Enrollment Communications Workflow

enrollment studentaffairs myconnect

Overview

This article provides a high-level overview of the Enrollment Communications Workflow in Element451 (MyConnect). This workflow uses segments, rules, and labels to automate communication with students as they complete required enrollment steps.

Audience

Faculty & Staff

Question

How does the Enrollment Communications Workflow function to assign labels, trigger communications, and support student follow-up during the enrollment process?

Answer

The Enrollment Communications Workflow is designed to automate communication and follow-up based on a student’s progress through key enrollment steps. This process relies on segments, rules, and labels to determine what communications are sent and when.

Segments

Enrollment-related segments are located in the 1.1 Enrollment Comms folder and identify where a student is in the process and are used as triggers for related workflows/rules.

Examples include:

ENR - Comms Starter
ENR - No Residency (Applicants / Returning Students)
ENR - Needs to Activate Account (Applicants / Returning Students)
ENR - Needs NSO (Applicants / Returning Students)
ENR - Needs Advising (Applicants / Returning Students)
ENR - Needs to Register (Applicants / Returning Students)

Labels

Each segment corresponds to an ENR label that is used to personalize communications:

ENR - Residency
ENR - Account Activation
ENR - NSO
ENR - Academic Advising
ENR - Register

Rules

Enrollment Communication Label Assignment

Trigger: Student joins an enrollment segment
Action: Add corresponding ENR label

The rule evaluates each segment condition. If the student meets the condition, the appropriate label is added. If not, the rule continues checking remaining conditions.

Enrollment Communication Label Removal (Applicants & Returning Students)

Trigger: Student leaves an enrollment segment
Action: Remove corresponding ENR label

The rule evaluates each segment condition. If the student does not meet the condition, the appropriate label is removed. The rule continues checking remaining conditions.

Separate rules are used for Applicants and Returning Students to prevent unintended label removal.

Example:

A returning student may still need advising but would not appear in an applicant-specific segment. Without separate rules, the system could incorrectly remove the advising label.

Workflow

Enrollment Comms Workflow

Trigger: Student joins the Enrollment Comms Starter segment or submits the Returning Student Form

Using the following cadence, student records are reviewed by the system to determine whether ENR labels are still present.

Student records are reviewed at 3, 7, 14, and 20 days. Communications are sent at each interval only if one or more ENR labels remain, indicating incomplete enrollment steps. The 20-day review serves as the final evaluation point.

Exit Logic

If a student no longer has any ENR labels:

A custom activity is added to document when the student exits the workflow
The student is removed from the workflow

How the Process Works

A student enters an enrollment segment
A rule assigns the appropriate ENR label
The workflow sends scheduled communications
As the student completes the steps:
- They leave segments
- Labels are removed
When no ENR labels remain:
- Communications stop automatically
If no progress is made:
- A follow-up task is created for staff

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