements Enable Requirements Registration Status When All Reg item Description Value Alumni All Alumni receive a 10 discount on all Programs 10 0 Type Name Description Winter2008 100 00 Transcript Please click here for more information First time Certificate Programs This discount is offered to all first time certificate students 15 0 Add Requirement Sper off 75 0 Section Name Description off 39 00 Law Alumni 10 0 Add Section Young Alumi 100 00 Recommendation Setting Neve Chutes 100 00 Enable Recommendation Please contact the Admissions department if you believe that you qualify for a fee waiver Recommendation Invitation Recommendation Form Submission Confirme GAY Free Application 100 0 Recommendation Submission Message Thank you Super Alumni 50 0 c Assignment Settings Contacts Select a User v Assign To Amy Williams A Most recently attended School Select a User v Assign To Amy Wiliams A Current Employer Select a User v Assign To Amy Williams A l kaMscnlam Malaa allaan t Oa Communication Plans The communication plans in Programs are the sam
5. B Development UPenn Example Role B Graduate Admissions e Groups Intelliworks allows you to create different types of groups or sets of users to manage a set of common records Users associated with a particular group can access the records shared to a particular group and perform the necessary operations on the records o Groups contain users roles roles amp subordinates and sub groups o You cannot assign records directly to the groups o Records can be shared with groups by setting up data sharing rules o Users roles roles amp subordinates can represent multiple groups gt How to Create a Group 94 Page 2010 INTELLIWORKS USER S MANUAL Click on Setup Go to the Admin Settings section Click on Groups Click on Create New Group In the Group Details section specify the group name and commends for the group in the Group Name and Description fields respectively In the Group Source section select the group members You can select users roles roles amp subordinates and different groups as members of the new group 7 Click Save e Data Sharing Settings By default access rights to the ntel liworks records is set as private so that record owner and his her superior can manage the data However using the Data Sharing Settings you can extend access rights to users that belong to other roles and or groups Once the data sharing rules are configured users associated to that part
6. Clone Print Preview Campaign Results attachments Opportunities Matt Laubenstein on May 12 2010 Actual 0 00 0 00 0 00 You are now in the campaign results window On the top right there are two buttons one for exporting the results to PDF and another to take you to a print view page Campaign Results Export PDF Campaign Details Name Lehigh Open House a Created By Matt Laubenstein Sent By Matt Laubenstein Sender Email matthaubo yahoo com Subject Events Event Name Events Start DateTime Campaign Status Total Targets To Process 232 Started Date Time 05 28 2010 06 01 00 PM Completed Date Time 05 28 2010 06 03 15 PM Scheduled Date Time 05 28 2010 06 00 00 PM B Bouced B vewed E NotVewed m ckpped Print View Processed Email Info Count Total Targets 232 Emails Sent 221 95 26 Emails Pending Delivery 0 Targets Skipped g 3 88 Delivery Statistics Count ees Emails Sent 221 ah Emails Not Sent 9 Emails Viewed 6 2 71 Emails Not Viewed 31 14 03 it Visited URL 1 0 45 z Did Not Visit URL 36 16 29 Cases 0 ah Opted out 0 Emails Bounced 184 83 26 Unique Visits N U e oO O v You can also create a follow up campaign by clicking on the red icon 9 on the right of each Delivery Statistics link This will bring up a new window were you can create your follow up email or chose an email template 55 Page IN
7. Application Form Builder MBA Save Previe ul Add Sections Pore TRF quirements Charges and Additional tems Form Propert f Tab Position Top i Untitled Section Header Last Name Edit RichText Foote Edit RichText Wieb Tracking Code Contact and Registration Edit Contact City l Form W dth Pixels 792 ped Country L J Contact and Registration ACT Contact feta s E Agent Number Pick List j ona Academic Fj Anticipated Start Date Date Information F Anticipated Theme Concentration Sessions Academic Interest Text v Add Fields Anticipated Start Term Propert L Section Citizenship Il Hidden E Yes No City Code Section Titl Contact and Registration Label Position Top Class Rank v 11 To create a new page click on the c symbol Add Sections Contact Info ly Form Properties Requirements Tab Position Charges and ft Ni Das a Additional tems Header Edit RichText Footer Edit RichText Required Field Web Tracking Code Untitled Section Edit Last Name Form Width Pixels ee Reset Apply Contact and Registration Add Fields Contact City Contact field s 4 Contact Country E Agent Number PickList _ Anticipated Start Date Date go Anticipated Theme Concentration Contact and Registration Academic Interest Text
8. Field Dependency Action Edit Replace Delete oS Edit Replace 3 Groups and Association gs 3 Import Tools Edit Replace a Oo Interaction Settings Ed it Delete 3L Invoice Settings Edit Replace Delete ecycle settings y 9 EditiReplace Delete Fields List Sdit Page Lo Edit Replace Delete Customize Lifecycle Details Custom ew Settings Customize Quick Link Settings Assignment Rules Edit Delete Label Active Lifecycle Description Lifecycle Role Lifecycle Stage Likelihood to Enroll Primary Role Source Student Level Student Status Top reasons to follow this Course 4 Chose a type of field the label and the length of the field if applicable 5 Click Save Custom Field Settings Lifecycles Field Information Select Field Type Provide Field Details lest 99 Integer Percent jag Currency T Date F A Email iF Phone he TextArea Checkbox EN MultiSelect ti Cancel Save Save amp New 103 Page 2010 INTELLIWORKS USER S MANUAL Editing the Page Layout Similar to creating Custom Fields editing the page layout is available to you for each of the objects in the ntelliworks platform gt How to Edit Page Layout 1 Go to the Setup screen 2 Click on the Edit Page Layout link for the object of your choice 3 You can click and drag the boxes to arrange your custom fields 4 All available fields will be on the right and the fields curre
9. E testtest DC Open House Under Review Shara McNeill sea 0 03 01 Shara McNeill Gibson Hall e a 1200 Action v E John Test St Stanislaus Information imder Gavi Suzanne 09 22 2010 02 08 Suzanne Main Campus Student 09 27 2010 08 00 Action E vonn test Session eer Johnson PM Johnson Center AM X shara delete DC Open House Accepted Shara McNeill ia nents Shara McNeill Gibson Hall go 12 00 Action v E marc thibault Prospect 2011 Luncheon Under Review Marc Thibault fel 32010020 Marc Thibault Town Hall Square e rad Action v E mare thibault The MBA Tour Accepted Marc Thibault ae 32010 04 19 Marc Thibault New Market Square a ne Action v e You can use the top filter tool to see attendees by status The second filter box allows you to filter for attendees for a particular event You can also sort your attendees list by selecting the Contact Name Event Name Registration Status etc e You can also create filters to better organize your attendee list e You can also manually enter an attendee by highlighting the box for an Event and clicking on the Add fo List link under View Actions 37 Page INTELLIWORKS USER S MANUAL Attendees All Attendees New Attendees Fitter Apply Filter w All Attendees Edit Create Refresh Total Records Contact 7 m Nar Event Name Registration Status Comments Created By Modified Time Fi marc thibault Prospect 2011
10. Module n Start Date End Date Contacts Date of Birth Custom v Query Builder 24 hours format JoinOpen Parenthesis Area Field Value Closed Parenthesis Actions Contacts v Contact Owner v is v ake Ge We why 3 Choose a Target Name and Owner 4 Select a Type and Status For more information about Type please see page 41 5 Enter the appropriate query ies in the query builder to isolate the names you wish to include in this targeted list For more information on the Query Builder section please see page 39 6 You can click the Preview button to see what your target looks like 7 Click Save gt Now you can put together an Event in ntelliworks Click on Events under the Events tab and select New Event Give your event a name and choose a location Select the start and end dates for the event Select the start and end dates for registration Select the number of days before the event for reminders oe he 36 Page 2010 INTELLIWORKS USER S MANUAL Create Event Required Field s Event Profile Event Name Event Owner Intelliworks Demo A Location Type to search Locations Q Start DateTime 09 21 2010 o End DateTime 09 21 2010 a MMiddiyyyy Midday yyy 00 00 23 59 hh mm 24 hours format hh mm 24 hours format Description Registered and Attended Yes v Event Status Show Event in Social Media oO Event Type v Event Program s Lect
11. Secure Form Account Reset Password Confini g Enable profile updates from Self Service Page O Enable Self Service Page oO Account creation verification field matching E st Student ID e Contact Street Contact City Contact State v Account Creation Verification matching logic Duplicate Contact Settings W Do not create new Contacts O Match not found error message P te F sM ging Sign In Page Header Create Sign In Page Footer Create Sign In Section Title Sign In Section Description Create 8 Choose your application form 9 Chose the Application submission email for this class 75 Page 2010 INTELLIWORKS USER S MANUAL Within the Online Application Form section click on the lookup icon next to the Application Form field ll From the popup select the desired Application Form Ill Note A unique URL will be generated for the Application Form You can distribute the URL to Contacts for use and you can provide the link to your web development team so that they can post the URL on your website 10 Choose the Invoice Template 11 Choose the mail profile that the emails will come from 12 If this iteration has a capacity for a class for example check off the Active box and enter a capacity You can also select a message that will be displayed to people that try to register after the cutoff has been reached In addition select what type of registration level will trigger the capacity cut off 13 Add the invoic
12. Store and reuse content from previous marketing campaigns see who has viewed a particular campaign and who has clicked embedded links Send follow up campaigns based on who has and who hasn t viewed campaigns VVVVVV v Before you learn how to create and manage your Marketing campaigns you must first learn how to use the Query Builder feature to the nte liworks platform gt How to Create a Proper Query In order to be effective at creating targets you must first understand the nte liworks query builder nte liworks uses Boolean and Parenthetical Logic to create effective targets for your events and campaigns Boolean Logic was developed by George Boole an English mathematician It uses logical operators OR AND NOT to create relationships develop search strategies or combine search statements Use of Boolean logic to develop search strategies or combine search statements OR operator This example requires that a record contain any one of the terms being searched The OR operator is used to broaden a search or increase results OR describes a situation where the statement is true if at least one of the parts on the left or the right are true Items in either circle A or circle B will be retrieved Example diet OR nutrition diet OR nutrition OR food The second example will yield more references than the first 39 Page INTELLIWORKS USER S MANUAL AND operator This example requires that BOTH terms be fo
13. v Lifecycle Stage on Cancel Y Relabel Cancel Button 3 Provide a name for your application form 4 Select a Registration Status for the following fields a On Login b On Save c On Submit d On Cancel 5 You should also provide a return URL under the On Submit section and a Cancel URL under the On Cancel section Re label the Submit and Cancel buttons if you wish Choose the Lifecycle Role Lifecycle Stage and the Registration Stage that the registrant will get when they save their application 8 Choose the Lifecycle Role Lifecycle Stage and the Registration stage that the registrant will get when they submit the application 9 Now you can create the form just like you created the Inquiry or Event Forms except in Applications you can create multiple pages For help click on the Launch the Form Builder button at the top of the page after you have saved the application form eS Application Form Details Edit Delete Clone Print Preview Launch the form builded Form Preview Form Information Name MBA Application Form Owner nteliiworks Demo Edt Status Active Requires Login Y Description Modified By Inteliworks Demo on Oct 22 2010 12 31 02 PM Created By Inteliworks Demo on Oct 22 2010 12 31 02 PM 10 Create sections as needed by Adding Fields for your first page Fill in the Page Header and Footer information as needed 80 Page 2010 INTELLIWORKS USER S MANUAL
14. vr vr k an V Inquiries 2 Inquiry Forms gt gt Ing 3 Give the form a name and complete the remainder of the form with the applicable information Create Inquiry Form Required Field s N Cancel Form Information Name Inquiry Form Owner Intelliworks Demo D Status Active v Email Ternplate oe a Return Url Cancel Return Url Relabel Submit Button Relabel Cancel Button Form Submission Message Description Lifecycle Role None v Lifecycle Stage xX Case Priority v Mail Profile Admissions Mi Case Stat w Assignmen t Settings Contacts Selecta User v Assign To Inteliworks Demo RR Most recently attended School Selecta User v Assign To Intelliworks Demo D Current Employer Selecta User v Assign To Intellivorks Demo D LifeCycles Selecta User v Assign To Intelliworks Demo ER Cases Selecta User v Assign To Intelliworks Demo R 4 Click Save gt Now you can edit the inquiry form to include specifics for the Inquiry record 5 Click the Launch the Form Builder button 6 Create as many Sections as needed by selecting Add Sections for your first page Choose where youd like the section to be positioned on the page the label and field width 29 Page 2010 INTELLIWORKS USER S MANUAL the description as necessary and whether or not the section should be optional Click Apply Repeat as necessary with the various sections Inquiry Form Builder New Inquiry Form Fo
15. 10 Set the Mail Profile Accessibility Details e All Users are allowed to view this Mail Profile recommended for general purpose Mail Profiles e Show this Mail Profile only to me recommended if you do not wish any other user to view the Mail Profile e Allow the following users to view the Mail Profile recommended if you wish to share the Mail Profile with a select set of users You can select a Group Role or User aos a 11 Click Save Recycle Bin This shows you everything that has been deleted You should empty the recycle bin periodically When you delete a record in ntelliworks it is a soft delete meaning that the record is simply marked for deletion The record is only physically removed from the system when you empty the Recycle Bin this is known as a hard delete Security Settings 97 Page 2010 INTELLIWORKS USER S MANUAL This section allows you to make all connections to IW use SSL by default SSL allows for a secure connection between user s browsers and ntelliworks ensuring the security and privacy of any data being sent through the network Workflow Settings Workflow Rules allows you to automate your processes for tasks alerts that are assigned or transferred from one user to another for action according to a set of predefined rules The Workflow Rule is triggered when a record meets the specified matching criteria e The key benefits are improved efficiency by eliminating u
16. G Targ K Edit Del Interest in Business TEST Courtney S Wo ow Settings Edit Del New Inquing Alert2 Conditional Test Email pean Rules Edit Del Interest in Business TEST Courtney Workflow Alerts Applicati hold notif Workflow Tasks Edit Del App on hold TEST EKM fiancee O SN SAE Tg y TEST EKM Workflow Tasks A Task can be associated to a Workflow Rule that will allow for assignment of the Task to a designated User when the Workflow Rule is triggered gt Create a New Workflow Task Go to Setup Go to the Workflow Settings section Click Workflow Tasks Then click on New Task Then complete the following section e Record Type Select the module you d like to use e Subject Specify the subject of the Task e Priority Select the priority of the Task e Status Select the default status of the Task e Due Date Specify the date to execute the creation and assignment of the Task based on a time period following the trigger of the Workflow Rule e Assigned to Select the User to whom the Task will be assigned e Description Specify additional details of the Task 6 Click Save oe lS 100 Page 2010 INTELLIWORKS USER S MANUAL B Admin Settings 2 Appointment Settings 2 Attendee Settings 2 _ Campaign Settings 3 Company Settings 3 Connection Settings 3 Contact Settings 3 Discount Settings 2 _ Education Settings 2 _ Email Templates 2 Evert Settings 2 _ Exclusion Settings 2 _ Experience Settin
17. Invoice Information Program Name amp a Invoice Owner Intelliworks Demo x eration Name p Due Date i hhtiddsyyyy i A Registrant 2 Notes Check Number Payment Method v GL Numbers v Payment Information Debit Details Description Information Description Save Save amp New Cancel 4 Click Save 83 Page 2010 INTELLIWORKS USER S MANUAL gt To Manually Add a New Line Item or Make an Adjustment to an Invoice 1 Locate desired Invoice see instructions above 2 Click Edit 3 From the Payment Information section click on Add New Line Edit Invoice 18000001433556 Required Field s Program Name Stellenbosch amp a Invoice Owner Alex Lopoukhine A iteration Name Undergraduate Spring 2011 F all 2011 B a Due Date htddiyyyy Registrant Sue Samantha 2a Notes Check Number Payment Method v GL Numbers v Payment Inf t ten Description Quantity Costfunit Total Application Fee Fee forthe Application 4 50 00 60 00 PP PP P Add New Line Add Additional Item Remaining Amount 50 00 4 Anew blank line will appear in the Invoice 5 Enter an tem name 6 Enter the Cost Unit value e Note you can enter a negative amount by putting a dash before the value 7 Repeat as desired 8 Click Save gt To manually add a discount 1 Find the desired Invoice 2 Click Edit 3 From the Payment Information section click Add Discount e Note You will only see Disco
18. Lifecycle on Impor Odo not create Lifecycle Q Selec Lifecycle to set on Import Map Lifecycle from import file Lifecycle Role Conference Y Lifecycle Stage Engaged Woitlow Tase Mail Recipient You can also attach a Workflow Task to this contact list For more information please reference the section on Workflow Tasks 3 Click Next 4 Now you ve come to the second phase of the import process Map Fields Intelliworks wants to make sure the information it pulls from your spreadsheet goes to the right place Some of this information may be already mapped for you Either way you want to verify each field is mapped correctly Click on each of the fields and then find the matching column in your excel file 12 Page 2010 INTELLIWORKS USER S MANUAL As you can see each drop down is actually a list of the headers from your Excel file Import Contacts Wizard ap the field in your import file which should be imported into each Intelliworks field The import file column that is mapped with the Contact Name field should contain valid Contact Names If no Contact exists with the given name a new one will be created Intellimotks Field Import Field Intelliworks Field Import Field Contact Owner Intelliwons Demo Intellimotks Field Import Field Intelliworks Field Import Field Department None Mobile None Other Email None Student ID None Lead Qualification Stage None Job Title None Finan
19. New Communication Plan 3 Give your Communication Plan a name and select an owner for the plan you are the default owner Create Communication Plan Plan Profile Pian Information Plan Name Communication Plan Owner Intelliworks Demo Status ctive Mail Profile CheckAll Contact For First Run A Description Save Cancel 4 Chose a mail profile 59 Page 2010 INTELLIWORKS USER S MANUAL e Optional Select Check all Contacts for the first Run this will run the rules against Contacts who were created previous to this rule Click on Save and then click on the Rules tab Click New Rule Now you can add Entry and Exit rules e An Entry rule brings Contacts into the Communication Plan e An Exit rule removes Contacts from the Communication Plan 8 You can use the rule creator just like when you create a target oo om Rule Information Required Fields Rule Name Exit Rule 1 Rule Type Entry v Open sS Join Area Field Value Parenthesis Parenthesis N Contacts v Contact Ow v v t G9 Ge GA e S C l Query Builder E eS kanes e From the Query Builder section Select an Area Contacts Lifecycle etc ll Select a Field from the Area Ill Select an Operator is is not contains etc IV Enter a Value V To add additional lines to the rule click the gt icon 9 Once you are done creating the rule Click Save 10 Click on the Templates tab C
20. Site Builder tab The site has three parts The Header the main content and the Footer You can edit each section by clicking on the Edit section for each A oN SS Intelliworks Demo Notice Feedback Site A v E Ae A Ke Home Contacts Inquines Events Marketing Enrollment t Nie t Juick Create Create Site Site Profile X E KAGE EIER PARME tioan gga aaa ala ili al lta Font i i Tye Qi a 2 Lamm mnmaneccesennenannecsensasennnd Save Cancel 87 Page 2010 INTELLIWORKS USER S MANUAL 6 When you click on the Edit section a pop up window will appear that contains the same HTML editor that is present in the Email Templates section of Intelliworks When you are done with each section click Save 7 Once you are done with the site click Save 8 You can click the Preview button to see your site online You can also take the URL and place it in your email campaigns to help advertise your program 9 If you wish to take down your site click on the Unpublish button 88 Page 2010 INTELLIWORKS USER S MANUAL Social Media The Intelliworks Social Media tab allows you to connect your admissions and enrollment departments directly to students through today s most popular social networks Managing Intelliworks Social Marketing feature allows you to increase your presence on multiples social networking sites run personalized marketing campaigns and track all interactions with your social net
21. button and select your Excel or csv file 7 Click Save 42 Page Create Target INTELLIWORKS USER S MANUAL Target Information Target Name Target Owner Intelliworks Demo Type Static v Status Active v Description Contact List 8 2 O ContactName Import Contact list Required Field s Save Save amp New cancel Select Contacts x Search Go C Contact Name Phone E Mail UNKNOWN315 nomail com J 123 tmail com aash_al yahoo com Aandria C wimbledonchampion08 yahoo com q on Bickford chevycurit yahoo com on Bryant abryant ma verizon net aron Buseh Er Aaron Campbell campbellwm min midco net Selectie Note Please ensure your file contains 1000 or fewer records the link below Import Cancel add cance 43 Page 2010 INTELLIWORKS USER S MANUAL Exclusions Exclusions are Targets that contain a list of records that should be excluded from email campaigns By default the E mail Opt out Exclusion exists for all constituents that have selected that their campaign preference is No Campaign Mail gt How to create an Exclusion Go to Exclusions under the Marketing tab Click on New Exclusion Fill out the Exclusion Information section i From the Exclusion Builder section click on the target icon 12 You can now create your exclusion by se
22. create custom fields for all objects in nte liworks including Please see the IW Library for field restrictions for each object below Contact Lifecycle Lead Organization Opportunity Campaign Appointment Case Target Location Exclusion Attendee Event Invoice Education Experience Group and Association Payment Program Iteration Registration Connection Discount Recommendation gt Creating custom fields is the same for each section 1 Click on Setup and find the object for which you d like to change the Field List e g Contacts Lifecycle Opportunity etc 2 Click on the Field List link 3 Click on the New Custom Field button 102 Page 2010 INTELLIWORKS USER S MANUAL Intelliworks Demo HS oaar of E Z Home Contacts Inquines Events Marketing Enrollment Interactions Sales Social Media Analytics X X hd 1d dl X bd hd p Lifecycle Fields 3 Admin Settings 3C Fppointment Settings 2 Attendee Settings 2 Campaign Settings This page allows you to manage the fields that appear on the detail view page If you delete a field it will also delete the related data in the application To view more information on custom field details click here 3 Company Settings 3C Connection Settings 3 Contact Settings 3 C Discount Settings 3 _ Education Settings 3 L Email Templates 2 Event Settings 3 L Exclusion Settings 3L Experience Settings New Custom Field Fields List
23. j Available Merge Viens Slee Vie v _ snus LS SQBR Yio INNE PETUERE ahei Hal Taf TABAN Applioation Registration Interactions Atendees Recommendations Requiements Educations Expatennas Tak Appointments voles Payments Connections Groups and Associations owing event Event Event Name Date and Time Events Star DateTime Location Evens Location Events Desorption 2010 INTELLIWORKS USER S MANUAL Copy Merge Field value Accounts Account Name Dear Contacts First Name We invite you to attend the following event Events Event Name Date and Time Events Start Date Time Location Events Location Events Description To register click Events Url 47 Page 2010 INTELLIWORKS USER S MANUAL Campaigns Now that you have created Email Templates and Targets you can easily and effectively create high impact emails that will soeak to a targeted constituent group and get your message across with results It s the easiest and most affordable way to stay connected and build strong lasting relationships gt To Create a Campaign Click on Campaigns under Marketing Click on the New Campaign button Give your campaign a name If it applies you can enter budget information Choose a Type Direct Indirect Depending on which Type you select a variety of options will be made available under Channel e Direct includes Email Direct Mail and Telemarketing ca
24. s Virtual Campus gt gt r s 3 C Admin Settings 3 C Appointment Settings 3 Attendee Settings Workflow Rules gives you the power of automating your business processes by sending Email Alerts when certain conditions are met 3 C Campaign Settings 2 Company Settings J Connection Setting C Contact Setting Rule Name Description Record Type J Discount Setting Education Setting Edit De Assignment of Contacts Contacts C Email Templates Edit De Inquiry Assignments Inquiries bape Edit De tacts from NH Contacts LJ Exclusion Setting GJ Experience Setting Edit De Hinds Workflow Test Inquiry Forms C Groups and Association Edit De Release Update Interactions j Import Tools lt n Settings Edit De WKU Inquiry Rule Inquiries 3 Invoice Settings Edit De state Assign t Contacts 2 _j Iteration Settings Edit De New Opp alert Opportunities 3 C Lead Settings 3 Lifecycle Settings Edit De Inquiry Owner Test Inquiries 3 C Location Settings Edit De Force Rule 1 Registrations 3 C Opportunity Settings ontacts with L 3 Organizations Settings Edit De Prospect Contacts J Payment Setting i Test Contacts interested J Personal Setting Eel 08 n Business Contacte 3 C Program Settings Edit De Inquiry test Inquiries C Recommen dation Sette Program of Interest is B 3 Registration Settings Edit De gee ais Contacts z siness f R Fe a r f user notified when an app pay Edit De App on hold rule TEST EKM is on hold Applic
25. the Contact List View I Click on the New Contact button li Fill out the contact form and click Save Items in red and starred are required fields o Click Save and New if you want to enter another Contact Contacts All Contacts All Contacts Edit Create Refresh Total Records 2 From the Create Tool i Goto Create from the left hand navigation bar and select Contact from the pull down table li Complete the required fields iii Click Save o Click Save and New if you want to enter another Contact 3 From Quick Create i Pull down the Quick Create tab in upper right corner and click on Contact from the drop down list li Complete the required fields iii Click Save 16 Page 2010 INTELLIWORKS USER S MANUAL gt Merging Contact Records 1 Go to Contacts 2 From your contact list check the box in front of at least two contacts you wish to merge 3 Click on View Actions tab and from the drop down list select Merge Contacts Contacts All Contacts New Contact All Contact Edit Create Refresh Total Records Email amyamee Wemail com harry potter harry potter Mintellivonks com john smith smith johm com Gonzalo Cayo gonzalo ilntellivuo ks com Robert Heyman Robert Heyman Alicia Milgrom Alicia Milgrom Greg Smith Greg Smith Stewe Harney Stewe Haney al e e F Bob McGuinness Bob hicGuinness a i p Mike Kelly Send Message v Change O
26. to Invoices 2010 INTELLIWORKS USER S MANUAL There are two types of Discounts 1 Percentage a percentage value that will be removed from an Invoice 2 Fixed Amount a whole number amount to be removed from an Invoice v Important to note e Once you save a Discount you cannot change the type as this would impact every Invoice to which this Discount has been applied e Discounts can only be applied to an Invoice if the Discount Code has been associated to the Program Iteration that the Invoice is for e A Discount can be removed from an Invoice See the Invoices section e Discounts can only be applied to an individual Group Registrants will not have the discount applied to their invoices if the Primary Registrant uses a discount code during registration gt Tocreate discounts 1 Click Discounts under the Enrollments tab 2 Click on the New Discount button 3 Name your discount and choose a percentage or fixed amount Create Discount item Amount O Percentage Or Fixed Amount Description 4 Click Save Repeat as needed gt Associate a Discount to a Program Iteration 1 Go to Programs and click on the desired Iteration 2 Click Edit 3 Scroll down and from the Discounts Detail section click Add Discount 4 From the popup window select the desired Discount a Repeat as necessary 5 Click Save 78 Page 2010 INTELLIWORKS USER S MANUAL Additional Items item Description Cost
27. 0 INTELLIWORKS USER S MANUAL Campaign Results Once the email servers have finished sending out your campaign you can access the campaign results This will allow you to see how many emails went out who read your email and who clicked on the links which you had in your email Processed email statistics include e Total Targets the total amount of Contact records in the Campaign e Emails Created the total number of unique email offers created for the Contacts in the Target e Emails Pending Delivery the number of emails that are awaiting delivery in the Campaign e Targets Skipped the total amount of Contact records that were skipped in when processing the Campaign Reasons can vary but usually deal with improper extension e g company co instead of company com Delivery Statistics Include e Emails Sent total amount of emails send by Campaign minus those that have been skipped e Emails Not Sent total number of emails not sent out by Campaign e Emails Viewed total amount of emails that have been opened by Contacts in the Campaign e Emails Not Viewed the number of emails that were not viewed by Contacts note this can only be tracked when sending HTML emails e URL Visits the amount of unique clicks on links inside of the email that was created by the Campaign e URL Not Visited the total number of contacts that did not view the URL e Interactions the total amount of Interactions that have been created as a res
28. Contact Name Ms Julie Barrett Date of Birth Contact Owner Darrin Schmautz Edit Email barrett massart edu Lifecycle Role Stage Lead Source Campus Visit Student ID Created By Darrin Schmautz on Sep 20 2010 3 36 20 PM Affiliate Phone Most recently attended School Mobile Current Employer Massachusetts College of Art Contact Preferences Job Title Visiting Date Financial Aid Lead Qualification Stage Florida Resident State am Interested In Counties in Florida lam applying for Luther Rice Campus Preferred Anticipated Theme Concentration Academic nterest How many credits do you have EM Test states Contact Address Contact Street Contact Postal Code Click on one of the contacts you have created The Contact record contains every default and custom field you have created in ntelliworks as well as a section labeled Related Information that contains Related Information W Attachments interactions 2 LifeCycles Contact Log Campaigns E Event Registrations Connections Education _ Experience da Recommendations Registrations Invoices Payments go Groups and Associations gt Opportunities Appointments e Attachments Lists all files that have been uploaded for this contact Attachments can include resumes transcripts essays etc e Campaigns Lists all campaigns this contact has received e Experience Allows you to associate Contacts with Organizations and view the employment history
29. Count Created By Matt Laubenstein Sent By Matt Laubenstein Total Targets 232 Sender Email mattlaubo yahoo com adi ease cn ails Sent i Subject Events Event Name Events Star DateTime Eosi Sn 221 93 26 Emails Pending Delivery oO Targets Skipped g 3 88 s k Follow Delivery Statistics Count up Emails Sent 221 i Campaign Status Total Targets To Process 232 rails mereert 2 Started Date f Time 05 28 2010 06 01 00 PM Emails Viewec 6 2 71 itt Completed Date Time 05 28 2010 06 03 15 PM Scheduled Date Time 05 28 2010 06 00 00 PM Emails Not Viewed 31 14 03 Bi Visited URL 1 0 45 ire Did Not Visit URL 36 16 29 i Cases o ia Opted out o Emails Bounced 184 83 26 s S 2 i 2 gt 1 o 56 Page 2010 INTELLIWORKS USER S MANUAL Conditional Statements With Conditional Statements you can further customize your email templates so that they display different content to different people e For example if you create a conditional statement by state someone from Florida would receive a message that was specific to them while in the same email you could say something completely different to a Washington resident e Email Templates can contain an unlimited amount of conditional statements e The Conditional Statement you create is a Boolean function that defines the parameters that you would like a recipient to either see or not see o For example if you build a section based on Contacts that have expressed
30. Delete Contag 2 Click on the Create New Rule tab Contact Assignment Rule Contact Assignment Rules facilitate the automatic assignment of Contact records to the appropriate User reate New Rule AOE LIS Rule Name Edit Del Leads Edit Del Prospect Assignments Edit Del Online Prospects Edit Del Large Donor 3 Give the Rule a Name 106 Page 2010 INTELLIWORKS USER S MANUAL 4 Choose either Random or Criteria assignment New Rule Rule Information Rule Name New Rule Name Rule Type Random Assignment Random Assignment Saye Cancel Criteria 5 After you click Save you will be brought to the following screen where you should selection the Create New Rule Entry tab Contact Assignment Rule Create the rule entries to automatically assign contacts to users based on the criteria specified in the rule entries Rule Information Rule Name New Rule Name Edit Rule Type Criteria Created By Intelliwons Demo On 11 11 2010 Rule Entries Create New Rule Entry Order Criteria lt No Rule Entries Available gt 6 From the Query Builder select the object you wish to build criteria for i e Contact Organization Event etc 7 Select a Field from the object 8 Select an Operator is isn t starts with etc 9 Enter a Value e You can add more lines by clicking the s symbol 10 In the Assign to field click the amp button and select a User e You can also
31. Intelliworks Inc 2010 INTELLIWORKS USER S MANUAL Table of Contents Py aa i i a ia ia umm eit amine eae 3 IMPORTING CO NPCS sirinin iar EEEa Reiri i ea 11 THE CONTACT RECORD criin wn ieutideeduinncs Gisiiemdieteasieandes satrnudiislonwbeutadoed wilgtsaatedsiondnetenannnaaaeatione 15 EMAILING CONTACTS ssw ctrl sitet Seance Haat ioe nd ce adie eGiheld eisai Dales ace peaiwdindcanewteasennaiiendent 22 MASS UPDATE MASS DELETE rene craic wheter nena anlar ctesti na nctceewiensameislen mdi eeaisdenater 24 SALCES tar Ses cn ec en ei ea on A 25 IN OUIRE S a ae eae cto ee nes ween vee enoaNetwnnaereeeMicenaets 28 EAS BORE Erne nnn re rr eee rrr renner rere eer meee ener r eer er reer rer te emer rere tree reer err err er rer rrr rere rr rer rece rrr reer rere reer re 31 MARKETIN G acn 39 TARGEI S a ete a i mel en i a nla 41 EXCLUSIONS erii Ee E 44 CAMPAIGNS reen e aslseabentensinamasiesaaiseebentsatiasandseacsacbatnennieie 48 SEL SERVICE CENTER eia E nan uaales memmenneeas 50 CAMPAIGN RESULTS ee ee E e ee E e ee a 53 CONDITIONAL STATEMENT S ccn i 56 COMMUNICATION PLANS vicina a a a 58 CASES a 61 ANALYTICS ae ett cai cw tice min el ee mi cmc te mace ene wn iets es aide acca maatscioe meena eaaar 64 PROGRAM MANAGEMENT aro werent re amen mde a wei elmer a Neeser emt 72 SOCIAL MEDIA r ami eakannniannekanstbenaidnmntinntsdantienainniananntadentemsaieststamniecamibenninentaapniess 88 SETUP o e re rr ere errr tT te reer eer ne err er er rrr Cr rr ere rr
32. Interactions Sales Social Media Analytics Quick Create p earch Ihe iprary bd Y Y Y Y Y Y s L e Your School s name in the top left corner e Tabs Each containing one module of the ntelliworks platform e Links in the top right corner Notice Informs user of updates to Intelliworks system if applicable Feedback The best way to reach the Intelliworks Support team Site Map Provides a navigational structure of the Intelliworks CRM to help orient users and to quickly find items Setup Please see the Setup section User Menu Previous page Quick Create Shortcut to create objects in fewer steps 6 Page 2010 INTELLIWORKS USER S MANUAL Search Allows you to perform a global search or object specific search of Intelliworks platform Search The Library Allows you to search the ntelliworks Library Side Bar The entire left side bar can be minimized or maximized at any time by clicking on the two left or right pointing arrows on the far left of your screen G amp intelliworks Demo BS gt EB ea Home Contacts Inquiries Events Marketinc r rpe _ Navigation lt lt ao Recent Items Tags ll Calendar e Create Allows you to create Contacts Cases and many other items without navigating to the relevant section of Intelliworks e Recent Items Show the latest items and actions you have performed e Calendar Daily weekly or monthly view of tasks amp appoin
33. Luncheon Under Reviev Marc Thibault 21 20 eH p E mare thibault The MBA Tour Accepted Marc Thibault oai panty o al John Smith ne 2032 EO Manish Malkani 0259 P o john Smith z i Suzanne 09711 3 2010 SAA EA Atte Johnson 04 16 P Bets Jackis very excited about Intellivwworks 097 0312010 eStats this event Demo 02 26 Pm re Brooks 08 31 2010 pte Masterson 03 32 PM ed but Did Not Suzanne 09 1 3 2010 Johnson 04 16 PM dar OcA 0870452010 Under Review Manish Malkani 02 35 PM Registered but Did Not Suzanne 09 13 2010 Attend Johnson 04 16 PM TE James 08 03 2010 caren Forsythe 03 02 PM Change Owner AN A i B lic i D ii EF ii Gio I J K cel m n o pe lf Create Task Mass Update Delete Add to List agnment Rules ort All Attendees 38 Page 2010 INTELLIWORKS USER S MANUAL Marketing The Marketing module gives you the tools to create and track marketing campaigns including direct mail email and phone calls to prospective students current students employers and alumni The purpose behind an email campaign is to reach out and communicate to a specific population with the message you want delivered Intelliworks Marketing allows you to manage your entire marketing process from planning to analysis The Marketing module allows you to Build Targets based on demographic data Create email templates for consisten communications and messaging Build and test sample campaign on a subset of customer data
34. Managing Users Managing Roles Managing Field Level Access etc General Permission Select what permission a user will have to use general feature such as Find and Merge Contacts Manage Email Templates etc e Roles nte liworks allows you to create unique groups of users and control the permissions per role based on a hierarchical model Users assigned to higher levels of the hierarchy will have more access than those with lower levels v For example The User with the President role has access to manage all data in the tenant Users in higher roles can access others data below their level in the hierarchy By default users at the same role cannot access each others data When you create a new role you base it off an existing role and then modify New Role This page helps you to create a new role as per your Organization hierarchy Before creating a new role you must associate to the superior role Role Details Reports To Share Data with Peers D Description and this screen will appear so you can select the level this role will fill in the hierarchy gt Intelliworks Roles Mozilla Firefox EJ crionondemand com https ffcrm orionondemand com crm Role do action rolesLookUp amp or Roles List Please select one ofthe roles from the following list Expand All Collapse All B President B Undergraduate Admissions Director amp User Exec Ed Users Admissions
35. R S MANUAL Lifecycles Every contact in ntelliworks can be assigned a Lifecycle Role and Lifecycle Stage e Lifecycle Role Allows you to categorize the contact s progress status in the Intelliworks system A contact could be an admit alum applicant lead or prospect among others e Lifecycle Stage Depending on the role the stage will allow for further sub categorization v You can easily edit this information for any contact You can build reports or mailing lists based on the role or stage of any all contacts To edit the Lifecycles Role or Stage lists please see the next page gt Adding a Lifecycle to a Contact 1 Scroll down to the bottom of any Contact s page and under the Related Information section click on the Lifecycles link and then the New Lifecycle button Related Information U Attachments interactions LifeCycles Contact Log faCampaigns E Event Registrations 4s Connections Education C Experience amp Recommendations Registrations Invoices Payments gp Groups and Associations 5 Opportunities 9 Appointments LifeCycles Add Remove Columns Lifecycle Role Description Action Page 1 off a No data to display 2 Choose a Lifecycle Role from the drop down list 3 Select a Lifecycle Stage from the drop down list Lifecycle Information Contact Greggory Smith Q Lifecycle Owner Intelliworks Demo amp Program Name amp a Iteration Name amp Life
36. Records per Page 10 v Standard Filters Column Start Date End Date Created Time Custom v 9 Page 2010 INTELLIWORKS USER S MANUAL 3 Add the criteria you d like for that specific view For more information on how to add criteria properly please reference the Use of Boolean Logic section 4 Chose the columns that will display on screen 5 Note It is not advised that you select more than 5 6 columns as the width of the page will make viewing your data more difficult 6 Set the Accessibility Details All Users Custom View or select individual Users or Roles 7 Click Save Contacts All Contacts Ne Contact All Contacts Note The links within each object s list view page refer to Views see below They do not create or edit system records only the Views of those records 10 Page 2010 INTELLIWORKS USER S MANUAL Importing Contacts Everything in ntelliworks connects directly to the Contacts module Thus the first step in actually using ntelliworks is to import your contact list gt Create an Excel spreadsheet of your contacts and the data that you wish to import The first line should be for the header Some things to keep in mind Only one piece of data per cell Only the first sheet will be imported Delete any empty rows Save the file as csv or xls tx A B G D E F G 1 FirstName Last Name Email Phone Address Test Score GPA 2 4 5 6 lf you need to
37. SECURE CHECKOUT Payflow Link TouchNet YourPay Cancel 4 Once you have selected your Gateway option you will choose a Gateway Name enter Gateway specific information i e Paypal email and chose to activate or inactivate the account Admin Settings This section should only be used by system administrators e Users You can create a new user export all users list all users or only list the active users Users Create New User Export AllUsers ListAllUsers List Active Users Users List Name Intelliworks ID Role Profile User Status Company Last Login Time e Profiles Profiles control the permission to modules records fields in a record and various utilities such as import export send email and mass update Users associated to the profile can access the functions that are assigned to them v With Profiles you can manage the following attributes Module Level Permission Select what permission a user will have to View Create Edit Delete each record type Import Permission Select what permissions a user will have to import records via the import tools Export Permission Select what permissions a user will have to export records via the export tools Tools Permission Select what permission a user will hav eto use Module tools such as Mass Delete 93 P age 2010 INTELLIWORKS USER S MANUAL Admin Permissions Select what permission a user will have to use Administrator features such as
38. TELLIWORKS USER S MANUAL CS Intelliworks Demo Feedback SiteMap Setup _ Intellivvorks Derr ESO amp OBR amp oe Search Home Contacts Inquiries Events Marketing Admissions Interactions Sales Social Media Analytics Quick Create gt Search The Library Create Campaigns Mozilla Firefox ee n https crm orionondemand com crm FollowupCampaign do skintype intelliworks followupTarget Email Sent amp parentCampaign Ly Required Fields Campaign Name Follow up Lehigh Open House Mail Profile Intelliworks Demo From demo intelliworks com Reply To Address demo intelliworks com Schedule Launch Now Start Date amp Time Midday Subject HTML Content Available Merge fields Select Field Copy Merge Field value Merge Email Templates Organizations v Select Template Copy and paste the merge field value into your template below El source G O AlB amp amp s 2il E a B Z U x i4 1 amp i amp Style Format gt Export Campaign Results 1 From the Contacts List at the bottom of the Campaign Results page click Export 2 Select This Page or All Pages 3 From the Export Campaign Results window e Select the format PDF Excel or CSV e Select the fields you wish to export 4 Click Continue Campaign Results AAA Export PDF Print View Campaign Details Name Lehigh Open House Q Processed Email Info
39. a Chat transcript for Amy Williams on 19 Mar 201 Open Medium Genera When are applications due Open Medium 62 Page 2010 INTELLIWORKS USER S MANUAL Managing Cases You can view all your cases or organize them from Views If you position your cursor over a case s subject you will get a preview of the last communication made with this individual gt Cases Open Cases New ase Open Cases Edit Create Refresh Total Records Displaying 1 to 24 Follow Up Date Subject Primary Contact Priority Stat B Winsfordu com Contact Us form Amy Williams Medium Oper o Stellenbosch Inquiry Form Alexei Rand High Oper a Winsfordu com Contact Us form Denis Whelan Medium Oper Date 11 17 201002 51 27 PM Oper Subject Winsfordu com Contact Us form s No Attachment s Oper 5 Oper O Oper O Oper O Oper O Oper O Oper o Oper z Oper O Oper O Oper LJ Stellenbosch Inquiry Form Dan Constantian High Oper One of the great things about Cases is that you can create case threads which give you a clear history of that constituent s communication with your organization on a particular subject For example you may have several conversations regarding financial aid and each conversation would be logged as part of the thread under the Financial Aid case gt To Add Another Interaction to an Existing Case 1 Access the case you d like to update 2 Click on Add Interaction link on the far right under the Tools headi
40. age via the Dashboard view gt To Manage Your Dashboards and Create New Views 1 Click on the Dashboard button under the Analytics tab 2 Click on the Go to Dashboard List link located on the Dashboards page Dashboards Switch to Dashboard Interactions Dashboards Interaction by Priority Record Count ow nn 3 You can now click on the Create New Dashboard Folder and create the folder e You can also delete or edit existing Dashboards by clicking on the appropriate link 4 In the Dashboard Folder Details specify the folder name and accessibility details 5 Click Save New Dashboard Folder Dashboard Folder details Required Field s f Folder Name Accessibility Details roups pe Selected Example Group None Admissions Review Team ques Application Review Group Matt and Bas Available Note Allthe administrators and the user who created this dashboard folder will have accessibility rights always Ifyou would like to enable access for the role and subordinate roles then select only Role and Subordinate option Save Cancel 71 Page 2010 INTELLIWORKS USER S MANUAL Report Scheduler You can send reports to your colleagues management and even non Intelliworks users on a defined frequency and scheduled that you create gt To Create a New Report Schedule You must first create a report Click on the Analytics tab and then on Reports Click on the Report Sched
41. amic Targets e Allow you to build a query statement that will run against your pool of Contacts to find those who match the query statement gt Tocreate a Dynamic Target 1 Select Targets under Marketing 2 Click on the New Target button 3 Select Dynamic under the Type drop down menu 41 Page 2010 INTELLIWORKS USER S MANUAL 4 Build your target query by entering a Target name status and description and the applicable queries 5 Click on the plus sign to create a new query and the minus sign to remove that query You can use the up and down arrows amp to move that query up or down 6 You can also add Parenthetical logic to your queries This logic uses parentheses strategically placed around similar usually synonymous search terms Create Target Standard Filters Join Open Parenthesis Area Field Value Seo Actions Parenthesis or v 7 You can click the Preview button to see your target list Once you are satisfied that your target is correct click Save gt Tocreate a Static Target Select Targets under the Marketing tab Click on the New Target button Select Static under the Type drop down menu iS You can now add contacts one by one by clicking on the C icon or create a new contact by clicking on the Create a Contact link 5 If you wish to import a list it must be under 1 000 records click on the black arrow icon 6 Click on the Choose File
42. an interest in accounting contacts that do not have accounting in their record will not see that particular part of the email gt Touse conditional statements 1 Select Email Template under the Marketing tab and Edit an existing template or create New Template 2 Place the curser in the email where you d like to add the Conditional Statement then click on the Conditional Section link m 9s ees a a iE Joinparenthesis Area Field Value Parenthesis Ctiors Save Close 3 From the pop up window select the object you wish to create the conditional statement against select the operator and enter the value 4 When you click Save ntelliworks will enter the conditional statement into your email template 5 Enter the information you wish to show up to people that meet that criteria between the beginning and end of the statement 57 Page 2010 INTELLIWORKS USER S MANUAL if Contacts Contact State FL lif Home Information Workshop Sponsors Directions Additional infomation Graduate Teaching Assistants Orientation ntemational Student Qrentation e In this example any text that you input between if and if will appear to those contacts who reside in Florida v Ifyou have conditional sections next to each other make sure you don t enter line breaks or spaces between the closing of one section and the opening of another Any line breaks or spaces you enter will show in the email to t
43. ase amp Education History l Connections iJ Experience ge Groups amp Associations E Text Area HTML W Contact Attachments W Case Attachments a Case Comment Some Include e Contact and Case This will fill information into the Contact or Case Records e Education History Allows you to capture educational background e Connections Allows you to capture relationships such as friends siblings co workers parents etc Experience Allows you to capture professional personal history of contact Groups and Associations Allows you to capture affiliated groups associations Text Area Allows you to type free form Contact Attachments Allows you to attach documents to the form Case Attachments Allows you to associate case attachments to record Case Comment Allows to capture details concerning contact gt Using the Form Builder 28 Page 2010 INTELLIWORKS USER S MANUAL 1 Once you ve selected the form you d like to create e g Application Form Event Form Inquiry Form etc Click on the New Event for example Form button Complete required and additional fields if necessary and click Save Click the Launch the Form Builder button oe gt Using Form Builder to Create Inquiries Forms 1 Click on the Inquiries tab and select Inquiry Forms 2 Click on New Inquiry Form button Intelliworks Demo Home Contacts Inquiries Events Marketing Admissions Interactions Sales Social Media Analytics bat p a Y vr N O
44. associate a Task to this Rule Entry Criteria Rule Entry gy Tip Driteria pattern can be viewed below Query Builder 24 hours format JoinOpen Parenthesis Area Field Value siete ead Source Specify User Assign To a You can add to the query and or arrange Associate Task the order of the query Save Cancel 11 Click Save 107 Page 2010 INTELLIWORKS USER S MANUAL This Assignment Rule is now available to use in the Import tool Application Forms Event Forms and Inquiry forms To use simply select from the appropriate rule under the Assignment Settings Section Assignment Settings Contacts Selecta User Assign To A Most recently attended School Selecta User Assign To A Current Employer Select a User Assign To A LifeCycles Selecta User Assign To A Cases Selecta User Assign To A 108 Page
45. asters of Biology Masters of Chemistry None Al None Al HN No A Accepted Accepted Accepted Accepted al Application Started Application Started Application Started Application Started Application in Progress Application in Progress Application in Progress Application in Progress Applied Applied Applied Applied Confirmed Confirmed Confirmed Confirmed Did not finish Application Did not finish Application Did not finish Application Did not finish Application Did not finish Program Did not finish Program Did not finish Program Did not finish Program Program of Interest Enrolled Enrolled Enrolled Enrolled Registration Status Event Registration Accepted Event Registration Accepted Event Registration Accepted Event Registration Accepted Event Registration R d Event Registration R d Event Registration R ed Event Registration R ed Event Registration Started Event Registration Started Event Registration Started Event Registration Started Event Reg g Event R Event Registration in Progress Event Regi ion in Progr Hold Hold Hold old Logged into Application Logged into Application Logged into Application Logged into Application Paid Pai Paid Paid Prospect Prospect Prospect pect E Rejected Rejected Rejected Rejected Reviewe d Reviewe Reviewed Reviewe Transferred Out Transferred Out Y Transterred Out VY Transferred Out Assignment Rules Assignment rules facilitate the automatic assignment of inbound re
46. ation Forms Edit De Registrant Confirmed Events Edit De Interested form submission Interactions Edit De Contacts Edit De Inquiry Forms A Workflow Alert is comprised of an Email Template which is used to send an email notification to all the specified recipients An email message will be sent to the recipients upon triggering the Workflow Rule For each Workflow Rule you can associate only one alert gt Create a new Workflow Alert Se Go to Setup Go to the Workflow Setting section Click on Workflow Alerts Click on New Alert e Complete the following sections Select the module for Record Type Specify the subject of the Task Select the priority of the Task Select the default status of the Task Specify the date to execute the creation and assignment of the Task based on a time period following the trigger of the Workflow Rule Select the User to whom the Task will be assigned Specify additional details description of the Task 9 Click Save 99 Page 2010 INTELLIWORKS USER S MANUAL Intelliworks Demo HSOHOE OBR z Home Contacts Inquines Events Ivtarketing Enrollment Interactions Sales Social Media Analytics X hd a hd hg X X hd 2 Workflow Alerts Admin Settings Appointment Settings it CJ Attendee Settings Workflow Alerts are the automated predefined Email Notifications which workflow rules send when certain conditions are met 3 Campa
47. ations o Stage None Type v Probability Next Step Lead Source i v Campaign Source RDA Contact Name Type to t Q Next Contact date a MMiddiyyyy Delivery Method Other Interests MBA 1 Give your opportunity a name stage and fill out the fields as desired 2 Click Save gt You can also import a list of contacts into Opportunities by clicking on the Import Opportunities link under Opportunity Tools and follow the import wizard Opportunity Reports Pipeline by Stage Opportunities Closing by this Month Lost Opportunities Other Reports Opportunity Tools Assignment Rules Export All Opportunities 2 Pace 2010 INTELLIWORKS USER S MANUAL Inquiries An Inquiry is a question request or a statement of interest that a constituent may have for your institution An Inquiry is a type of Case The distinction between the two is that Inquiries are self generated meaning a constituent filled out an Inquiry form on the web In order to start managing inquires you must first create Inquiry Forms v Before continuing to build your Inquiry Form please read some basics about the Form Builder Feature of ntelliworks Form Builder The Form Builder allows you to add several different section types to any form you are creating The fields available will depend on what section type you select and what type of form you are creating Click to add this control Add Sections Contact and C
48. bring the section all the way to the top bottom of the page and the bold arrow will move it up down just one field place You can delete a page by clicking on the red icon Do ae 2010 INTELLIWORKS USER S MANUAL Event Form Builder New Event Untitled Page Required Field Untitled Section Section Tite Contact and Attendee Deser ptor ET Move field up down or Connect ion delete field entirely by Type clicking on one of these Cat Repe oF Can Rem Zo Groups amp Associations Fifer Org Lookip 10 Click Save Repeat as needed 11 Once you are done you can see a preview of the form by clicking the Preview button Now that you have created a location for your event and created a form for your constituents to fill out within ntelliworks you can create Email Templates for your event These templates can include an invitation to the event reminder of the event and or confirmation of registration gt To Create Email Templates 1 Click on Email Templates under the Events tab 2 Click on New Template button New Email Template Email Template Information Required Field s Name Select Folder Event Registration Mj Subject Email Template Body Available Merge fields Select Field Copy Merge Field value Conditional Section Contacts v v Available Merge Views Select Merge View Copy Merge View Value v al Style Format gt Font gt Size a
49. ces Iterations Created By x Leads Modified By va Created Time Modified Time Relabel Submit Button Cancel Return Url Relabel Cancel Button Configure Global Search Settings Configuring your Global Search Settings allows you to configure what field to be searched from the Global Search Tool You can choose up to 6 fields per record to be searched Customize Search Note Here you can choose maximum of 6 fields to be searched in global search Modules List Application Forms i Application Forms E 7 Appointments B Application Fo attendees Edit Configure display columns Campaigns Communication Plans Field Name Contacts Fields s p Discoun Application Fo Email Templates Created By Ewent Forms gt Events Created Time Exclusions gt lt inquiries Description Inquiry Forms gt lt i Interactions Form Submis tnwoices x lt Iterations Lifecycle Role Leads Lifecycle Role Lifecycles Locations Lifecycle Role Opportunities gt lt Lifecycle Role on Save gt x lt Lifecycle Stage x Lifecycle Stage on Cancel Lifecycle Stage on Login TE Lifecycle Stage on Save x Mioditied By gt x lt Modified Time x lt Mame i x Registration Status Mailboxes Intelliworks allows you to create multiple mailboxes for use in delivering emails Intelliworks comes with its own mailbox to send email communications but you may wish to use your own local SMTP servers to deliver the
50. chool Selecta User v Assign To Intelliworks Demo A Current Employer Selecta User v Assign To Intelliworks Demo A LifeCycles Selecta User v Assign To Intelliworks Demo A 4 Set the Return URL v Note The Return URL is where a person will be taken after the form is submitted Most likely this will be a page on your own website 5 Include the preferred message you want displayed once the form is submitted and whether you d like to relabel the submit button as something else i e Thank you for submitting your Registration Form You may do the same for the Cancel button 6 Click Save and you will be taken to the Event Form Detail section where you can click Launch the Form Builder and start building your event form Event Form Details ee Edit Delete Clone Print Preview Launch the form builder Form Preview Form Information Name New Event Event Form Owner Intelliwoms Demo Edit Status Active Return Url Relabel Submit Button Relabel Cancel Button Description Form Submission Message Created By Intelliwoks Demo on Nov 9 2010 4 27 58 PM Modified By Intellimorke Demo on Now9 2010 4 27 58 PM Cancel Return Url ae i ean Edit Delete Clone Print Preview Launch the form builder Form Preview Related Information asks lt pointments L Attachments Events I Task Appointment Attachment Event y Deployed Form Locations 32 Page 2010 INTELLIWORKS USER S MANUAL gt Using Form Builde
51. cial Aid None Florida Resident None Luther Rice None I am applying for None Campus Preferred None a a a aS 2 oS Loyola None Agent Number None Duquesne Business None 5 Click Next This will take you to the third phase of the import process Intelliworks will show you a list of any columns categories that were not mapped or mapped to more than one field You can click Previous to go back to the previous page to fix this 6 The Intelliworks application needs to know if you wish to Update or Skip all contact records already in nte liworks Update means ntelliworks will update an existing contact with the new information in your Excel sheet Skip do not update means all existing records will not be updated and only new records will be added 7 You can also choose the assignment of each contact By default you will be the owner of all records you import For more information on this please review the section on assignment rules Import Contacts Wizard Select Filter For more infomation on matching options click here If a match is found O Update the record Do not update the record If a match is not found Create a new record O Do not create a new record Assignment Settings Assignment Behavior Apply Assignment On Create And Update Y Contacts Select a User v Assign To Intelliwonks Demo A LifeCycles Select a User v Assign To Intelliwonks Demo A Previous N
52. com Change Owner kyle a yOung 1 ou edu Create Task 7 een jenniferlan gmail com eai ia neyellis students phe edu Delete johnyang stanfordalumni org Add to List dw dwdesignworks com Merge Contacts justinnwright gmail com m View Actions Y Send Message AMV AIBC HDI EI FI Gi Hy 4 Enter the new value or select the appropriate entry from the drop down list 5 Click Save at the bottom of the box gt Mass Delete 1 To delete multiple contacts from the contacts list first select the contacts that you wish to delete 2 Click on the Delete button located under the View Actions tab below the contact names Or you can scroll to bottom of the contact page and click Mass Delete under the Contact Tools field 3 You will get a message asking you to confirm 4 Click Ok v Note Those contacts will not be recoverable 24 Page 2010 INTELLIWORKS USER S MANUAL Sales The Sales tab contains features that support Business to Business sales The Sales module is developed specifically for admissions and enrollment professionals in continuing education and graduate programs although its applications are robust and versatile Leads and Opportunities were created to help these types of programs manage their selling and outreach to businesses and executives For example if you wanted to reach out to a business to help them develop courses for employee development you can manage this process in the Sales tab Lea
53. cords to the appropriate user e There are two types of Assignment Rules 1 Criteria Assignment assigns records based on one or more user defined rules which set the order and conditions for record distribution 2 Random Assignment uses a random number generating method so as to assign a record to a user e Assignment Rules can be created for any inbound point of entry For example e Importing contacts e Inquiry forms e Even forms e Application forms e Mailboxes Assignment Rules are available for imports of less than 10 000 records gt How to Create an Assignment Rule 1 Go to the Assignment Rules link under the Tools section in the module you are working in 105 Page 2010 INTELLIWORKS USER S MANUAL For example on the Contacts page scroll to Assignment Rules under Contact Tools Contacts All Contacts New Contact All Contacts v Edit Create Refresh Total Records d Contact Name Email C john smith smith johm com F Gonzalo Cayo gonzalo lntelliworks com Fi Robert Heyman Robert Heyman C Alicia Milgrom Alicia Milgrom F Bob McGuinness Bob McGuinness Greg Smith Greg Smith F Steve Harwey Steve Harvey C Mike Kelly C mike kelly mike kelly intellinorks com C thibault case wordlow test dew Actions Y Send Message Y ANIA BI CI DIE FI GI HT ti JU KI CIM Contact Reports Contact Mailing List Key Organizations Other Reports Cortact Tools Im po rt Contacts hiass
54. create custom fields for you data please reference the Creating Custom Fields section at http Aibrary intelliworks com index php title Training Presentations gt Now you are ready to import your data 1 Click on Contacts and scroll down to the Contact Tools section and click on the mport Contacts link Contacts All Contacts cee ll Page 2010 INTELLIWORKS USER S MANUAL 2 You can now select your file by clicking Browse You can also add a Lifecycle Role and Lifecycle Stage to the imported contacts Simply choose the appropriate menu choices Think of Lifecycles as a label each contact record carries that identifies the person s stage in the institution s processes Lifecycles are also used in creating distribution lists based on specific criteria in the Lifecycle for example a list comprised of Cohort 2 alumni only e Lifecycle Role The relationship between the person and institution e Lifecycle Stage A subcategory that further defines the person in the database You can also chose to Map Lifecycle from import file in which case you need to have a column in your Excel file that has the correct Lifecycle Role and Lifecycle Stage For more information on Lifecycles please reference the Lifecycles section Import Contacts Wizard Specify Import File Import File Path E htelwvorks Book 1 als lsn Bronse only xls or csv formats are supported Create
55. cycle Role None v Lifecycle Stage Primary Role Likelihood to Enroll Student Status v Student Level v Top reasons to follow this Course Source S Active Lifecycle v Description Information Description 4 You can add a descriptive note in the comment box if you wish 5 Click Save 19 Page 2010 INTELLIWORKS USER S MANUAL o You can have a primary and a secondary lifecycles but you can only have one primary lifecycle at a time gt To Edit or Delete a Lifecycle on a Contact record 1 Click on the Action drop down located at the bottom of the Contact Detail page and select Fdit or Delete Lifecycles All Lifecycles Mev Ufecycle Print Export Paul Miller Enrolled Mare Thibault Mare Thibault Mare Thibault f oooo0000000 a F lt 0 gt Accessing Lifecycles e You can also access the list of contacts which have been assigned a Lifecycle by clicking on the Lifecycles link under the Contacts menu You will be able to sort or filter by Date Lifecycle Role or Stage from this view Intelliworks Home Page s Intelliworks Demo HOVER E 0HE R Home Contacts Inquiries Events Marketing Admissions Interactions Sales Social Media Analytics i a Contacts E Organizations Tasks Phone Email Created Time M O iii 415 518 5000 smith hotmaol com oe Gs Locations PM Bob Seaperson 202 555 6958 ee 09 02 2010 12 57
56. d Drop a group by clicking on the corresponding dots and moving it where you d like Delete a group by selecting the corresponding icon C Sort values alphabetically notin the order enterec Existing Pick List values CH Add nevy va raduate Education Graduate Concordia Online Full Time Entrepreneurship Education Executive Education Part Time Continuing Education Use first value as default value School of Architecture Ramapo Event Reg University of South Florida International Undergraduate BestSemester PEA Summer School Georgetown University YOU Global Education Office fae gad add ddd ddd dad a a F fewsgb 5 Click Save gt To create Programs 1 Go back to Programs located under the Enrollment tab 2 Click on the New Program button 3 Give your program a name remember this is outward facing as well and chose the group in which it belongs 4 Click Save 5 Repeat as needed Iterations Iteration is the occurrence of a Program The Iteration holds and applies all actions related to the Program such as the online Application Capacity Registration Cutoff Pricing Details Recommenders Requirements etc gt To Create Iterations 1 Select a Program on the Programs page and click on the Add Iteration link under the Tools section on the right hand side of the screen 74 Page 2010 INTELLIWORKS USER S MANUAL Tools gt Things you can do Add Task Add App
57. d iT oye 7 2 Save Cancel 3 Give your template a name and a subject for the email 4 Create your email using the HTML tools 5 Click Save v Intelliworks has several built in templates that automatically default in the event builder but we recommend that you create the four templates needed with your organization s branding and unique message These are located at the bottom of the 34 Page 2010 INTELLIWORKS USER S MANUAL Event Form screen For more information on creating email templates please reference the Email Templates section on page 45 Template Information Registration Invite Event Registration Invite Registration Confirmation Event Registration Confirmation Reminder to Registered Attendees Event Reminder to Registered Attendees Reminder to UnRegistered Invitees Event Reminder to UnRegistered Invitees 35 Page 2010 INTELLIWORKS USER S MANUAL Targets Targets are a way to segment a portion of your constituent base so that you can send invitations for your events to a specific group that you wish to target For more information on Targets please see Targets under the Marketing section on page 41 gt Tocreate a Target 1 Click on Targets under the Events tab 2 Click on the New Target button Create Target Required Field s Target Information Target Name Target Owner Intelliworks Demo D Type Dynamic v Status Active v Description
58. dmissions officers find the funnel chart useful for visualizing students as they move through the admissions process gt Tocreate a dashboard Note Dashboards can only be created from existing Reports 1 Click on Dashboards on the Analytics tab 2 Click on the Add Component button Intelliworks Demo Feedback SiteMap Setup Intelliworks Demo 7 A 7SOHA R OEE to ea Home Contacts Inquiries Events Marketing Admissions Interactions Sales Social Media Analytics Quick Create pn p Searcn Ine Library QD Dashboards Dashboards lu Reports Switch to Dashboard Interactions Dashboards v Go to Dashboard List Interaction by Priority Edit Interaction by Status i wo on Record Count w 8 Status B D E Closed amp wX E Open E Pending oo Priority m P O E 3 You can now choose the component type chart or table give your dashboard a name and choose the source report 4 Click Next 68 Page 2010 INTELLIWORKS USER S MANUAL Add Component Step 1 of 2 Specify Component Details Component Type Jp Chart ES Table Dashboard Name Interactions Dashboards Component Name Source Report None v Next Cancel 5 If you selected Table type you will need to choose the left and right hand side columns on the Add Component page 6 Click Finish Add Component Step 2 of 2 Specify Table Details Provide th
59. ds and Opportunities Within the Sales tab there are Leads and Opportunities e A Lead is a person with whom you wish to engage to provide sell services to e Opportunities are qualified leads that through interactions have shown interest or have inquired for more information v An Opportunity is a potential sale or revenue brought in by an existing contact organization or lead record When a lead is converted to an opportunity the lead record is converted into a contact record and the lead record no longer exists You would track an opportunity if you need to track the sales pipeline for your institution Generally the lead and opportunity features go hand in hand and have been traditionally adopted by institutions that need to track business to business opportunities gt To create a lead Click on the Sales tab and select on Leads Click on New Lead Input your lead s information and fill out any necessary information Click Save Leads All Open Leads All Open Leads v Edit Create Refresh Total Records a A d Lead Name Lead Owner Organization Email O Ray Carbon Intellimonks Demo IBM carbon ibm com F Bill Smith Denis Whelan Campus Technology smith campustech com v You can also import a list of contacts into Leads by clicking on the Import Leads link under Lead Tools and follow the import wizard 25 Page 2010 INTELLIWORKS USER S MANUAL Lead Tools Wass Change Status Assignment Rules Export All Leads
60. ds next campaign to Contacts A s B C and E and not D Contacts A B C and E open publications and do not opt out of received publication Why Use Publication Types They allow Contacts to opt out of sends 2 They make it possible for Contacts to opt out of a category of Campaigns without opting out of all messages from your organization 3 They help you manage Contacts unsubscribe opt out options Use a publication list to filter the audience of an email send which ensures your publication are sent to the unsubscribers who want to see them v By default all Contacts are available to all publication types The Contact can choose to unsubscribe after the first send or an administrator can make changes from the Contact preferences section v When a publication type is created a corresponding contact preference value and exclusion are created as well 50 Page 2010 INTELLIWORKS USER S MANUAL Self Service Center The Self Service center is available under the Marketing section of Intelliworks It is also available under the Program Management section N oO F ro Paga ee bad AD ii ies Events Marketing Admissions Interactions Sales e n i 7 n vr AL Campaigns w Targets on w Exclusions ie Email Templates Ci tos F Communication Plans 1 h 69 Self Service Center 1 The Self Service Center is divided into several tabs a Self Service Center Save Previe
61. e Setup page Click on the Account Information link Click on the Edit button at the bottom of the page Update your personal information as necessary Chose a password protection question and enter an answer Click Save le be gt Tocreate your email signature 1 Scroll down to Personal Settings section on the Setup page and click on the Signature link 2 Create an email signature You can create HTML based signatures if you wish For more information on HTML editing please see Email Templates 3 You may chose for your new Signature to show up on all your outbound email communications by checking the box 4 Click Save Before you continue learning about the Intelliworks Platform you should know about two great ways to get help beyond this manual if you should ever need it They are Feedback and Help Feedback When you click on the Feedback link on the top right corner a window will appear see below where you can ask a question or offer a suggestion for an enhancement Your request will be sent to Intelliworks Support Intelliworks strives to get back to you within 48 business hours be EE Oe Enrolimert Interactions Sales Social Media Analytics gt etu Send Feedback x Ldmin Setti Comments sttendees gt Attachment _ Browse Cancel 4 Page 2010 INTELLIWORKS USER S MANUAL Help The Help feature is located under the User Menu Clicking on the Help button wil
62. e following Table related details Select Column Y Record Count v Select Column 1 crm label Program Name Grand Total Total Rows 1 v Previous Cancel 7 If you selected chart you will need to choose the type of chart e Vertical Bar e Vertical Bar Stacked e Vertical Bar Stacked to 100 e Pie e Funnel e Line Add Component Step 2 of 2 Specify Chart Details Select Chart type Provide Chart details In Vertical Bar lla Vertical Bar Stacked NA Vertical Bar Stacked to 100 P Pie Y Funnel w Line 8 Depending on which chart type you select you may need to customize the chart by selecting what you want in the X and Y axis and what groupings you wish to be displayed 69 Page 2010 INTELLIWORKS USER S MANUAL Add Component Step 2 of 2 Specify Chart Details Select Chart type Provide Chart details NH Vertical Bar Stacked to 100 Drie Y Funnel w Line 9 Click Finish You will then be taken to the main Dashboard page v Ifyou don t get the options that you expected in the X and Y axis you may want to change the options in your report by clicking on the edit button 70 Page 2010 INTELLIWORKS USER S MANUAL Managing Dashboards Dashboards can be stored in publicly accessible folder for all users or you can store them in private folders in which you grant access to certain constituents You can create sets of Dashboards which you can then man
63. e line items for this iteration utilizing the Price Details and Additional Items sections If you have more than one item click on the Add New Line button The system will automatically add the items and provide a grand total 14 Add a discount if appropriate by clicking on the Add Discount button Price D tem D pti tity stiunit Total Add New Line Grand Total 0 00 ditio tt tem D riptio st x Add New Item Selection Option Multi Select checkbox select more than one W Discount Details Discount Description Amount Program Price Add Di t Selection Options Manual Entry text field W Requi Enable Requirements O Registration Status When All Requirements Received Mi Required Dead App Form to Submit Status Type Name D pt r Section App F Submit Add Requirement Section Name D pti Add Section com idat Setting Enable Recommendation O Required Number of Recommendation 1 Recommendation Invitation Recommendation Form Submission Confirm amp Recommendation Thank You Recommendation Form Thank you aa Recommendation Submission Message Contacts Select a User Assign To Intelliworks Demo Most recently attended School Select a User Assign To Intelliwoks Demo Current Employer Select a User Assign To Intelliworks Demo LifeCycles Select a User Assign To Intelliworks Demo SSS Ss BBBEBSB Registrations Select a User Assign To Intelliworks Demo 15 Enable recommendations if appropriate and se
64. e plans that you created in the Marketing module You can create more plans specifically for class registrants if you wish Application Forms Application Forms allows you to build an application See Using the Form Builder on page 33 that you can either link directly to or obtain the source code and host on your own domain Forms are Public by default you must select Requires Login in order to make it Private In Iterations you learned how to link an application form to the iteration now you will learn how to create an application form gt To create an application form 1 Click on the Application Forms under the Enrollment tab 2 Click on the New Application Form button TI9 Page 2010 INTELLIWORKS USER S MANUAL Create Application Form Required Field s Save Save amp New Cancel Form Information Name Application Form Owner Intelliworks Demo A Status Active v Requires Login O Description On Initial Login of the Form Registration Status on Login v Lifecycle Stage on Login Lifecycle Role on Login None v On Save of the Form Lifecycle Role on Save None v Lifecycle Stage on Save Y Registration Status on Save w On Subn f the F Lifecycle Role None v Lifecycle Stage Y Registration Status v Return Url Form Submission Message Relabel Submit Button On Cancel of the Form Registration Status on Cancel v Return Url on Cancel Lifecycle Role on Cancel None
65. email so it looks as if it s coming from you Please contact the IW support team if you wish to use your own local SMTP server to deliver email Mail Profiles 96 Page 2010 INTELLIWORKS USER S MANUAL Mail Profiles are virtual mailboxes that are used for delivering emails from ntelliworks When you create a New User a Mail Profile is automatically created for that User based on their Name and ntelliworks ID This means that any email that is sent by this user will actually look as if it is coming from this user and not from Intelliworks You can create as many Mail Profiles as you like For example you can create FinancialAid college edu to send all Financial Aid related notices gt How to Create a New Mail Profile Go to Setup Go to the Admin Settings section Click on the Mail Profiles Click on the New Mail Profile button Enter a Friendly Name This is the Name that will appear in the From field of an email Enter the From Address This is the email address that will appear in the From field of an email Enter a Reply To Address Select the Mailbox to use for delivering the message Note The Mailbox is the actual server that will be used for physically routing your messages The Mail Profile is the friendly face to the message 9 Enter a Physical Address in the Profile Address fields Note This address will appear at the bottom of outbound emails sent via Campaigns
66. ent Like Flag unique non accredited institution of ee higher learning founded to r Denis Whelan likes this demonstrate new ways to enhance ae ar a The University of Winsford The University of Winsford has updated an article New News Information Great News Location W July 26 at 10 45am via The University of Winsford Comment Like Flag 4 You can access the page or block the page by using the drop down menu for each page Latest Activity Status Actions LLLLITTTTTETETTETEETEEEEEEEEE N 10 21 2010 09 43 AM Approved Action W 10 05 2009 06 54 AM Approved 10 18 2010 06 46 AM Approved 03 06 2009 09 10 AM Blocked Block Approve View Page gt To access your Facebook contacts 1 Click on the Contacts section under the Social Media tab 2 The contacts that come in via Facebook will have a blue EF icon next to them 3 Click on the contact name to access the contact 90 Page 2010 INTELLIWORKS USER S MANUAL Setup The Setup section is where you can configure all the modules in the Intelliworks Platform as well as configure user signatures and change user passwords gt To access Setup click on the Setup link at the top right of the ntelliworks platform Feedback Site Map Intellivvorks Demo ake Search Tey A p search Quick Create Y Search The Library P Add Widget The Setup page is organized by module along the left side When you click on a Settings link that
67. er the Enrollment tab You can click on the payment number link and access more information about that payment o In order for your organization to accept online payments you must first configure ntelliworks with your preferred online payment gateway i e Paypal Cybersource Authorize net Please reference the Payment Gateway section for more information 85 Page 2010 INTELLIWORKS USER S MANUAL Registrations A Registration is a record of a Contact registering for a Program Every time one of your constituents registers for a program through ntelliworks a registration record is automatically created Depending on how you set up the iteration a registrant will have a specific status already assigned You can change the registrant s registration status as they cycle though the registration process by editing the registration gt There are Three Ways that a Contact Can be Registered for a Program Iteration 1 Self Registration The Contact fills out an online Application Form 2 Manual Registration by Admin User Go to Programs gt Registration gt New Registration 3 Import Registration by Admin User gt ToAccess and Edit Your Programs Registrations 1 Click on the Enrollment tab and then Registrations 2 You can filter your registrations by checking off a specific Group box or by choosing a Program or Iteration filter by clicking on the Registration Filter link You can also filter by registration sta
68. ext 8 Ifyou import a contact with a Current Employer or a Most Recently Attended School that organization will be created if needed That contact will have the appropriate current Experience or Education information added 9 Click Next Intelliworks will import the file immediately if it contains less than 1000 records or will process it over the next 20 30 minutes depending on size Regardless of the number of records you will receive an email with your import file and an extra column added to inform you of each record s success or failure in importing 13 Page 2010 INTELLIWORKS USER S MANUAL gt Toundo this import visit the Setup page and under Import Tools click the mport History link and select Rollback from the pull down table from the File Name of your choice You will receive a confirmation completion email and a summary report of the contacts you have uploaded This email will include your import file with an additional column on the right which will provide you confirmation of import per each record 14 Page 2010 INTELLIWORKS USER S MANUAL The Contact Record The Contact record is the heart of the nte liworks platform Below is a sample of a contact record Most of these fields are customizable for your specific needs Contact Details View All Contacts ste Gt ms ep Edit Delete Clone Print Preview Find amp Merge Duplicates Contact Information
69. f those that you wish to email Note you will only be able to check the boxes of those contacts that are viewed on your current page 2 At the bottom of the Contacts list select Send Message button You can send an email or a Facebook message 3 Select your template from the drop down list 4 Chose the correct Mail Profile 5 Fill in the Subject field 6 You are able to preview the email on this page If you need to edit the email make the changes to the email template and then return to this section 22 Page 2010 INTELLIWORKS USER S MANUAL 7 Click Send v You can also opt to Send and Create Case which adds a case for this email in that contact s record For more information on Cases please reference the Cases section on page 59 Note If you wish to email large groups of Contacts it is best to use the Campaigns feature For more information please reference the Campaigns section on page 48 23 P aee 2010 INTELLIWORKS USER S MANUAL Mass Update Mass Delete gt Toenact a Mass Update 1 To update multiple contacts form the contacts list first select the contacts that you wish to update 2 Click on the Mass Update button located under the View Action tab below your Contact Names 3 Select the field you wish to update C Contact Name Email E shara test sharamc hotmail com Mama Mia mamamia email com Julio Zuyerza julio Zuverza jtekt na com TEE jzerbst 2 gmail
70. for a contact e Payments You can view and manage Payments for Invoices e Interactions Allows you to track communication threads with each contact e Event Registrations Lists all events that the contact has registered for These can be past present or future events e Recommendations A comment written by a person to recommend a colleague for a Program offered by your institution e Groups and Associations Lists all organizational connections for this contact e Lifecycles Allows you to create and manage the lifecycle value for every contact I5 Page 2010 INTELLIWORKS USER S MANUAL e Connections Allows you to associate contacts with other contacts in ntel liworks and lists all existing connections for this contact e Registrations Lists all programs in which this contact has registered e Opportunities Lists all qualified leads that through interactions have shown interest or have inquired for more information e Contact Log A chronological list of all outbound and inbound communication related to a contact or organization e Education Allows you to associate contacts with organizations and view educational history for a contact e Invoices Lists all itemized bills for a Program containing individual prices the total charge and the terms e Appointments Allows you to schedule meetings with multiple participants an invitation to a meeting gt You can create a new Contact record a number of ways 1 From
71. function to target your list You can sort by Lifecycle Role or Stage Lifecycle Filter 4 Filter Status Show All Program Filter Program i A Iteration ef Lifecycle Filter K Lifecycle Role v Lifecycles All Lifecycles Newtecyct Al Lifecycles v Edit Create Refresh Total Records Contacta Lifecycle Role Lifecycle Stage Student Status Created By Primary Role Test7171Test Prospect Accepted Suzanne Johnson Y 2l1 Page 2010 INTELLIWORKS USER S MANUAL Emailing Contacts gt Toemail from Contacts List page If you wish to email one Contact 1 Click on Send New Email from the Action menu to the right of each contact Note You can also click on their email address if it is displayed interests Actions Action 2 You can then create your message enter a subject and send your message e You can also opt to Send and Create Case which adds a case for this email in that contact s record For more information on Cases please reference the Cases section a gt gt a Rea A Send Send amp Create Case Attach Mail Profiles From Intelliworks Demo lt demo intelliworks com gt Reply To demo intelliworks com To do_not_reply liveleader com Subject Open Merge Fields ifm B Zu S22 Ta FontFormat FontName FontSize X gt If you wish to email multiple contacts at once 1 In the Contacts list check the boxes o
72. gs 2 _ Groups and Association Se 3 C Import Tools 3 L Interaction Settings 3 Invoice Settings 3 iteration Settings 3 _ Lead Settings 3 Lifecycle Settings 2 Location Settings 2 _ Opportunity Settings 3 C Organizations Settings 2 Payment Settings 3 C Personal Settings 2 Program Settings 3 Recommendation e 3 Registration Settings 3 Requirement Settings Tab Settings Target Settings Workflow Rules Workflow Aerts Workflow Tasks p Workflow Tasks Workflow Rules uses these task templates to assign tass to users automatically when rules conditions are met Edit Edit Edit Edit Edit Edit Edit Edit Edit Edit Edit Del Del Subject Follom up with Checklist Mail Recipient Get this done New Inquing New Inquing High Priority Case Follow Up with Prospect Call Student for Follow up Follow up Call Follow Up with Student fo r Interviews Followup with Contact Due Date WF Rule Trigger Date plusO WF Rule Trigger Date plus 1 WFRule Trigger Date plusO WF Rule Trigger Date plus 0 WF Rule Trigger Date plus 3 WF Rule Trigger Date plus 0 WF Rule Trigger Date plus 7 WFRule Trigger Date plus 3 WF Rule Trigger Date plus 5 WF Rule Trigger Date plus 1 WFRule Trigger Date plus2 Priority High Normal High High High High Normal High High Normal High 101 Page 2010 INTELLIWORKS USER S MANUAL Custom Fields You can
73. hose who don t qualify for that section 58 Page 2010 INTELLIWORKS USER S MANUAL Communication Plans A Communication Plan is a series of emails scheduled to be delivered to members of the plan after a predetermined time period Each Communication Plan contains a set of Entry and Exit rules that include or exclude Contacts from the plan Communication Plans is a way to automate the communications that influence remind notify and invite your constituents to take an action Here are some things to consider e The Communication Plan Rule runs on a 24 hour clock Every night the rules will run and pull Contacts into or exclude them from a Communication Plan based on the conditions you set for the rule e The Communication Plan will scan all records modified within the last 24 hours except those records that were modified via imports larger than 1000 records e The Check All Contact For First Run option will pull all Contacts who satisfy the Entry rules not just the ones modified within the last 24 hours Determine the Path for the Communication Plan e Consider the paths a constituent follows to establish a relationship with your institution e Identify the touch points in the path or places where a constituent will volunteer data e Setup Communication Plans to continue the dialogue between the Touch Points gt To Create a Communication Plan 1 Click on Marketing and then select Communication Plans 2 Select
74. ibility Details O All Users are allowed to view this Report Folder 3 Show this Report Folder only to me O Allow the following users to view this Report Folder Select source type Groups Available Selected Example Group None Admissions Review Team Application Review Group Matt and Bas Note All the administrators and the user who created this report folder will have accessibility rights always Ifyou would like to enable access for the role and subordinate roles then select only Role and Subordinate option 4 Click Save v You can always edit your report by clicking on the Edit button in the report view v You can add graphics to your report by clicking on the Create Chart button and following the steps outlined in the Dashboard section 67 Page 2010 INTELLIWORKS USER S MANUAL Dashboards Dashboards are a pictorial representation of your data which gives a real time snapshot of your organization s key metrics On a single screen you can see comparisons patterns and trends in inquiries responses to email campaigns and prospect related data Common metrics that institutions track include inquiries over a period of time applications resulting from inquiries or compare the increase in inquiries over time Dashboard charts are rendered in Flash Adobe Flash making them interactive For example you can click on slices of a pie chart to see what it represents The charts display as bar pie line or funnel A
75. icking on the Email Invoice link under Things to Do section You can also click the Print 82 Page 2010 INTELLIWORKS USER S MANUAL to PDF button to download a PDF version of the invoice to save or print for your records A Tools Invoice Details Things you can do Edit Delete i Invoice Information Invoice Number 18000001428964 Invoice Owner Alex Lopoukhine Edit Add Appointment Program Name Stellenbosch Created By Alex Lopoukhine on Sep 7 2010 2 25 17 PM Add Attachment Add Payment eration Name Graduate Spring 2011 Fall 2011 Modified By Alex Lopoukhine on Oct 14 2010 9 20 26 AM poeta Make Online Payment Registrant Alex Lop Due Date Status Open Grand Total 50 00 Tags Tag it Discount Notes A Balance Due 50 00 Check Number Payment Method Online Payment GL Numbers Payment Information item Description Quantity Cost unit Total Application Fee Charge for the Application Fee 1 50 00 50 00 gt To Manually Create a New Invoice Note an invoice can only be created for a Contact who has registered into a Program Iteration 1 Click on the Invoices link under the Enrollment tab 2 Click on the New Invoice button 3 Select the Program Iteration and Registrant for this invoice The invoice amount will automatically reflect all applicable charges and any partial payments for this Program and Iteration Create Invoice Required Field s Save Save amp New Cancel
76. icular role group can gain additional access to the records that belong to other users Se ie 9 gt How to Manage Institution Wide Data Sharing Permission Click on Setup Go to Admin Settings Click on Data Sharing Settings Click Edit Permission Update the following Access Privileges for the modules i Private li Public Read Only iii Public Read Create Edit Delete 6 When done click Save Permissions SL lca a Field Level Security Field Level Security allows you to restrict a user level of access in relation to individual fields on each record type by the assigned Profile v How to apply Field Level Securities 1 Go to Setup Go to the Admin Settings section Click on Field Level Security Select the Profile you wish to apply the security to Select the Record Type Click Edit Unselect the desired fields Click Save OF tO Oe OS 95 Page 2010 INTELLIWORKS USER S MANUAL Field Level Security Select fields that you like to set access for a particular role Profiles Administrator Modules List Event Forms ee i Application Forms Appointments Attendees Event Form Fields List Campaigns Edit Communication Plans Connections Contacts Field Name Visibi Discounts Educations Event Form Owner v Ecm Events Name Exclusions Description x Experiences DES Groups and Associations Status Inquiries Inquiry Forms fem Ur interactions Form Submission Message P d Invoi
77. ign Settings 3 C Company Settings 3 Connection Settings 3 Contact Settings 3 Discount Settings Name Email wees 2 Education Settings Edit Del Event Registration Alert A Confir 3 Email Templates a Email Campaign notificati i f f 3 _ Event Settings Edit Del on Event Registration Invite 3 C Exclusion Settings l z E l 3 Gy Experience Settings Edit Del New Open Inquiry Event Registration Invite 3 Groups and Association Settiis Edit Del New Registration Alert Event Registration Invite 3 Import Tools Edit Del Email Received Event Registration Invite 3 Interaction Settings ia 3 Invoice Settings Edit Del New Inquiry Notification Inquire Confirmation 3 Iteration Settings Edit Del Alert Student Advising Communic 3 C Lead Settings E ice ation 3 Lifecycle Settings Edit Del New Contact Event Registration Invite 3 J Location Settings Edit Del ts Event Registration Invite 2S _ Opportunity Settings 3 Organizations Settings Edit Del New Appointment Request Event Registration Invite 8 Payment Settings Edit Del WKU New Inquiry Event Invite with URL _ Personal Settings O e School Contact Program z C Pro ram Settings Edit Del Interested Form Alert g g Email Commn 1 Recommendation Se Edit Del New opp alert new opportunity alert 8 _ Registration Settings 2 Requirement Settings Edit Del Owner Alert HPER 3 Tab Settings Edit Del Prospective Student new opportunity alert Sj Target Settings
78. ine your class hierarchy and what you want to call Groups Programs and Iterations For example a group would be Spanish a program would be Spanish 101 and an iteration would be Weekdays at 10am gt To create Program Groups 1 Click on the Setup link in the top right hand corner 2 Scroll down and click on the Fields List link under Program Settings e Note This page allows you to manage the fields that appear on the Detail View page If you delete a field it will also delete the related data in the application 3 Click on Edit next to the Group Label Program Fields This page allows you to manage the fields that appear on the detail view page fyou delete a field it will also delete the related data in the application To view more information on custom field details click here New Custom Field Field Dependency Fields List Action Label Data Type Custom Field Code Text x Description Text Area x Group Multiselect x x Program Name Text 4 Enter the Groups which are applicable for your institution You may change the order of the list by dragging and dropping a group when you click and hold on the dots on the left hand side of each Group name You can also delete a Group name by clicking on the trash m icon to the right of each Group name 12 Page 2010 INTELLIWORKS USER S MANUAL Programs Edit Multiselect Pick List Field Name Group Drag an
79. k Browse select your picture and click upload 7 Select your file and it will appear in your email 8 Finish your email template and click Save v You can customize your email template using merge fields and conditional statements Merge Fields Merge fields allow you to pull information from ntelliworks into the email For example you could write Dear Contacts First Name and the email that Jon receives would say Dear Jon while the email that Sally receives would say Dear Sally ntelliworks makes it very easy to use merge fields gt How to Merge Fields in Email Templates 1 Under the Available Merge Fields section select the field which you wish to pull information from You first select the type of field then the field itself 2 Look in the box called Copy Merge Field Value and copy the text into your email template 3 You can merge as many fields as you like in the body of the email e g First Last Name Contact Owner Event Name etc 46 Page Email Template Information Email Template Body Available Merge fields Organizations Opportunities Invoices Message Cases Interactions User Recommendations Programs Iterations Registrations Application Registration Compan Email Template formation tane Event Registation Invite eta Edin Subject vn vn ane Ee Slat DateTime Email Template Body Available Merge fils Select Fil ta
80. k on the Events tab and click on Locations Click on the New Location button Enter a Location Name Location Owner Description and Capacity Click Save onl A Create Location Save Save amp New Cancel Location Information Location Address Location Country Now you can create an Event Form to post on your website for example which your constituents will fill out when registering for an event gt To Set Up an Event Registration Form just as you would create an Inquiry Form 1 Click on the Events tab and then on Event Forms 2 Click on New Event Form 31 Page 2010 INTELLIWORKS USER S MANUAL Create Event Form Required Field s N Cal F Informat Name Event Form Owner Intelliworks Demo Ea Status Active v Return Url Relabel Submit Button Relabel Cancel Button Description Form Submission Message Cancel Return Url S amp Ne 3 Give the form a name and fill out the remainder of the necessary information Create Inquiry Form Required Field s Name Inquiry Form Owner Intelliworks Demo D Status Active v Email Template E a Return Url Cancel Return Url Relabel Submit Button Relabel Cancel Button Form Submission Message Description Lifecycle Role None v Lifecycle Stage Y Case Priority v Mail Profile Admissions v Case Stat M4 Assignment Setting Contacts Selecta User Vi Assign To Intelliworks Demo A Most recently attended S
81. king on the actions drop down menu and selecting edit 86 Page 2010 INTELLIWORKS USER S MANUAL Registration Filter Registrations All Applications e Fessin All Applications v Edit Create Refresh Total Records Displaying 1 to 10 0 Registration Registration Status Program Name eration Name Registration Owner Recommendations oO Amy Willi Applicatic i W Masters Pr pplicati Darrin Schmautz o Amy icatic ull Time MB Dan Obrego o Jeff lication 112011 Denis Whela E Deni lied 12011 Denis Whel m Send New Email Deni lied IBM Fall 2010 Denis Whel 4 AddiEdit LifeCycle E eti licatio 2 Week Nu t Denis Whel E Doni lied Fall2011 Mike Kelly Copy Registrant p Deni Applied BM Sprin Denis Whel v E eti Applie pi Fahad Hass v Denis Applied R d Ed ti Fahad H Acti v Vew Actions nd Message Records perpage 10 ry All B DIE F L N R Sites Sites allow you to display and promote all types of information about your Programs and Offerings on the Internet Since your programs may change frequently the Site feature on Intelliworks allows you to have quick access to edit or discontinue websites Building a Site is as simple as editing a document and you don t need anyone s help to get started gt Tocreate a micro site Click on the Enrollment tab then the Sites link Click on the New Site button Give your site a name and click Save this will allow you to access the grayed out tabs Click on the
82. l take you to the Intelliworks Library where you can find step by step instructions and answers to your frequently asked questions You can also submit change requests to improve our system and your experience We also encourage you to join our Users Forum to share best practices with others in the nte liworks network Note The Intelliworks Library will prompt you to log in Please use your IW credentials A g article discussion edit history G Main Page O INTELLIWORKS LIBRARY P Getting Started Product Encyclopedia Congratulations on signing up with Intelliworks You have just received your login and A The Product Encyclopedia is your technical reference to every feature and function of the Navigatio password to Intelliworks Now What This article will guide you through the initial steps z Intelliworks system If you want to know what the purpose of a screen is and what the buttons Main P that you should take when starting out do consult The Encyclopedia Curren t events Recent chang Random pag Help Search PAAY Release Note Training Presentations Get the Latest News on Release and Feature Updates Want to know how to do something Check out this article for a list of available beginner _Go _Search I training presentations Toolbox e What links h pee Related chang Upload fil Special pag Intelliworks Training Support Printabl r kai R r Fi REEN seal a Intelliworks Training is tailored to fit your organization s uni
83. lder Folder Details Folder Name Description Accessibility Details All Users are allowed to view this Email Template Folder Show this Email Template Folder only to me O Allow the following users to view this Email Template Folder Select source type Groups Available Selected 4 You can type a simple text email or create a rich HTML based email with pictures and rich text e In order to do this you must either type the HTML source code after clicking on the Source button recommended for advanced users only or you can use the built in HTML editor There is a button for bold text B for underlined text U and drop downs for style font and font size to name a few E Souc 3 fd D AlB RAS SYio M4h B IB Z U CHE E SHawis SSSi R ti WOOHOO l Gi Gl fale Style Format Font v Size 45 Page 2010 INTELLIWORKS USER S MANUAL 5 To add a picture simply click on the yellow button with the mountain on the right side of the controls Email Template Information Image Properties Image Info Link Upload Advanced aila Akemative Text ont wW Lorem ipsum dolor sit amet consectetuer adipiscing elit Maecenas feugia i Vi i p g do non facilisis vitae nulla Aenean dictu 7 acinia tortor Nunc iaculis nibh non iaculis z aliquam orci felis euismod neque sed ornare massa mauris i 6 A pop up window will come up click on the Browse Server button then clic
84. lect the number of recommendations needed Chose an email template for the recommendation invitation and thank you Enter a submission message The recommendation will show up in the contact record under the more information section 76 Page 2010 INTELLIWORKS USER S MANUAL 16 17 18 Click Save Lifecycles The lifecycles in Programs are the same lifecycles in Contacts except you can link them to a program and or an iteration You can use the Lifecycle Filter located in Lifecycles Recommendation Setting S_ f Enable tame Recommendation Invitation Recommendation Form Submission Confiom g commendation Submission Message Contacts Select a User Most recently attended School Select a User Curent Employer Select a User LifeCyoles Select a User lt lt lt lt lt Registrations Select a User Required Number of Recommendation 1 Recommendation Thank You Recommendation Form Thank you Assign To Intellinons Demo Assign To Intelliwods Demo Assign To Intellinons Demo Assign To Intellinons Demo Assign To Intellinons Demo Repeat as needed to create all your iterations SPREE E gt Assignment settings For more information on Assignment Rules go to page under the Contacts tab by clicking on the Lifecycle Filter arrow Then select the appropriate Program Iteration or Lifecycle Role for which you want to use to filter Intelliworks Demo SOR O E z Home Co
85. lecting one or multiple targets You can also click the Preview button to see how targets will be excluded Click Save eo a Create Exclusion Required Field s Save Save amp New Cancel Exclusion Information Exclusion Name Exclusion Owner Intelliworks Demo A Status Active v Description Mozilla Firefox E https fcrm orionondemand comfcrm QryPreview do module Exclusions amp formData prope Exclusions Builder Contact List List type List Actions Targets v INCAE Example Print Viow SARSI Pspain AE Gte eee ee ede Targets v Georgetown Students PERET F A ake Gee A whe preview Preview of Exclusions James Brown jb genone com 512 555 1212 James Brown jb genone com 512 555 1212 James Brown jb genone com 512 555 1212 James Brown jb genone com 512 555 1212 James Brown jb genone com 512 555 1212 44 Page 2010 INTELLIWORKS USER S MANUAL Email Templates You can create Email templates for sending Emails to the customers externally and also to the Users within your organization gt Tocreate an email template 1 Click on Email Templates under Marketing 2 Click on New Templates button 3 Name your Email Template and select the folder gt If you wish to create new email template folder 1 Click on Email Templates and then New Template Folder button 2 Name your Email Template Folder 3 You can choose who has access to this folder by user Create Email Template Fo
86. ll now see the email as it will be displayed to your constituents You can also enter email addresses into the bottom box to send test emails to yourself or your coworkers 13 Click Test to send the test email s 14 Click on the Schedule tab 15 You can now select when you wish your campaign to start You can chose i Launch now this sends the campaign as soon as you click Finish li Start Date amp Time this allows you to schedule your campaign for a specific day iii Schedule Later this saves your campaign but does not send it out 16 Click Finish Publication Types A publication type helps you manage how Contacts receive different categories of email messages For example you might send newsletters advertisements and alerts each having a different category so you would want to create a separate publication type for each category When you send a newsletter to a constituent you associate it with a newsletter publication type so that the system can record the content that is involved with this publication Please see diagram below 49 Page INTELLIWORKS USER S MANUAL o Publication b Ty ry Conatct D preferences K ype P updated to reflect opt out gt from publication type 7 8 oe gt i intelliworks sends Campaign to Contacts A B C D and E for the first send Contact D opens the email and opts out of that publication type from the Subscription Center Intelliworks sen
87. mail Info Shows you how many contacts were in your target how many emails were sent how many are pending delivery and how many were skipped If a contact is part of exclusion they will show up under targets skipped 3 URL Visits This section has all the URL s that were in your email and how many people clicked on each of them 4 Delivery Statistics This shows you the emails sent emails not sent emails viewed emails not viewed the viewed URL s the URL s that were not viewed the cases created because of this campaign the people that opted out and the emails bounced the equivalent of a return to sender v You can click on any of these and the section below will show the contacts that fit that category You can view the different URL s that you had in your email and see how many times they were accessed You can also export the list by clicking on the export button URL Visits Count URL 1 https icrm orionondemand comicrmiforms KI803GKSSA 7 0x67 dF Show URL Clicks Show All URL Clicks Campaign Statistics Report 61 Page 2010 INTELLIWORKS USER S MANUAL Cases Cases give you a 360 degree view of every interaction a prospect student or alumni has with your institution A Case is automatically created when someone fills out an inquiry form over the web or when an inbound email is received You can also manually create a Case for a constituent once you have made initial contact Cases are useful because they log all
88. mpaigns e Indirect includes Print Ad Event TV Ad Internet Ad Radio Podcast and Other e Email campaigns are the most common and they consist of an email sent to a group of people You can then track and view click through rates e Direct Mail and Telemarketing campaigns allow you to log the campaigns that you send to members outside of Intelliworks To log this type of campaign simply follow steps 4 through 6 So NS Create Campaign Required Field s Expected Opportunities Save Cancel 6 Select a Publication Type for more on Publication Types please see the section below e A publication type helps you manage how Contacts receive different categories of messages and will depend on the Type you select for your campaign 7 Click Save and then click on the Select Target List tab 48 Page 2010 INTELLIWORKS USER S MANUAL Create Campaign Campaign Profile View amp Edit Message Preview amp Test Schedule Preview Save Cancel 8 Click on the bul s eye icon and select your target group and then click Save 9 Select the View amp Edit Message tab next to Select Target List and create your email or select an email template from the list 10 Select the mail profile that you wish to send this campaign from e You can customize the text that is displayed to unsubscribe from your email list if you wish 11 Click Save and then click on the Preview amp Test tab 12 You wi
89. n 2 Experience 2 Recommendations D Application Registration Invoices D Payments F Groups and Associations F Opportunities O Appoint ments interactions New Interaction Add Remove Columns Subject Status Priority Type Fetion Lousiana Tech University Medium Inquiry Action Inquiry Action High Inquiry fection Inquiry Action Inquiry Action Inquiry Action Medium Inquiry Action Inquiry Action Inquiry Action Inquiry Action gt Page 1of31 gt Pj Ea Displaying 1 10 of 304 y o Note Within each Case you can add tasks connections attendees groups associations opportunities and many more or you can simply send an email Look under the tools section on the far right of your screen for a list of action options j Tools Contact Details Things you can do Edit D int Previ j i Add Task elete Clone Print Preview Find amp Merge Duplicates Add Connection Contact Information Add Attendees ContactName BRooks Masterson Date of Birth 08 24 1980 Send Email oE d Contact Owner Darrin Schmautz Edit Email brooksmasterson mac com Add Groups and Associations Lifecycle Role Stage Prospect Identified Lead Source Web Contact Add Opportunity Student ID Created By Brooks Masterson on Jan 21 2009 Add Education ae 4 24 47 PM cas Add Appointment Affiliate Phone 612 234 2424 Add Interaction Most recently attended School Holland High School Mobile 612 222 2225 Add Note Current Employer Panel C
90. n when they click on the contact preferences link at the bottom of your campaign emails Your contacts can manage their subscription preferences to various Publication Types by clicking the boxes on or off You can create these values under Setup gt Campaign Fields gt Publication Types When you send out a campaign you must choose a publication type and this allows contacts to choose what communications they receive from your institution Following are the modes of communications you can manage Please choose what types of publications you would like to receive fi To subscribe check the appropriate box To unsubscribe uncheck the appropriate box M Direct Mail C General No mass emails M Phone Calls M Monthly Newsletter M Whats New at Windsford M Alumni Newsletter 52 Page 2010 INTELLIWORKS USER S MANUAL e Change Password Allows for applications to change the password they use to log into the application e Profile Allows you to show or hide specific pieces of information to the applicant for the purpose of informing him her or allowing them to edit and update their information The contact record fields are on the left and the fields you are exposing externally are on the right You can choose to show or hide the profile tab ads to Display Available Fields P Selected Fields m Q Fi TRAAAAAANA Once you are done click Save You can also preview the SSC by clicking on Preview 53 Page 201
91. ng Contact Details Edit Delete Clone Print Preview Find amp Merge Duplicates Contact Information Contact Name Ms Julie Barrett Date of Birth Contact Owner Darrin Schmautz Edit Email barrett massart edu ciation Lifecycle Role Stage Lead Source Campus Visit Student ID Created By Darrin Schmautz on Sep 20 2010 3 36 20 PM Affiliate Phone Most recently attended School Mobile Current Employer Massachusetts College of Art Contact Preferences Job Title Visiting Date Financial Aid Lead Qualification Stage Hot Florida Resident State Tags Counties in Florida arn Interested In Tag it Campus Preferred Luther Rice EM Test states lam applying for How many credits do you have Anticipated Theme Concentration Acadermic Interest Sewanee Loyola Duquesne Business Agent Number Arkansas Pitt SOE 3 This will bring up a new window where you can enter the new information related to this case You can use the HTML editor to add rich text if you wish 4 Click Save the window will close automatically 63 Page 2010 INTELLIWORKS USER S MANUAL 5 Once you have many threads in one case you can collapse or expand the case thread by clicking on the thread header the darker area Edit Delete Clone Print Preview Find amp Merge Duplicates Related Information Il Attachments interactions LifeCycles iContact Log A Campaigns s Event Registrations l Connections Educatio
92. nnecessary steps in record and task assignments better control by improved business process through standardizing working methods and reduced operating costs gt Create a New Workflow Rule Go to Setup Go to the Workflow Settings section Click on Workflow Rules Then click on New Rule Select the Record Type for the Rule from what record object do you wish to write the rule against Click Next Enter a Rule Name Select an Execution Time option e Execute this rule when new records are created On initial creation of the selected Record Type the rule will be triggered e Execute this rule when new records are created and existing records are edited On initial creation and any updates of the selected Record Type the rule will be triggered 9 Build the Rule Criteria i Selecta field from the Record Type li Select an operator is isn t contains etc iii Enter a value iv If you wish to add more criteria to the Rule click Add Criteria 10 Click Save Silat al E a v Note The new Rule will not be actionable until you create a Workflow Alert or Workflow Task see below 98 Page 2010 INTELLIWORKS USER S MANUAL Workflow Alert Intelliworks Demo HS o BBA BOER PF Home Contacts Inquiries Events Marketing Enrollment Interactions Sales Social Media Analytics a X 4 Workflow Rules lt lt my american edu gt gt lt lt American University
93. ntacts Inquiries Ewents Marketing Enrollment Interactions Sales Social Media Analytics gt gt gt Lifecycle Filter Lifecycles All Lifecycles New Lifecycle All Lifecycles a C Contact Lifecycle Role C Test 71 71 Test Prospect C Dane Abrigana Alumni E John Adams Prospect C Jeff Albert Inquiry C Stacy Albritton Inquiry E Paul Allen Prospect E John Allen Prospect C John Ambrose Current Student C Sarah AMECHE Prospect F Yasmin Amico Current Student View Actions Send Message Y Email Templates The email templates in Programs are the same email templates from the Marketing module Edit Create Refresh Total Records Lifecycle Stage Student Status Accepted Active Donor Enrolled Identified Hot Accepted Identified Hot Identified Hot Created By Suzanne Johnson Paul Miller Kristen Gedney Brooks Masterson Brooks Masterson Suzanne Johnson Marc Thibault Marc Thibault Marc Thibault Marc Thibault Primary Role NIANIA NISININININIS Displaying 1 t Created Time 050572010 02 10 PM 070172008 11 02 AM 08 27 2008 02 36 PM 03 04 2009 01 02 PM 06 21 2010 09 33 AM 03 24 2010 02 12 PM 084 0 2010 09 35 AM 04 23 2010 04 50 PM 081 0 2010 09 35 AM 04 23 2010 04 50 PM You can create folders in the Program Management module as well if you wish Discounts Intelliworks allows you to create discounts that can be associated with Program Iterations and applied
94. ntly being displayed will be on the left Unused fields are high lighted in a darker color in the right hand box 5 Once you are done arranging the page layout click Save Edit Page Layout Appointments ahs t t ds fro b List b t and dr S d List secti Appointment Infor mat Field Dependencies Intelliworks allows you create a parent child relationship between two pick lists You can create field dependencies in any record type But before you create a Field Dependency ensure that the fields first exist gt To Create a Field Dependency 1 Go to Setup 2 Under the desired record type section click on Field Lists 104 Page 2010 INTELLIWORKS USER S MANUAL 3 Then click on the Field Dependency button and then click the New button 4 Create the fields Parent Child that you wish to make dependant on each other They must be pick lists An example of a dependent field pick list is the State to Country relationship A State field child will show all of the appropriate values for the Country field parent you have selected 5 Click the Next button 6 Create the field dependency map by selecting which child field options are available for each parent field option For example for the admissions counselors field the only option available would be night students Use Shift or Control to select multiple fields Field Dependency Mapping Field Dependency Note 3 None Doctrate of Rocket Science M
95. ointment Program Owner Darrin Schmaut Edit Description tasters Programs App Created By Darrin Schmaut on Sep 20 2010 2 53 58 x Ph Tag it 2 Alternatively you can click on the New Iteration tab on the Programs page 3 Fill in the iteration name and select the program where it belongs 4 Select the start date and time and end date and time e You can enter the number of credits for a class for example if appropriate 5 Select the registration cutoff date and the cutoff message what people will see if they try to register after the cutoff Select if you wish to enable invoices and payments Select if you wish to Enable Partial Payment and if you require a minimum payment os Create Iteration Required Field s Save Save amp New Cancel Iteration Owner Intelliworks Demo A Status Active W iteration Name Start Date Time 10 22 2010 i MttddAryyy 00 00 hh mm 24 hours format Program Name Wagner Application a Credits E End Date Time 10 22 2010 c Course Description MtiddAryyy 23 59 hh mm 24 hours format Experience O Term Online Application Form Registration Cutoff Date ti Application Form Ea Preview Ptitddiyyyy Registration Cutoff Message Mail Profile Admissions Mi Application Submission E a Account Creation Email Secure Form Account Creation Confirmation o Invoice Template Ba Change Password Email Secure Form Account Change Password Cont eA Reset Password Email
96. ontact Preferences No Communication Plans Mail No Add Experience di General Mail Add Lifecycle Job Title Visiting Date Add Attachment Financial Aid Lead Qualification Stage Hot Tags Florida Resident State Alaska Tagit Counties in Florida am Interested In 64 Page 2010 INTELLIWORKS USER S MANUAL Analytics The Analytics section allows you to better understand your data and make future decisions based off of this data e Reports allow you to build on the fly or periodic reports Reports are built by pulling data from other modules in Intelliworks Once data is collected in the various modules the reporting tool allows you to build dynamic information tools that are automatically updated as data moves in and out of the system o You can also automate the release of reports by using the Report Scheduler o A Report can be viewed in list form created as a chart from the Dashboards or exported to PDF Excel or CSV formats but reports are limited to 2000 records for each type of exported file e Intelliworks also provides Pre Built Reports which can be used as is or customized based on your institution s needs gt Creating Reports 1 Click on the Analytics tab then on the Reports link 2 Click on the Create New Report button Intelliworks Demo 3 Select the Module you wish to write a Report for e g Contacts Opportunities Events Leads etc OPTIONAL Select a related module you wish to write a Repo
97. ou can edit your email signature and choose to have it automatically inserted to every outgoing email e Change Password This is where you can change your password Company Settings e Company Details Those with Administrator access can change the company logo locale and address information Company Details Company Information Name Intelliworks Demo Description No Description Primary Contact Name Intelliworks Demo Primary Contact pmillermail gmail com Alias Employee Count 1 Fax Phone 240 238 3210 Mobile Website www intelliworks com Address Information Street 2092 Gaither Road City Rockville State Maryland Zip 20850 Country United States Locale Information Currency Locale United States Payment Gateway This allows you to setup the payment options for the Program Management module Please contact ntelliworks support if you require help on this section gt To Create a Payment Gateway 1 Click on Company Settings then Payment Gateway Settings 2 Select the New Payment Gateway button Payment Gateways New Payment Gateway Payment Gateway Name Type Status Action Authorize Net Authorize Net v Action Payflow Payflow v Action 3 Then you can select the Payment Gateway Account you d like to create by selecting one of the icons below 92 Page 2010 INTELLIWORKS USER S MANUAL New Payment Gateway Select the type of Payment Gateway account you wish to create paiia PayPal PayPal
98. que needs Intelliworks Support is available 8 a m to 6 p m EST Monday Friday Stadium Overview All our clients are more than welcome to attend any of the stadium Hands on support from Intelliworks experts Contact us by email iwsupport intelliworks com EI Contact us by phone 1 866 674 6640 overview sessions as needed Stadium Training Schedule Customized Training Our affordable training packages are customized for your institution s needs If you are interested please fill out our online inquiry form amp or call 1 866 674 6640 5 Page 2010 INTELLIWORKS USER S MANUAL Understanding the Intelliworks Interface The ntelliworks platform is designed with ease of use in mind There are several design elements of the product that you should become familiar with before you start using Intelliworks The Home Page Intelliworks Demo Feedback Site Map Setup _Intelliworks Demo asomo Created Time Programs 202 555 6958 The Intelliworks Home Page consists of the Top Navigation Bar the Side Navigation Bar and the Home Page Widgets Widgets give you access to reports views and charts of your choosing For more information please see the Dashboard section The Top Navigation Bar Intelliworks Demo Feedback Site Map Setup Inteliworks Demo ATN pa ss 8 fH gt Fl A fe Search ES OE sO el amp z p Home Contacts Inquiries Events Marketing Admissions
99. r for Event Registration 7 Create Sections as needed by selecting Add Sections for your first page Choose where you d like the section to be positioned on the page the label and field width the description as necessary and whether or not the section should be optional Repeat as necessary with the various sections Event Form Builder New Event Save Preview Form was successfully saved at 11 09 2010 04 39 PM Untitled Page Required Field Section Untitled Section Hie Last Name yes No Section Tite Contact and Attendee Contact and Attendee Labe Pos Iton tte Top v qs Labe Wwketth Gass Description Qa Optional yes No Reset Apply 8 To create a new page click on the c symbol Add Sections Contact Info Form Properties Requirements Tab Position Lett v Charges anc Additional tems Header Edit RichText Footer Edit RichText Required Field Web Tracking Code Untitled Section it Edi Last Name Form Width Pixels Reset Apply Contact and Registration v Add Fields Contact City Contact field s 4 Contact Country F Agent Number Pick List _ Anticipated Start Date Date go Anticipated Theme Concentration Contact and Registration Academic Interest Text v T ACT Add Fields 9 If you wish to change the order of a section on a page click on the blue arrows underneath each section you ve added The italicized arrow will
100. r rrr rr tere rer errr e 89 2 Page 2010 INTELLIWORKS USER S MANUAL First Steps You will receive a welcome email with your login and temporary password upon activation of your Intelliworks account If you have not received your login information please contact Intelliworks Support at iwsupport intelliworks com gt Upon receiving your login and temporary password please sign in to https crm Intelliworksondemand com Standard Secure pi Intelliworks Login E mail Password C keep me signed in for a day Log in Forgot password a Note that you can select the Keep me signed in for a day checkbox to remain logged in for 24 hours Once you are logged in you will first need to change your password to something that you can easily remember You should also choose a secret question and answer so that you can reset your password in the future gt Tochange your password 1 Click on the Setup link on the top right corner of your screen Notice Feedback Site Map scroll down to the Personal Settings section Click the Change Password link Enter your old password Enter your new password Click Save D o SN Your new password is now active 3 Page 2010 INTELLIWORKS USER S MANUAL Once you have changed your password you should update your personal account information gt To update your personal information Scroll down to Personal Settings section on th
101. reate Communication Plan Plan Profile Rules Templates Actions Days Template Type Email Template Look up Le Assign To Intelliworks Demo A Required Field s Enter the unsubsce i Ifyou dont wish to receive these emails simply click on the following link messa gas pan wan to appear in the ema ai Unsubscribe link text Unsubscribe v Assignmen t Settings Cases Selecta User v Save Cancel e Inthe Days field enter a number value must be a whole number This is the number of days before the selected Email Template will be delivered to the Contact based on when they entered the Communication Plan Note if you want the email sent out as soon as possible enter 0 in the Days field 11 Select the email templates that you wish to send out from the Email Template Look up ICON e To add additional Email events click on the C icon 12 Click Save 60 Page 2010 INTELLIWORKS USER S MANUAL v You can track the Contacts in the Communication Plan by clicking on Contacts in the Related List This list will Display when the Contacts were Entered Exited the Plan e There are several sections to Communication Plan page 1 Campaign Details and Campaign Status These sections have general information about this campaign including who sent it the subject of the email when it was sent and when email delivery was finished by the server large targets make take some time to process 2 Processes E
102. rm was successfully saved at 11 21 2010 08 18 PM Required Field 7 lf you wish to change the order of a section on a page click on the blue arrows underneath each section you ve added The italicized arrow will bring the section all the way to the top bottom of the page and the bold arrow will move it up down just one field place You can delete a page by clicking on the red icon Inquiry Form Builder New Inquiry Form ani von owes 8 Click Save Repeat as needed 9 Once you are satisfied with the form you can see a preview from the user s perspective of the form by clicking the Preview button 30 Page 2010 INTELLIWORKS USER S MANUAL Events Event management is one of the most important strategic marketing and communication tools used by colleges and universities From Information Sessions to Campus Tours institutions create events to help them communicate with prospects students and alumni e An event is any type of session or gathering you would like your constituents to attend The purpose may be for an informational session training session or other purposes e Events allow you to manage the registration process attendees and the location for these meetings e Constituents register for these events thus allowing you to communicate with your contacts more efficiently There are a few steps that need to take place before you actually create an event gt Establish Event Locations Clic
103. rt for as well as the primary Report If you select the contact module as the primary all contact records will be available for you to set criteria off of If you wish to create a more targeted report ie Only people who came to an event start off with that specific module and bring in the contacts module as a secondary 4 Click Continue 5 Select the Report Type Tabular Summary Grouping for Summary Reports only Select the fields you wish to group the report by 6 Click on the Columns tab and select the fields you d like in the Report from the Available Columns table and click the Add button to have them populated into your report 7 Click Save 65 Page 2010 INTELLIWORKS USER S MANUAL Create Report Provide the following Report information Report Type Columns to Total Criteria Available Columns Selected Columns Event Profile A No of Attendees Event Owner Registration Cutoff Message Event Name End DateTime No of Attendees Start DateTime End DateTime Event Description Event Created Time Event Modified Time Event Status Registered and Attended Event Type x Show Eventin Social Media Lecture Series Event Program Registration Cutoff Date Registration Cutoff Message Event Online Registration Registration cut off date Run Save Cancel 8 Click on the Columns to Total tab and select the value you d like to calculate for each numeric field in the report e For example You can choo
104. se to Sum the number of attendees for a series of events or Average the SAT scores for a population of Contacts 9 Click on the Criteria tab Within the Criteria tab you have two options to filter your report Standard Filters These are Date amp Time specific filters e For example You could create a report that would display all Contacts created in the last two months ll Advanced Filters These filters allow you to build matching criteria against data fields e For example You could create a report that showed all Contacts from a particular State or City v Note You can add multiple lines of criteria to a report by clicking Add Criteria at the bottom of the page Create Report Provide the following Report information ReportType Columns Columns to Total Criteria Standard Filters Column Start Date End Date Event Start DateTime v Custom v gi Advanced Filters iy None vis v Add Criteria Run Save Cancel 66 Page 2010 INTELLIWORKS USER S MANUAL Report Folders gt You can create folders to organize your reports 1 Click on the Analytics tab and then click on Reports 2 Click on the Create New Folder button J Give your report folder a name and select an accessibility option For more information on this see the Accessibility Details section Create New Report Folder Folder Details Folder Name Steve Folder Description Steve s Folder of Reports Access
105. section will expand with additional options In addition you can access all the sections in the middle of the page by scrolling up or down Setup Admin Settings Jsers Profil Roles Groups Data Sharing Settings Field Level Security Configure Global Search Settings Mailboxes Mail Profiles Recycle Bin Security Settings Appointment Settings Fields List Edit Page Layout Custom View Settings Merge Views Attendee Settings Fields List Edit Page Layout Customize Attendee Details Custom View Settings Assignment Rules Merge Views Campaign Settings Fields List Customize Campaign Details Custom View Settings Customize Quick Link Settings Company Settings Company Details Payment Gateway Settings Connection Settings Fields List Edit Page Layout Merge Views Workflow Settings Contact Settings Fields List Edit Page Layout Customize Contact Details Custom View Settings Customize Quick Link Settings Duplicate Contact Settings gnment Rul Some frequently used modules in Setup are described below If you are looking for a section that is not described herein please refer to our online Library at the following site htto Aibrary intelliworks com index php title Main_Page 91 Page 2010 INTELLIWORKS USER S MANUAL Personal Settings e Account Information This is where you can edit your name address information locale information and password protection secret question e Signature This is where y
106. the interactions that your organization has with a constituent in one place gt To Create a Case 1 Click on Cases under the Cases tab 2 Click on the New Case button 3 You can now enter the appropriate information starting with the Case Subject Case Owner and Primary Contact 4 Now you can fill out the message information section e Remember to write so that the next person looking at this case can figure out exactly what your interaction was about 5 Type Contact vs User initiated depending if you user or your constituent Contact starts the interaction Channel How the interaction is taking place via email phone in person etc Contact Who this communication is with Click Save OO gt Alternative Ways to Create Cases Click on the side navigation bar and under the Create pull down tab select Interaction 2 From the Sitemap page select Interactions then New Interaction 3 From a Contact Record under the Related Information section at bottom click on Interactions then New Interaction Edit Delete Clone Print Preview Find amp Merge Duplicates Related Information Attachments Cases 2 LifeCycles Campaigns 5 Event Registrations 4 Connections Experience amp Recommendations E Application Registration Payments go Groups and Associations gt Opportunities Cases New Case Subject Status Priority Type Chat transcript for Amy Williams on 19 Mar 201 Open Medium Gener
107. tments created in Intelliworks e Tags Allow you to bookmark items in ntelliworks 7 Page 2010 INTELLIWORKS USER S MANUAL The User Menu What s New When you click on the What s New link you will be taken to the Release Notes section of the Intelliworks Library Here you can learn about the latest product updates Community The Community feature is located under the user menu When you click on the Community button you will be presented with a forum for enrollment and admissions professionals in higher education to connect communicate and collaborate on the shared challenges facing their institutions 9 SHARE YOUR KNOWLEDGE x Home gt Customers gt Community usto IDEAS THAT WORK Help Please see above Sign Out Allows you to exit the ntelliworks platform 8 Page 2010 INTELLIWORKS USER S MANUAL Views Contacts All Contacts New Contact Views allow you to organize how ntelliworks displays lists You can create Views in most modules e g Contacts Inquiries Events etc in ntelliworks To create a View 1 From any list view click on the Create link to the right of the drop down tab Contacts All Contacts New Contact All Contacts Edit refresh Total Records C Contact Name 2 Give the View a name chose the default number of records that it will display per page View Information View Name Set as Default view
108. tus C Accepted 8 E Application in Progress 18 E Applied 64 Did not finish Application 0 Did not finish Program 0 Enrolled 0 Hold 1 Pl rejected 2 Fl Reviewed 0 E transterred Out 0 C wait List 0 C withdrew 0 E Prospect 1 El Application Started C paid 0 O Logged into Application 0 E Event Registration Accepted 0 E Event Registration o Event Registration Started 3 Search by Status d Event Registration in Progress 0 All Applications Edit Create Refresh Total Records Displaying 1 to 10 ia Registrati Program Name eration Name Registration Owner Recommendations F Amy Willia Wagner Application Masters Programs Application Darrin Schmautz on go Amy Willia Winsford Graduate Business School Full Time MBA Dan Obregon on go Jeff Whela Terry College of Business Fall 2011 Denis Whelan 0 0 F Denis Whelan Applied w Graduate School of Education Fall 2014 Denis Whelan i F Denis Whelan Applied 1 i IBM Fall 2010 Denis Whel 4 F Jeff Whel Appli j 2 Week Nursing Certificate Course Denis Whelan 071 E Deniswh Applied C Fall 2011 Mike Kelly E Denis Wh Applied q IBM Spring 2010 Denis Whelan E Jett whel Applied Ric Computer Skills Fahad Hassan on o Denis Wh Applied Ric Strategic Planning Fahad Hassan o0 3 To access or edit a particular registration record click on the Status link located in the registration status column for that contact 4 Click Save v You can also edit the record by clic
109. uler button Click on the New Report Schedule button Give your report schedule a name and choose the From address email address the report will come from Select the report that you wish to send out Select the Start Date and Time for your scheduler Select the Repeat schedule from the drop down list Select the recipient details and choose who will get the email with the report e You can also send emails to non IW users by entering their emails in the box below 10 Click Save Intelliworks will send out that report as an Excel attachment beginning on the start date you selected a eel e oo SS 72 Page 2010 INTELLIWORKS USER S MANUAL Program Management Program Management allows you to create and manage Programs individual and group course Registrations Iterations Invoices and Payments and Sites A Program is a container that holds Iterations associated with that Program The Iteration is the time period or instance of when the Program occurs the Iteration holds most of the action Capacity Application Form etc Please note that the Program Management module requires activation if you have not already ordered this product you will need to contact either your Account Representative and or the Client Success Team using support intelliworks com or 866 674 6640 for more information on purchasing this feature Setting Up Before you start using Program Management you must first determ
110. ult of the Campaign Note the Case needs to be directly associated to the Campaign in order for this count to be accurate e Opted Out number of Contacts that have opted out of receiving email Campaigns e Emails Bounced number of emails that have bounced back to the Intelliworks system Note Bounce backs will only be registered if you use the System Mailbox for delivering the email gt To access campaign results Click on Campaigns under the Marketing tab 2 Click on the campaign for which you wish to see results Note The campaign should be labeled as completed 3 Click on the Campaign Results button 54 Page INTELLIWORKS USER S MANUAL Campaign Details Campaign Profile Campaign Name Lehigh Open House Channel Email Approval Status Mailing Code Target Male from PA General 05 28 2010 18 00 Publication Type Schedule Date Time Created By 11 08 01 AM Campaign Goals Summary Budget Expected Expected Cost Expected Sales Expected Opportunities O Cost per Opportunity 0 00 Net Profit 0 00 ROI 0 00 Related Information I Tasks Appointments interactions Matt Laubenstein on May 12 2010 jEdit Clone Print Preview Campaign Results Type Direct Status Approver Completed EventName Lehigh Open House Campaign Owner Matt Laubenstein Edit Parent Campaign End Date Time Modified By 05 28 2010 18 03 11 08 01 AM Sh Edit
111. und in the SAME record The AND operator is used to narrow a search or decrease results Only items in the intersection of circle A and B will be retrieved AND describes a situation where the statement is true if and only if the parts on the left of the circle and the right of the circle are true NOT MINUS operator This example requires that a term or terms be excluded from a set The NOT operator is used to narrow or decrease results Only items in the partial circle A will be retrieved Caution The NOT operator is the least used operator because it could exclude valuable references if not used correctly If you would like to exclude targets or contacts lifecycles etc you can use the pull down tab under Join on the left and choose MINUS A MINUS sign will exclude any all targets you reference after the MINUS sign Attaching a MINUS sign indicates that you do not want targets you are specifying We strongly recommend you use parenthesis to eliminate confusion Parenthetical or Nested Logic When creating a complex query in Views Reports and Targets it can be challenging to obtain the correct results because you will be using multiple operators To solve this issue Intelliworks uses Parenthetical or Nestic Logic Bracketed expressions are solved from the inner most brackets first Just as in ordinary algebra where multiplication takes priority over addition AND takes priority or precedence over OR 40 Page
112. unts that have been associated to the Program Iteration 4 From the popup window select the desired Discount to apply 5 Click Save The Discount has now been applied to the Invoice e Note You can remove the Discount by editing the Invoice and clicking on the Delete X icon 84 Page 2010 INTELLIWORKS USER S MANUAL Payments Payments allow you to manage and view Payments for Invoices gt To Create a Manual Payment 1 Select the Invoice you d like to pay and from the Invoice Detail View click Add Payment 2 Enter a Payment Amount 3 Click Save A Payment record will be created with the applied amount i 7 A Tools Invoice Details Things you can do Email Invoice Add Task Edit Delete Print to POF Invoice Information Add Appointment Invoice Number 18000001433556 Invoice Owner Alex Lopoukhine Edit Add Attachment Program Name Stellenbosch Created By Alex Lopoukhine on Sep 10 2010 9 19 29 AM Iteration Name Undergraduate Spring 2011 F all 2011 Modified By Alex Lopoukhine on Oct 13 2010 8 55 00 PM ment Registrant Sue Samantha Due Date Tags Status Open Grand Total 50 00 j Tag it Discount Notes Balance Due 50 00 Check Number Payment Method GL Numbers v You can also manually enter payments by clicking on the New Payment button and entering the Program Iteration registrant and Invoice information v To access payments that have been received click on Payments und
113. ure Series v Registration Cutoff Message Registration Cutoff Date ia MMiddiyyyy Online Registration Form fa Preview Attendees Status x Lifecycle Role None v Lifecycle Stage w Registration cut off date i Registration cut off message MMiddiyyyy 4 hour pacity Active oO Capacity Capacity Cutoff Message Capacity Attendee Levels ESS Accepted Rejected UnderR ie 6 Chose a registration form 7 Select the email templates that you wish to use When you click Save the system will send out the invitation to the people in your target list Another email will be sent reminding the attendees of the event by the predetermined date you selected for the reminder email Attendees Once people are registered for your event they become Attendees That event will show in their contact record and you can access the attendee list for any or all of your events by selecting Attendees located under the Events tab A Attendees All Attendees New Attendees Print Export Filter Apply Filter v All Attendees Edit Create Refresh Total Records Displaying 1 to 10 QJ go n iaa S Event Name Registration Status Comments Created By Modified Time Location Start DateTime Actions q E RODSAD DC Open House Under Review Shara McNeill CW 242010 05 04 Shara McNeill Gibson Hall a eo v E testtest DC Open House Under Review Shara McNeill 003 0 Shara McNeill Gibson Hall BSa ea Action v
114. v i ACT Add Fields 12 If you wish to change the order of a section on a page click on the blue arrows underneath each section you ve added The italicized arrow will bring the section all the way to the top bottom of the page and the bold arrow will move it up down just one field place You can delete a page by clicking on the red gt icon 81 Page 2010 INTELLIWORKS USER S MANUAL Application Form Builder MBA Contact Info cademic Information Sessions Required Field Untitled Section Hidden Contact City Yes Section Title Contact Country Move Field up down or delete field entirely by clicking one of the icons below Contact State Desoription Contact Street Optional Email 13 Click Save Repeat as needed You can create one general application form or multiple forms for specific courses 14 Once you are done you can see a preview of the form by clicking the Preview button Invoices An invoice is an itemized bill for a Program containing individual prices the total charge and the terms gt To access an Invoice 1 Click on Invoices under the Enrollment tab Note Every time someone registers for a course that requires an invoice one will be emailed to them 2 You can view a particular invoice by clicking on the Invoice Number link 3 Here you can see if the invoice was paid and email the registrant a copy of the invoice by cl
115. w Branding Home Applications Contact Preferences Change Password Profile Self Service Center URL e Branding Allows you to customize the overall look and feel of the Self Service Center SSC and provides o The fixed URL for your school s self service center o The Password reset and change email templates for clients who use Applications that require logins in Program Management and the mail profile where those emails will come from o Header and Footer Rich Text fields You can add terms of service your school s logo and other information you wish your prospects and students to see 51 Page 2010 INTELLIWORKS USER S MANUAL INLEMIWOIKS VEMO Z Fue W ORY SARBISFio ola tA iB 7 U LE E E a nE SEB RBiQR toaga Style v Format Font 7 Size i Tey i aA Ex a i E Source BORB eeey a a iB Z U x j 1 E E tt iS SBS Bi Sringt il AM O sa el iT 2G fall COPYRIGHT UNIVERSITY OF WINSFORD INFO CENTER SEARCH DIRECTORY CONTACT US Style v Format v Font v Siz e Home provides a home screen for the SSC You can choose to show or hide this tab e Applications If you take applications online with Intelliworks you can add information for your applications to see when their review their applications You can choose to show or hide this tab e Contact Preferences This tab is available to anyone and cannot be hidden This tab is where an email recipient is take
116. wner Create Task tuiass Update Delete dd to List 4 From the Merge Contacts screen Select the Master Record of the contact file that you would like to maintain this is the record that the data will be merged into 5 Select the values you wish to be merged into the Master Record 6 Click Merge Merge Contacts GR Hint Select one of the values from the highlighted fields to merge with the master record Merge Cancel Merge Details aster Record Bobbie_Berkowitz Select 4 Owr Jack_Berkowitz Select 4l Lead Source Student ID gt Merge Contacts from the Detail View Go to Contacts From the list click on a Contact You can also search for a specific contact name From the Detail View click Find amp Merge Duplicates button From the Find Duplicate Contacts screen E e Perform a strict search by selecting the Match all of the following criteria 17 Page 2010 INTELLIWORKS USER S MANUAL OR e Perform a loose search by selecting Match any of the following criteria e Click Search 5 From the search results select two records you wish to view and merge 6 Click View Duplicates at the bottom of the screen 7 From the Merge Duplicates screen e Select the Master Record This is the record that the data will be merged into e Select the values you wish to be merged into the Master Record 8 Click Merge 18 Page 2010 INTELLIWORKS USE
117. work members directly from the ntelliworks platform For more information on Facebook please visit http library intelliworks com index php title Social_Media_ Implementation Checklist Or contact the ntelliworks support team gt Getting Started 1 Create a Facebook page http www facebook com pages create php e Note You should check with your school to make sure you can create a Facebook page 2 Add the ntelliworks Facebook application to your site You must be the admin for the site to do this e Access the Intelliworks Facebook Page e Click Add to My Page The ntelliworks application will now be added to your site 3 Your site will now be accessible via the Facebook Pages section Facebook Pages Name Type Added To Page On The Univers of Winsford LOCAL_TECHNOLOGY_TELECOMMUNICATT 06 00 2040 02 58 AM University of Winsford Football CLUBS 0302 2009 02 58 AM Winsford Alumni CLUBS 03 02 2004 02 58 AM New England College Admissions EDUCATION 03 05 2009 09 10 AM 89 Page 2010 INTELLIWORKS USER S MANUAL Password The University of Winsford is on Facebook Sign up for Facebook to connect with The University of Winsford The University of Winsford Wall Info Photos My Winsford a Filters i a The University of Winsford The University of Winsford has updated an fe article New News Great News The University of Winsford is a W July 26 at 10 45am via The University of Winsford Comm

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