Overview
Automations are a powerful tool that allows users to automatically add students to Appointment, Enrollment, Messaging, or Survey Campaigns. Using automations can significantly increase the number of notifications sent from Navigate360, so we recommend restricting the number of users who can use them.
Prerequisites for Creating Issue Alert Automations
To create issue alert automations, users need to have most of the following permissions:
Create, Edit, and Delete Add to [Campaign Type] Automations, which allows the user to create the automation. Users can add to Enrollment, Message, Survey, or Appointment Campaigns via automation.
View the Search Page and Search for Students, so they can search for students and save searches if using Saved Searches to create the automation.
View and Search Using the Advanced Search Filters is not strictly necessary but will probably be needed to create robust saved searches if they use these to create their automation.
Various Standard Report permissions if the user is creating automations from V3 reports, they need to have access to at least one relevant report.
Create, Edit, Delete Their Own [Campaign Type] Campaign to have the ability to create the campaign type.
Edit/View [Campaign Type] Campaigns Created by Other Users allow users to add students to a different user's campaign. It is optional and not necessary to create a campaign automation.
If the user has these permissions, they can then create a campaign along with a Saved Search or Saved V3 Report to create the Add to Campaign automation from. Additionally, if they are adding students to a survey campaign, the user may have to create the survey. Below are articles with directions to perform these actions before building the automation.
Saving a V3 Report
This guide assumes you have either a saved search or a saved V3 report that you want to use to create automation-ready; it will not explain how to create these in this article. It also does not explain how to create surveys or launch campaigns. Note that this article will use a Messaging Campaign as an example.
Creating an Add to Campaign Automation
First Steps: Saved Search
Open the Lists and Saved Items page. Navigate to the Automations table and select New Automation.
The New Automation page opens. Enter the Automation Name.
Enter the Automation Conditions. Select a Saved Search and then choose Add to [Campaign Type] Campaign from the THEN... take this action field.
First Steps: Saved V3 Report
There are two places you can initiate a new automation for a Saved V3 Report: the Lists and Saved Items page on the Automations table or the My Report Automations tab on the Reports page.
If you are creating an automation from the Lists and Saved Items page, select the New Automation button on the table. If you are creating an automation on the My Report Automations tab, select the Add Automation button.
The New Automation page opens. Enter the Automation Name.
Enter the Automation Conditions. Select a Saved Report from the dropdown. Choose Issue Alert from the THEN... take this action field.
Selecting the Campaign, Schedule, and Saving the Automation
Select the campaign from the Select Campaign dropdown. You can also create a campaign if you have not already.
If desired, check the Omit initial matches box. You may want to do this if your intent is to add any new students to a campaign who meet your conditions, for example, students with a cumulative GPA under 2.0, but you have already triaged current students who meet that condition. Please note that once your Automation has been configured and has run, you cannot go back into the Automation and select the Omit initial matches box.
Next, you can preview the campaign by selecting the Preview Campaign button. This shares the details of the campaign as well as when nudges are scheduled to go out.
If you are unsatisfied with the campaign details, selecting Edit Campaign opens the campaign at the Define Campaign step for you to edit.
Once you are satisfied about the Automation Conditions and campaign settings, you can then enter the Automation Schedule.
Set your duration. Next, set automation frequency. This sets how often your automation checks for new students. Finally, set a Time. You will be notified by email two hours before each automation run, so it's best to set this two hours after you can review it.
Once everything is set, click Save Automation. A confirmation window opens. Click Save as Active to start the automation.
Managing Your Campaign Automation
After creating and saving your automation, clicking on the link for your active automation shows a page with information about the automation.
Use this page to edit the automation or generate a queued run of the automation that is not on the usual schedule. To review an upcoming automation, select View Occurrence Details on the Automation Details main page.
Two hours before an automation occurrence runs, you receive an email notification from Navigate360 with the planned automation details.
The View Details link in the email lets you open the same Occurrence Details page as above. You can review, search for, and/or omit individual students from being included in the automation occurrence. You can process the automation immediately instead of waiting for it to be sent. Finally, you can cancel the occurrence of the automation.