Prospect Correspondence

The Prospect Correspondence reports are used in conjunction with Prospect Activities and typically complete the contact management process for an activity. When assigning activities to prospects, they are defined as one of three types:

To-Do - Simply, any physical activity that can be reviewed online or in a to-do list.

Export - This option will produce a tab delimited ASCII file in the user's defined merge/export directory.

Email - Correspondence Emails are made possible by the creation of Email Templates (see Correspondence Email Setup). Once in place, they are linked to the activity through the creation of Letter Sequences or when adding an activity directly to the prospect record.

To Print a To-Do List:

From the CAMS Enterprise Home page, click Admissions >Prospects >Reports >Correspondence.
Select appropriate criteria to be used in the selection of individuals to be included in the report. The selection date should account for weekends and holidays as to not exclude any activities.
Click the Reports tab.
Select the desired To-Do List report format. Note that To-Do Lists will be displayed on the screen using Crystal Reports viewer, from which you will be able to send the report to a printer. These reports will not display Export and Email activities unless you select “Show All Activities”.
Click Print.

To Export Correspondence:

From the CAMS Enterprise Home page, click Admissions >Prospects >Reports >Correspondence.
Select appropriate criteria to be used in the selection of individuals to be included in the report. The selection date should account for weekends and holidays as to not exclude any activities.
Click the Reports tab.
Select Mail Merge Export.
Click Print.
The merge export will display in a list form. It will give notice in the status bar to verify that the data has been outputted and then click Update to mark these items as completed.
Click Update. You will be prompted with the following options:

Click Yes to mark these activities as Completed.
Click No to remain on the list form with no action being taken (Recommended if you have not yet verified data output. This option allows you to keep the form open while you check the data files.
Click Cancel to return to the criteria page without marking the activities as completed.

To Send Email Correspondence:

From the CAMS Enterprise Home page, click Admissions >Prospects >Reports >Correspondence.
Select appropriate criteria to be used in the selection of individuals to be included in the report. The selection date should account for weekends and holidays as to not exclude any activities.
Click the Reports tab.
Select Email Correspondence. A grid and a Preview button will display.
Click Preview to populate the grid with a list of the emails to be sent. This grid is read-only and will allow you to verify the emails before clicking Print to send. Scroll to the right in the grid to view additional information. Emails are sent to all email addresses that are populated in the E-Mail 1, E-Mail 2, and E-Mail 3 fields for the Address Type(s) selected on the Criteria tab.
You may keep this preview window open, make any changes or corrections to Email Activities for the Prospects, save the changes, then click Preview again to update the grid.
Click Print. After clicking Print, a confirmation list will display all email messages that have been sent. All of these items will be marked as completed in the Activities form.
Either close the window in the usual method to leave the Correspondence Report window, or return to the Criteria page or Reports page by clicking the appropriate tab.

Note: The Counselor (Recruiters reference table) field allows you to run to-do lists by counselor (counselor field must be complete in the individual’s Maintenance window), thus counselors can run only their lists if given access.