radius user guide

User Guide

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2015 Hobsons Version 061215

Table of Contents

Radius at a Glance.......................................................................................................6

The Radius Site Map ...................................................................................................7

Radius Data Diagrams .................................................................................................8

Common Radius Features............................................................................................9 List Views ..........................................................................................................................9

Create New List View ............................................................................................................ 10 Nested Logic.......................................................................................................................... 12 Customize List Columns ........................................................................................................ 15

Actions ............................................................................................................................16 Execute an Action ................................................................................................................. 17

Tools ............................................................................................................................. ..21 Export............................................................................................................................. .22

Contact Module ........................................................................................................ 23 Creating a New Contact....................................................................................................24 Importing Contacts ..........................................................................................................24

How to Import Contacts ....................................................................................................... 24 Organizations ..................................................................................................................27

How to Manually Add an Organization................................................................................. 27 Importing Organizations ....................................................................................................... 28 Merge Organizations ............................................................................................................ 29

Lifecycles ........................................................................................................................ .31 Tasks ...............................................................................................................................32

Create New Task ................................................................................................................... 33 Appointments..................................................................................................................34

Create an Appointment ........................................................................................................ 34 Locations .........................................................................................................................35

Programs Module ..................................................................................................... 36 Programs ........................................................................................................................ .36

Create a New Program.......................................................................................................... 37 Registrations....................................................................................................................38

Create a New Registration .................................................................................................... 39 Invoices .......................................................................................................................... .40

Create a New Invoice ............................................................................................................ 40 Payments ....................................................................................................................... .41

Create a New Payment ......................................................................................................... 41 Application Forms ............................................................................................................42

Create Application Form ....................................................................................................... 42 Sites ................................................................................................................................45

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Create a New Site ................................................................................................................. 45 Communication Plans ......................................................................................................46

Create a Communication Plan .............................................................................................. 46 Email Templates ..............................................................................................................52 Discounts.........................................................................................................................55 Self Service Center ...........................................................................................................55 Iterations.........................................................................................................................58 Recommendations ...........................................................................................................64 Requirements ..................................................................................................................66 Recommender Forms .......................................................................................................67

Sales Module ............................................................................................................ 70 Leads ............................................................................................................................. ..70

Manual Lead Entry ................................................................................................................ 70 Opportunity.....................................................................................................................72

Manual Opportunity Creation .............................................................................................. 72

Inquiry Module ......................................................................................................... 72 Inquiries ......................................................................................................................... .73

Create New Inquiry ............................................................................................................... 73 Inquiry Forms ..................................................................................................................74

Event Module ........................................................................................................... 78 Events ............................................................................................................................ .78 Attendees ....................................................................................................................... .81 Targets ............................................................................................................................82 Event Communications ....................................................................................................83 Locations .........................................................................................................................83 Event Forms.................................................................................................................... .84

Marketing Module .................................................................................................... 86 Campaigns ...................................................................................................................... .86

Select Target List ................................................................................................................... 87 View & Edit Message ............................................................................................................ 88 Preview and Test................................................................................................................... 88 Schedule................................................................................................................................ 89

Exclusions ....................................................................................................................... .90

Cases Module ........................................................................................................... 91 Cases ............................................................................................................................. ..92

Creating a New Case ............................................................................................................. 92 Case Messages .................................................................................................................94

Create New Case Message.................................................................................................... 95

Analytics ................................................................................................................... 98 Dashboards .....................................................................................................................98 Reports........................................................................................................................... .99

Setup Options ......................................................................................................... 101

Personal Settings .................................................................................................... 102

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Account Information ...................................................................................................... 102 Edit Account Information ................................................................................................... 102 Change a User Password..................................................................................................... 102 Create User Email Signature ............................................................................................... 103

Users & Permissions................................................................................................ 103 Data Sharing Settings ..................................................................................................... 103

Institutional Default Permissions........................................................................................ 103 Field Level Security ........................................................................................................ 104 Groups.......................................................................................................................... . 104

Creating a Group................................................................................................................. 104 Profiles .......................................................................................................................... 105

Creating a Profile ................................................................................................................ 105 Roles ................................................................................................................................... 108 Creating a New Role ........................................................................................................... 108 Create a Role....................................................................................................................... 109 Edit a Role ........................................................................................................................... 110

Security Settings ............................................................................................................ 110 Users ............................................................................................................................ . 110

Create a New User ............................................................................................................. 111 The List View ....................................................................................................................... 112

Organization Settings .............................................................................................. 113 Configure Search Settings............................................................................................... 113

Customize Form Field Lists ................................................................................................. 113 Create Mail Profiles........................................................................................................ 114

Create a New Mail Profile ................................................................................................... 114 Mailboxes ...................................................................................................................... 115

Create a New Mailbox ........................................................................................................ 115 Organization Details....................................................................................................... 117 Payment Gateway Settings............................................................................................. 117 Payment Gateway Transaction Log ................................................................................. 117 Recycle Bin ................................................................................................................... . 119

Emptying the Recycle Bin ................................................................................................... 119

Radius Web Services ............................................................................................... 120 Summary ............................................................................................................................. 120 What is a Web Service? ...................................................................................................... 120 The Components of a Web Service..................................................................................... 121 Radius Web Service Set-up ................................................................................................. 122 Creating a Web User Account............................................................................................. 123 Radius Web Services Use Cases .......................................................................................... 127 Available Field Attributes.................................................................................................... 130 Web Service Methods for Radius ....................................................................................... 131 List All Modules................................................................................................................... 131 Get a Modules Meta Data ................................................................................................. 131 List All Fields for a Module.................................................................................................. 131 Get an Entity ....................................................................................................................... 131 Create an Entity .................................................................................................................. 132

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Update an Entity ................................................................................................................. 133 Delete an Entity .................................................................................................................. 134 Search for Entities............................................................................................................... 134 Usage Limits & Best Practices ............................................................................................. 136 Product Releases & Web Services ...................................................................................... 136 Resources............................................................................................................................ 137

Import Tools ........................................................................................................... 138

Tab Settings ............................................................................................................ 139 Organize Tabs ................................................................................................................ 139 Rename Tabs ................................................................................................................. 140

Workflow Settings .................................................................................................. 140 Workflow Rules ............................................................................................................. 141 Workflow Alerts............................................................................................................. 143

To create a Workflow Alert: ............................................................................................... 143 Workflow Tasks ............................................................................................................. 144

To create a Workflow Task: ................................................................................................ 145

Modules ................................................................................................................. 146 Field Lists ...................................................................................................................... . 147

Field Types .......................................................................................................................... 148 Edit................................................................................................................................ 151 Field Dependency .......................................................................................................... 151 Quick Link Settings ......................................................................................................... 154 Assignment Rules........................................................................................................... 155 Edit Page Layout ............................................................................................................ 159 Duplicate Contact Settings ............................................................................................. 160

Radius Data Diagram............................................................................................... 162

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RADIUS AT A GLANCE

R a d i u s a t a G l a n c e Radius is structured to provide users with the ability to engage students throughout the

entire student lifecycle. Additionally it allows for increased efficiency and

communication as institutions manage recruitment, enrollment, and overall student

success.

Using a module-based format Radius allows for seamless transitions between system

functions.

Each module in Radius is comprised of sub-modules that provide access to the various

record types within the system. The Radius navigation ribbon includes:

These modules are included in the default system configuration. Since Radius can be

customized it possible for the user to be presented with a ribbon that differs from the

default view.

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The Radius navigation ribbon is structured to facilitate a user experience that is easy and

efficient. Sub-modules allow the user to access the various parts of the system where

action can be taken to: manage contacts, create communications, create and manage

applications, and coordinate events. Because Radius is a relational database many of the

sub-modules can be found under multiple tabs in the navigation ribbon.

T h e R a d i u s S i t e M a p The following chart represents the available modules and sub-modules included in the

Radius system.

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R a d i u s D a t a D i a g r a ms The Radius system is a complex relational database. A comprehensive set of diagrams

can be found in Appendix A.

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C o m m o n R a d i u s F e a t u r e s

Radius utilizes common features to aid the user in quickly learning the system. These

features are found throughout the system and share similar functionality. The user can

expect to encounter the following common elements in the Radius system.

List Views

Actions

Tools

Export

This section discusses the features and process for utilizing these elements, and should be

referenced for all questions regarding the topic.

List Views

The List Views functionality within Radius provides the user with the ability to quickly

and efficiently access, manipulate, and use the various pieces of data that have been

collected. While the List View functionality exists across Radius, each view is subject to

user customization. Within each module the user is provided the ability to customize the

columns of viewable data that is relevant to him. It is important to note that a generated

list of data directly correlates with the module where it was accessed.

For example, the Contacts List View presents a list of Contacts; the Cases List View

presents a list of Cases, etc.

The View button, provides the user with a standard set of actions,

which can be utilized to do the following:

Edit Edit the current view

Create Create a new view

Delete Delete the current view

Reload Refresh the current view

Save As Clone an existing view and save as a new view

Share Settings Allow sharing the view with other users, groups, or roles

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Create New List View

The process for creating a new List View is simple, and requires the user be familiar with

Boolean Logic. To facilitate the process Radius clearly organizes the requirements on

screen.

Before beginning the creation process the user should clearly identify the intended

purpose & information to be included in the view. Users are encouraged to practice

building views, but should expect a trial & error process that is, if they cannot clearly define the purpose of the view.

Step 1: Designate List Name

All List Views must have a unique name. When providing a list name the user should

consider utilizing defined naming conventions and practices. For example, it is better to

use Submitted Applications rather than Johns View. A user can expect the submitted applications view to provide information involving the applicant; whereas Johns view does not provide any insight into the contents.

Step 2: Select the Criteria Type

List Views can be configured using a Dynamic or Static criteria type. This selection

directly determines the final step in the creation process.

Criteria Type: Static

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A Static list includes a user-defined list of records that will not change. Radius provides

the user with a search feature to easily add contact records to the list.

Criteria Type: Dynamic

Selecting the dynamic criteria type will result in the creation of a list view that utilizes

logic and results in a continually changing view. Contact records that appear in the list

view must meet the set of user-defined criteria.

Step 3: Build Criteria (for Dynamic only)

Each row of logic consists of the following components:

Module

Field

Comparator

Value

Select the appropriate Module. Custom views can reference all modules within the

system.

Once the Module has been selected, the user is presented with a list of all fields

associated with the module. At this point the user needs to select the Field.

After selecting the Field, the user is required to choose from a list of available

Comparators, or criteria operator. Available operators include:

Contains

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Doesnt Contain

Ends With

Is

Is (Case Sensitive)

Is Empty

Is Not Empty

Isnt

Starts With

Users are presented with the full set of operators; however, the field type will determine

the usability of an operator. For example, the selection Ends With would not be applicable for a field that utilizes a pick-list.

Finally, the user must select, or provide, the value(s) to be included in the logic

statement.

To complete the logic statement, place ( ) at the beginning and end of the line. If

additional lines of logic are desired, the user can click to add or delete a row. Finally, rows are joined with And, Or, Minus.

Nested Logic

When creating a complex query in Views, Reports, and Targets, the user may find the

need to use a mix of "and, or, minus" joins to combine multiple lines of filter logic.

Parentheses "(" can be used to identify which parts of the query logic are to be solved

first and which parts of the query logic should be solved as a group to be compared to

other logic outside of the group. Simply type a parenthesis inside each open parenthesis

and closed parenthesis field needed to begin and end a bracketed group. One group can

be nested completely inside another group if neededjust make sure that there are always an equal number of opening and closing parentheses.

Bracketed expressions are solved from the inner most brackets first. Just as in ordinary

algebra, there is an order regarding which operators are evaluated first.

Understanding Order of Operations:

Query logic will be evaluated in the following order:

1. ()

2. NOT [MINUS]

3. AND

4. OR

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For example: If a user queries, Contact State (Line 1) is OH AND Program (Line 2) is

Biology, they will find results for all contacts interested in Biology that live in Ohio.

Line 1: Contact State = OH

AND

Line 2:

Contact Gender =

Biology

For example: If a user queries, Contact State (Line 1) is OH AND Program (Line 2) is

Biology OR Program (Line 3) is Chemistry, they will find results for all contacts

interested in Biology that live in Ohio and all other contacts that are interested in

Chemistry regardless of their state.

For example:


AND Line 2: Contact Program = Biology

OR Line 3: Contact Program = Chemistry

If a user is interested in finding Biology and Chemistry contacts in Ohio only, they will

need to include parentheses around lines 2 and 3.

For example:


AND ( Line 2: Contact Program = Biology

OR Line 3: Contact Program = Chemistry)

If a user adds Line 4 to MINUS or subtract from that list Applicants below 3.0 they will

find all contacts interested in Biology and Chemistry in Ohio only that have a high GPA -

3.0 or higher.

For example:


AND ( Line 2: Contact Program = Biology

OR Line 3: Contact Program = Chemistry)

MINUS Line 4: GPA < 3.0

Caution: The MINUS operator is the least used operator because it could exclude

valuable references if not used correctly. If a user would like to exclude targets (or

contacts, lifecycles, etc.), they can use the pull down tab under Join on the left and choose MINUS. A MINUS sign will exclude any/all targets referenced after the MINUS

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sign. Attaching a MINUS sign indicates that the user does not want targets they are

specifying. We strongly recommend users use parenthesis to eliminate confusion.

Once saved, the created list view is accessible via a drop down menu.

All Contacts v VIew "9 ] View As: Ust v

[r.ttJ Add/Remove Columns } Sorting order Drag your columns here to son

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Customize List Columns

The List View determines the visible records; however, it is the customization of columns

that determines the data points available to the user. Customization of columns is a

simple process that requires the user to select the appropriate module, and fields.

Module Menu The Module drop down includes a listing of all available modules in the Radius system. After a module is selected the list of Available Columns is refreshed and

users can select the additional fields(s) for the view. Users will encounter a triangle icon

next to those columns. When clicked, the column name is expanded and the user can

select individual fields that are associated with the category.

Additional Customization

Radius utilizes drag-and-drop functionality for the customization of list view columns.

Users are able to place the cursor a column, left-click, and drag the column to a new

location.

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The drag-and-drop functionality is also utilized for sorting list results.

Simply drag the column to the sort area to further customize the view.

Once a column has been placed in the sorting order it becomes an actionable drop down

menu. This menu includes options for:

Sort Ascending

Sort Descending

Remove Sort

These features are present throughout the system and are found in each of the modules.

Actions

The Actions menu is a feature that is common across all Radius modules. The menu is

dynamic and presents a unique set of actions specific to the module. For example, the

Actions menu within the Contacts module includes options for:

Mass Update

Delete

Create Task

Show on Map

Send Email

Add to Static Target

Merge Contacts

The same menu changes drastically when accessed via the Programs menu as users are

presented with the option to:

Mass Update

Delete

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Execute an Action

All actions require that, at minimum, one record be selected. Once selected, it is possible

to select the desired action from the menu. A triggered action will produce a pop-up and

the user will be presented with a step-by-step process for executing the action.

Mass Update

The Mass Update option allows for efficient management of a single data point for an

identified record, or group of records.

Step 1: Select the Records

The Mass Update process requires the user to select the identified records by clicking the

box to the left of the contact record name.

Step 2: Field Selection & Define Value

Using the dropdown, select the field to be updated and define the new value. In the

above example the field Postal Code is to be updated. This field is configured as an open

text field, and the new value must adhere to this configuration.

Click Update to complete the process.

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Show on Map

Radius includes integration between the list view and Google Maps, which can generate a

map based on the contacts core address. This feature can be utilized for both single and multiple records.

After selecting the records, trigger the Show on Map functionality by using the drop-

down menu.

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Send Email

Users have the ability to communicate with contacts via the Send Email functionality.

After selecting the contact record, trigger the Send Email action.

Radius will generate a pop-up.

The editor includes a standard set of tools to facilitate the email creation. In addition to

these standard tools the user has enhanced features for communication customization and

workflow.

Send & Create Case

o This option will generate a Radius case and send the email to the recipient.

Please refer to the Cases section of the manual for detailed information

regarding the use of this functionality.

Merge Fields

o This feature allows the user to integrate contact data into the

communication.

To merge fields into the email:

1. Select the desired Merge Module

2. Select the desired Field

3. Copy the field code, and insert at the cursor

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Add to Static Target

A Static Target is a fixed list of Contacts that is defined by the user. As the name

suggests, this list must be managed by the user and will not change as new contact

records enter the system.

The user has access to this feature throughout the system and can add records as needed.

To add a contact record to a Static Target:

1. Select the contact record(s).

Radius will generate a pop-up.

2. Use the search field to find existing Targets, or click the green plus icon to create

a Target

3. Click Add to complete the process.

In addition to these actions, there are module-specific actions. Use of these actions is

detailed in later sections of this guide.

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Tools

The Tools menu is present throughout Radius and provides users with the ability to

execute actions related to the module data. Available actions will differ depending on the

selected module.

For example, under the Contacts module, the Tools menu includes:

Assignment Rules

Import Contacts

Import Contacts New

Import Test Scores

These options change as the user navigates to the Cases module:

Assignment Rules

Import Cases

In addition to the drop-down menu, User can access the

Tools menu within the Contact record.


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Export

The Export functionality allows the user to export the visible List View as a PDF, Excel,

or CSV format. To export:

Set the desired List View

Select the Export format

Once selected, Radius will generate the report and it will download to the users machine.


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THE CONTACT MODULE

C o n t a c t M o d u l e As previously discussed, Radius is a relational database. Central to this relational model

is the Contact Record. All data found within the system is associated with a contact

record.

The Contacts Module contains functionality that is key to the creation and management

of contact records and their associated data.

The following section will provide a guide to the functionality within the Contacts

Module and will cover each of the following topics:

1. Contacts

a. Creating a New Contact

b. Importing Contacts

2. Organizations

a. Creating a New Organization

b. Importing Organizations

c. Merging Organizations

3. Lifecycles

a. Roles and stages

4. Locations

5. Tasks

6. Appointments


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Creating a New Contact

Step 1: Click New Contact Button

Click on the New Contact button towards the top left of the page.

Step 2: Complete the Onscreen Form

Complete the contact form (fields with a red asterisk are required). Click Save.

To create another contact record, click on Save and New instead.

*Note that contacts can also be created manually via the Contact List View and the

Quick Create module.

This process can be used for creating individual records. For the bulk creation of

contacts, the user should utilize the Import functionality.

Importing Contacts

The Import Contacts functionality is used to upload multiple contact records into the

system at one time. This functionality is beneficial when users have a large list of

contacts that would be time consuming to import manually.

The import layout must include existing system or custom fields. New fields cannot be

created within the system during the import process.

During the import process Lifecycle Roles and Lifecycle Stages may also be assigned

(more on assigning lifecycle roles & stages in the next section).

By default, the user conducting the import will be listed as the owner of all imported

records. Organizations may also be created via the import functionality.

How to Import Contacts


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Step 1: Select Import File

Click on Contacts then select Import Contacts (New) from the Tools Dropdown Menu.

Select the file for import by using the Browse functionality. Hobsons recommends

importing .csv files only. Step 2: Designate the Lifecycle Role/Stage

Select a Lifecycle Role and Stage (if applicable). Please note that doing so will assign

this Lifecycle Role and Stage to all contacts within the import file. This will also override

a preexisting contacts current role and stage within the system.

Imported contacts may be added to a static target. If these contacts will be used in an

email campaign or event invitation then this is a good practice. Search for an existing

target or create a new one by clicking the green plus sign to the right of the Add to Static

Target box.

By default, the user importing the contact list is made the contact owner of each record.

Another user may be selected as contact owner or an assignment rule can be utilized.

Step 3: Schedule Import

Check the Schedule Import option to schedule the import for a date in the future. You

will then be prompted to input a date and time.

Step 4: Designate Duplicate Check Settings

Select Duplicate Check Settings. Choose whether the duplicate within the import file

should update a preexisting contact and whether a new contact should be created within

the system if a duplicate record is not found.

Step 5: Designate Field Mappings

Once a file to import has been selected and verified by the system, the Field Mappings

section will appear. Map each field found within the import layout to a field currently

found within the system.

The user has the ability to map a single field to many system fields. In the example

below, the import layout field First has been mapped to system field First Name.


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1. Once field mapping is complete, select Import Records.

2. A pop up message will appear once the import has been queued. The status of the

import can be viewed by clicking the Import History button.


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Organizations

Organizations are groups for which contacts are affiliated. Some examples of

organizations include high schools, companies, and non-profit organizations. Their usage

is beneficial because they enhance the comprehensiveness of the contact record.

Organizations are particularly useful when utilizing Events (see the section on Events for

more information).

Contact records can be associated with multiple organizations, and there is no limit to the

number of organizations for which a contact record may be associated.

Similar to contact records, organizations can be added manually or imported into the

system. See below for step-by-step instructions on how to create organizations within

Radius.

How to Manually Add an Organization

Adding a new organization is similar to adding a new contact. Follow these steps to

manually create a new organization within the system:

Step 1: Initiate the Creation of an Organization

Navigate to the Contacts menu and select Organizations.

Click on the New Organization button towards the top of the page.

Step 2: Provide Organization Details

Complete all relevant fields. Please note that fields with red asterisks are required.

The Description field may be used to provide all users in the system with helpful

information to further identify the organization.

Step 3: Save Created Organization

Click Save once finished. The user may also click Save & New to add another

organization.


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Importing Organizations

It is possible to import a list of organizations into Radius. This is beneficial when users

have a large number of organizations they wish to input into the system at one time.

Importing organizations is very similar to importing contacts and can be accomplished by

following the steps below:

Step 1: Initiate the Creation of an Organization

Click on Contacts then select Import Organizations (New) from the Tools Dropdown

Menu.

Step 2: Select the Import File

Select the file for import by using the Browse functionality. Import files must be

formatted using .csv.

Step 3: Determine the Organization Owner

By default, the user importing the organization list is made the owner of each record.

Another user may be selected as organization owner or an assignment rule can be

utilized.

Step 4: Determine the Import Schedule

Check the Schedule Import option to schedule the import for a date in the future. At this

point the user is presented with options for scheduling the import process.

Step 5: Designate Duplicate Check Criteria

Select Duplicate Check Settings. Choose whether the duplicate within the import file

should update a preexisting contact and whether a new contact should be created within

the system if a duplicate record is not found.

Step 6: Field Mapping

Once a file to import has been selected and verified by the system, the Field Mappings

section will appear. Map each field found within the import layout to a field currently

found within the system.

For each field click the drop down arrow to the right and select the corresponding system

field. In the example below, the import layout field First has been mapped to system field First Name.


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Once field mapping is complete, select Import Records.

A pop up message will appear once the import has been queued. The status of the import

can be viewed by clicking the Import History button.

Merge Organizations

The Merge Organizations functionality allows you to merge the data of duplicate

organizations into a single organization record. All data associated with the organization

will be transferred from the non-surviving record to the surviving record.

The merge of organizations is a permanent action and cannot be reverted once

triggered.

Step 1: Select the Organizations

Select Organizations under the Contacts Module.

From the list view, select the two organizations you wish to merge by checking the box

to the left of each organization name.

Step 2: Trigger the Merge Process

From the Actions dropdown toward the top right of the page, select the Merge

Organizations option.

From the Merge Organizations screen select the surviving record you wish to keep as

well as which data points to associate with the surviving record. In the example below,

ABC has been selected as the surviving record while ACME has been selected as the organization name to retain.


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When Step 2 has been

completed, click on the

Merge button.

Once two organizations have been merged

this cannot be reversed.

Related organizational data will also be

transferred to the surviving organization.


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Lifecycles

Lifecycles assist in the tracking of contacts as they move through the admissions process.

A lifecycle demonstrates exactly where a contact record falls within the admissions

process at any given point in time. Is the contact a lead, a prospect, or an applicant?

These are all examples of lifecycles. Users have the option of assigning contacts both a

lifecycle role and stage.

A lifecycle role allows the user to categorize a contact's progress, status, or type

within the Radius tenant. While not a comprehensive list, some examples of

lifecycle roles include: lead, prospect, applicant, admit, student, or alum.

A lifecycle stage is a subcategory of the role and is dependent upon it. A

dynamic relationship exists between the role and the stage. For example, a

contact records role might be Applicant and the Stage might be Accepted or Denied. Each role will have its own unique stages that do not appear as options

when selecting other roles.

Both the lifecycle role and lifecycle stage can easily be assigned and edited for any

contact within Radius.

To assign a lifecycle to a contact within Radius, follow these steps:

Step 1: Navigate to Lifestyles Menu

Navigate to the Contacts module then select Lifecycles.

Click on the New Lifecycle button.

Step 2: Search for Contact Record

Enter a contact name or search for a name by clicking on the magnifying glass icon.

Step 3: Select the Lifecycle Role, Owner, & Stage

Select the appropriate lifecycle role, owner and stage. Also identify whether this role is

the primary role by clicking on the checkbox. Please note that fields with a red asterisk

are required.

Click Save.


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Tasks

The task functionality enables users to create, track, and complete action items within the

system. For example, a user might set up a task in order to track their progress on an

email communication they wish to send to contacts. Once the email is sent, the user

would then mark the task as complete. It is also possible to assign tasks to other users

within the system.

Task Views

Tasks can be sorted according to column headers. For example, a user who wishes to

view tasks according to the Task Owner, would hover over the Task Owner column, click

on the dropdown arrow, and select Group by this field. The user can sort tasks by Created

Time, which will sort tasks in either ascending or descending order based upon your

selection.

A view will need to be created in order to see only those tasks associated with a specific

user. To do this, click on the View dropdown menu towards the top left of the page. Click

Create and a pop up box called Create Custom View will appear. Give this view a unique

name and select the appropriate criteria. To create a view that displays tasks associated

with a specific user, the criteria would look something like this:


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Create New Task

To create new tasks navigate to the Contacts Module and select Tasks from the

dropdown menu. From there, follow these quick steps:

Step 1: Initiate the Creation of a New Task

Click on the New Task button towards the top left corner of the page.

Step 2: Select Task Subject and Date

Enter a task subject and the date for which the task is due.

Step 3: Designate the Task Owner

If desired, the Task can be assigned to any Radius user. From this menu search and

select the appropriate user.

Step 4: Associate with a Specific Contact or Campaign

Tasks can be associated with a specific contact or campaign. This is optional but can

enhance the overall use of the Radius system.

Step 5: Assign the Task Status

Select a task status. A status allows you to track a task until completion.

Step 6: Send Notification Email

The Send Notification Email box allows the user to toggle the use of task creation

notification. When used, Radius will automatically notify the task owner of the newly

assigned task. It is a best practice to utilize this feature.

Step 7: Save the Task

After all required fields are completed, click Save to finalize the creation process.


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Appointments

An Appointment is a way to schedule a meeting that is to take place with multiple

participants in a certain location. Think of an appointment as an invitation to a meeting; it

will take place in a certain place, with certain people, at a certain time.

Create an Appointment

Step 1: Initiate the Creation of an Appointment

Navigate to the Contacts Module and select Appointments.

Click the New Appointment button towards the top of the page.

Step 2: Provide Appointment Details

Enter the appropriate values. Please note that fields with red asterisks are required. The

following fields will need to be populated with information:

o Subject: The topic of the meeting.

o Start Date & Time: When the meeting will begin.

o End Date & Time: When the meeting will end.

Step 3: Save Appointment

Once all fields are complete, click Save. To add another appointment, click Save & New.


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Locations

Within the Contacts Module, locations specify where an appointment will take place.

To create a new location in Radius, follow these steps:

Step 1: Initiate the Creation of a Location

Navigate to Contacts, select Locations, and then click on the New Location button.

Step 2: Designate the Name, Owner, & Status

Specify the location, location owner, and location status (fields with a red asterisk are

required).

Step 3: Additional Details

Additional information about the location such as address and a brief description may be

added to further distinguish the location.

Step 4: Save Location

Once all fields are complete, click Save. To add another location, click Save & New.


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PROGRAMS

P r o g r a ms M o d u l e The Programs module, and its sub-modules, allows for the management of Applications,

Programs, Registrations, Invoices, and Recommendations, as well as many others. This

section includes detailed information regarding the use of these

features, as well as best practices and considerations.

Under the Programs tab the user is presented with the following

options:

The contents of this section are organized according to this menu and

specific page numbers can be found in the Table of Contents.

Programs

The Programs sub-module is the core part of program management within the Radius

system. It is the container that holds Iterations associated with the program. Iterations

are the time periods or instance for which the Program occurs, and includes details such

as capacity, application forms, etc. Within the program the user can manage

Registrations, Iterations, Invoices, Payments, etc.


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Create a New Program

To create a new program it is necessary to navigate to the Programs sub-module, located

under the Programs tab.

Click New Program to begin the process.

Step 1: Designate a Program Name

The Program name is a customizable field that is unique to each institution. It is Hobsons

recommendation that the institution utilize a consistent naming convention for the

creation of Programs.

Step 2: Designate a Code & Description

The Code and Description fields are not required, but provide the user the opportunity to

provide additional information for system management. It is a best practice to include a

description, which will contribute to system organization.

Step 3: Designate a Group

The Group field is required and must be provided prior to saving the new Program. This

is a drop-down field that pulls predefined values from the Group field. This field is

editable and is accessible via Setup->Modules->Programs->Groups->Action->Edit.

The edit process involves adding single (or multiple) values to field.


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Registrations

The Registration is the record of a Contact registering (or applying) for a Program. Every

time a constituent registers/applies for a program, a Registration record is automatically

created. There are three distinct methods for which a contact can be registered for a

program iteration:

Self Registration: This occurs when the contact completes (and submits) an

online application form.

Manual Registration by an Admin User: This process is initiated by the Radius

user, and is completed in the Registrations module.

Import Registrations: This action is initiated by the Radius Admin User, and

upon completion, results in the creation of multiple program registrations.


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Create a New Registration

Step 1: Select the Iteration

Using the search field, enter the Program Iteration. Radius will search the list of

Iterations and provide the user with a matching value in the event the iteration exists.

Step 2: Select the Registration Owner

This value will default to the user who is creating the registration. The registration can

be assigned to an alternate user if necessary.

Step 3: Designate the Registration Status

Each registration is given a status so

the user can determine where the

contact is in application or program

process.

Step 4: Provide Additional Information

The remaining fields are not required and can be provided at the users discretion.

Waive Access to Recommendation

Credits Earned

Application Submitted Date

Application Submitted (checkbox)


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Invoices

Radius provides institutions the ability to create and manage invoices as part of the

program management process. When an iteration or term is created in Radius the user

must determine if the system will automatically create an invoice when an application is

started. As payments are posted Radius automatically updates the invoice.

Create a New Invoice

To initiate the creation of a new invoice click the New Invoice icon.

The process for creating an invoice consists of the Invoice Information and Payment

Information.

Invoice information

Step 1: Select the Program Name

Using the search functionality, select the Program for which the invoice is affiliated.

Step 2: Select the Iteration Name

Using the search functionality, select the Iteration related to the selected Program.

Step 3: Select the Registration


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Invoices are connected to the Contact record via a Registration. After completing the

Program Name and Iteration Name fields, the user has the ability to search for available

Registrations.

Step 4: Designate a Due Date & Payment Method

These fields are not required, but add to the completeness of the iteration record.

Upon completing the Program & Iteration fields, Radius will populate an additional

Payment Information section. From this section, users can:

Add Line Items

Add Program Charges

Apply Discounts

Click Save to complete the process.

Payments

Any application for an iteration or program of study will have a payment function that is

defined in the iteration. The payment function in Radius allows the user to capture

payments online or give instructions for offline payment. The cost of the application and

any additional items are defined in the iteration. Various discounts can also be defined as

a part of the payment experience.

Create a New Payment

Designate the Program Name using the search functionality, select the

Program for which the Payment will be affiliated

Designate the Iteration Name using the search functionality, select the specific

Program Iteration.

Designate the Registration using the search functionality, select the

Registration record related to the Contact.


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Select the Invoice using the search functionality, select the open Invoice for

which the Payment will be applied.

Provide the Payment Date

Select the Payment Type Payment type is a drop-down menu including the

various payment options in Radius.

Application Forms

Application forms are customizable and provide users the ability to create unique forms

for institution programs. The process for creating new forms requires the user to

complete a short setup prior to accessing the application form builder.

Create Application Form

Step 1: Form Information

Name Provide an Application Form Name. It is recommended to utilize a

defined naming convention.

Application Form Owner This value defaults to the user creating the form. It

can be changed to another user if needed.

Status This is a drop-down that allows for ether an Active or Inactive value.

Description The description field contributes to the overall long-term

organization of the system. It is not required, but is recommended.

Requires Login This option is available and should be utilized for institutions

placing the application behind authentication.


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Step 2: On Initial Login of the Form

Registration Status on Login This is a drop-down that includes the various

Registration Status options. When the contact logs into the form for the first time

they are given a status. This value determines their initial status.

Lifecycle Role on Login This field is not required; however, users can select a

Role that is applied upon logging into the form.

Lifecycle Stage on Login Similar to the Lifecycle Role, this is not required but

allows the user to further track the contact through the process.

Step 3: On Save of the Form

Lifecycle Role on Save Upon saving the form, contacts will receive this Role.

This is not a required field.

Lifecycle Stage on Save Upon saving the form, contacts will receive this Stage.

This is not a required field.

Registration Status on Save This is a required field and determines the

contacts registration status.

Relabel Save and Logout Button This field provides the user the opportunity

to customize the Save and Logout button labels

Step 4: On Submit of Form

Lifecycle Role This value determines which Role will be applied to the contact

record upon submission of the form.

Lifecycle Stage - This value determines which Stage will be applied to the

contact record upon submission of the form.

Registration Status This is a required field and determines the Contacts

Registration Status upon submission of the form.

Form Submission Message This is the message the contact will see upon

submission of their application form.

Return URL After submitting the application the contact is redirected to this

URL.

Relabel Submit Button This field provides the user the opportunity to

customize the Submit button label.

Step 5: On Cancel of the Form

Registration Status on Cancel In the event the contact cancels the application

process, their Registration Status will default to this value.


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Lifecycle Role on Cancel In the event the contact cancels the application

process, their Lifecycle Role will default to this value.

Lifecycle Stage on Cancel In the event the contact cancels the application

process, their Lifecycle Stage will default to this value.

Return URL on Cancel In the event the contact cancels the application

process, this is the URL for which they will be directed.

Relabel Cancel Button - This field provides the user the opportunity to

customize the Cancel button label.

Click Save to complete this part of the process. After saving Radius will refresh and the

user is redirected to the Application Forms page.

Here the user can view a list of Application Forms, as defined by the List View. To

access the Application Form Builder, select the designated application form.

Once open, users are presented with

The Application Form Builder is a tool that permits the user to customize the fields,

structure, and design of the application form. Prior to beginning, it is recommended that

users possess a clear understanding as to the application purpose and desired content and

structure.


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Sites

Sites allow the user to display and promote all types of information about the Institutions Programs and Offerings. Since programs may change frequently, the Radius Site

functionality allows the user to have immediate access to edit or unpublish websites.

Create a New Site

Click the New Site icon

Designate a Site name this field is required

Provide a site Description this field is not required but is recommended

Save the new site

After saving the user is redirected to the Site list view.

Click the name of the created site.

Click the Site Builder Tab

Each item listed is editable by clicking the item name, i.e. Edit Header, Edit, Edit

Footer.

Each click triggers the popup of a content editor.


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Using the editor(s), develop the site content. After saving, Radius populates a

unique URL that can be used to promote the institution programs and services.

Finally, publish the site to activate the URL.

Communication Plans

Communication plans are unique and used for various reasons in the Radius system. For

example, the user could create a communication plan to market to prospective students

who have filled out an inquiry form on-line. A second user might develop a

communication to assist applicants through the application process. Finally, another

might develop a communication plan for students who have been accepted but need to

complete the registration and welcoming process for the institution. In these examples

communication plans are utilized for institution program marketing, and assisting

students through the application and enrollment process. These are the most common use

cases; however, communication plans are customizable and can be utilized in numerous

scenarios.

Separate communication plans are necessary for each of these efforts. It is important to

think through the entire process and develop all the emails associated with the plan prior

to launching or developing the communication plan.

Communication plans use a series of emails that are sent out to a group of contacts

based on pre-defined intervals of time, and they use targets with specific entry and

exit rules. Since communication plans involve multiple different emails that are sent at

intervals during the process, it is necessary to have all templates created before beginning

the communication plan.

*See Email Templates section for detailed instructions regarding the creation of

templates.

Create a Communication Plan

Communication plans are composed of three distinct parts:

Plan Information

Plan Details (Entry & Exit Rules)

Template Details (Email Templates)

Step 1: Plan Information


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The first step in the creation of a new communication plan involves defining the Plan

Information.

Designate a Plan Name All Communication Plans require a name. There are

no restrictions, and users can select a name of their choice; however, it is highly

recommended that a common naming convention be utilized.

Communication Plan Owner Like other parts of the system, this value defaults

to the user creating the plan. The plan can be assigned to another user if

necessary.

Status This value provides the option of Active or Inactive.

Mail Profile Like the Plan Owner, this value defaults to the user creating the

plan. It can be changed as needed.

Description The addition of a description is recommended, but not required.

Publication Type Select from

o Alumni

o Current Student

o Graduate Admissions

o Undergraduate Admissions

o General

Email Address Sent To Determine whether the communication is sent to the

Default Email Address or Other Email.

Upon saving, the screen refreshes and provides the user with two additional tabs.

The second step in this process requires the user to define the rules which will govern the

entrance and exit from the plan. Step 2: Plan Details


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Communication Plans are dependent upon both entrance and exit rules. After saving the

plan information, click the Rules tab.

Click New Rule

Rule Name Designate a name for the rule

Rule Type Designate whether the rule is for Entry or Exit

Each rule must consist of at minimum one line of logic. The user is presented with:

Target Using the search bar, select the desired Target. Targets must be created

prior to selection

For additional rows click Add Row, or the green plus icon

Click Save to continue the process

Step 3: Template Details

The final step in the creation of a Communication Plan is selection of the email

templates.


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Using the envelope icon, select the desired email template

Clicking the icon triggers a pop-up.

Days This is an integer value that determines when the contact will receive the

communication. For example, Days = 1 would prompt Radius to send the email 1

day after the contact entered the plan.

Using the dialogue bubble icon, select a case template

Clicking the icon triggers a pop-up.


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Designate Top and Unsubscribe messaging

Assignment Settings Determine whether a specific user will be designated the

owner, or if Assignment Rules will be utilized.

Once complete, click Save This Tab to conclude the process.

Step 4: Additional Features

There are additional features that are available for communication plans, these features

include the ability to:

Clone an existing plan

Print a configuration summary

View plan statistics

Clone Plan


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When cloning a communication plan, Radius replicates the existing plan and permits the

user to make changes and save the copy. This is similar to a Save As function found in other products.

Print Preview

The Print Preview functionality allows

the user to generate a printable summary

of the plan configuration.

Statistics

Effective communication plans can contribute to recruiting efforts, and Radius provides

users the ability to quickly review a plans statistics. The Statistics feature populates a report of metrics, which can be used to enhance the communication plan.

The statistics report provides the user with an overview of:

The rules under which the plan is configured

The metrics regarding emails sent, emails viewed, and overall recipient

engagement


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The total URL visits for links included in the communications

Email Templates

Users can create and save email templates for sending bulk emails to contact records,

whether for immediate or future use. Radius allows for creation using simple text email

or rich HTML-based emails with pictures and rich text. Text can be hand entered or copy

and pasted content from Microsoft Word. Upon saving the template, Radius will

automatically clear any non-standard HTML created by Microsoft Word that can

adversely affect the success of the email delivery. Cleaning HTML may impact text

formatting and style, so Hobsons recommends users review the saved template. The

editor is structured so both beginner and advanced users can create email

communications.

The creation of an email template consists of two parts:

Email Template Information

Email Template Body

Step 1: Email Template Information

Email Name Designate a unique name for the email communication. This is an

internal field and is not visible to recipients.

Email Subject Designate a subject for the email communication. NOTE: This

field is visible to the recipient.

Folder All emails must be filed in a folder. This practice contributes to the

long-term organization of the Radius system. Clicking the magnifying glass icon

will trigger a drop-down where available folders reside. Additional folders may

be created via the Email Templates list view.

Step 2: Email Template Body


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Radius provides the user with a standard content editor that allows for both HTML and

editor-based email creation. While the editor includes a robust icon set, simply hovering

the cursor over the icon will elicit an alt tag (the name of the icon).

It is possible to create the communication within the editor, or an external word

processor, such as Microsoft Word. As previously mentioned, carefully review pasted

content to ensure all prior formatting is stripped.

Effective communication (for recruiting) is dependent upon the ability to connect with

the recipient. Personalization is important. The communication features in Radius allow

the user to integrate information from the contact record into the email communication.

Merge Fields

Use the Merge Module drop-down to select the specific module for which the

data will come.

Use the Select Field drop-down to select the specific field to be used.

The combination of the Module and Field will generate a tag, which can be

copied and pasted at the cursor location.

Merge Views

Similar to Merge Fields, the Merge Module functionality allows for the integration of full

views. Using the same process as Merge Fields,

Select the appropriate Merge Module

Select the appropriate Merge Field

Copy the merge tag and paste at the cursor location

Conditional Sections

The insertion of fields and views allows for the integration of personalized data into the

message. In addition to this level of personalization, Radius also allows for the


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integration of conditional sections. These sections utilize logic to determine whether a

contact can view the specific email content.

The Conditional Section icon is found in the email editor ribbon. Clicking this icon

triggers the following pop-up:

The Query Builder is common to Radius system, and functions in the same manner. It is

important that the user clearly identify the group for which the content is directed. This

will help to minimize mistakes in the building of queries.

Upon saving, the user is redirected to the email template screen. Within the editor the

following content will be visible.

Radius has placed an opening and closing tag based on the query. Simply place the email

content between the tags and Radius will populate the message for those recipients

meeting the query criteria.


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Discounts

Radius provides users the ability to create discounts, which can be applied to program

fees. Discounts can be structured as:

A percentage or fixed amount

A discount code or radio button

To create a new discount, click

From here the user is redirected to

Each new discount requires the user to provide three items:

Item The item is the name of the discount. To maintain system organization, it

is recommended that this correspond with a defined naming convention.

Amount The amount can be entered as either a Percentage or a Fixed Amount.

Description The description field is not required, but is recommended. The use

of a detailed description will add to the long-term organization of the system.

Self Service Center

The Self Service Center is a Radius tool that allows users to create customized web

experiences for their constituents. This tool can be found within the Marketing and

Programs modules of Radius. To further enhance the experience, the Self Service Center

can adopt the institution branding to ensure the student experience is seamless between

the institution and Radius sites.

Through the Self Service Center, students can:

Submit additional application requirements


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Check the status of an application

Make a payment

Update student contact profile information

Change their password

The Self Service Center configuration process requires the user to complete a series of

tabs that correspond with the student view of the system.

Branding

The Branding tab allows the user to configure the look of the Self Service Center. Using

the content editor, users can customize the Header and Footer, and assign the Reset and

Change Password email templates. It is common for the branding to correlate with that

of the institution.

Home

Content on the Home tab reflects what the student will see upon logging into the Self

Service Center. Using the editor, users can customize the design and messaging visible

to the student. Additionally, users can determine whether the tab is visible through the

use of the Display and Do No Display radio buttons.

Applications

The Applications tab includes a full list of all active applications, and permits users to

view and take actions on submitted applications. The user can customize the specific

language for the Public Description. As with the Home tab, the Applications tab can be

toggled between Display and Do Not Display.

Contact Preferences


57

The Contact Preferences tab allows the student to view their communication

subscriptions, as well as manage those subscriptions. To prevent students from

inadvertently unsubscribing from all communications, it is important to use varied

publication types. Publication Types can be edited via the Modules section of the Setup

menu.

Change Password

Through the Self Service Center students can manage their password. This tab is always

visible and users can customize the messaging.

Profile

The final component of the Self Service Center configuration is the Profile. The profile

tab includes the common elements from other tabs, such as visibility and messaging

customization; however, the most important element is the selection of visible contact

fields.

For each selected field the user can designate whether it is Editable and Required.

Adding fields can be achieved by simply dragging and dropping from one column to

another.

Once configured, the Self Service Center can be viewed using the URL on the Branding

tab. The Self Service Center cannot be viewed until it has been activated from the

Iteration module.


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Iterations

Iterations are the occurrence of a Program, and applicable actions such as the online

application, capacity, registration cutoff, pricing details, recommenders, requirements,

etc. The creation of an iteration involves the completion of numerous sections, and

Radius walks the user through step-by-step.

To begin the process select the Iterations link located under the Programs tab.

The user is redirected to the Iterations list view. From here, users can view existing

iterations, as well as create New Programs and New Iterations.

Click New Iteration to begin the process.

Step 1: Iteration Information

Iteration Name The iteration name corresponds to the time for which the

iteration is meant. For example, a common practice is to name the iteration for

the term and year Fall 2015.

Iteration Owner The iteration owner defaults to the active user.

Program Name Users can either begin typing the name of the Program to

generate a list of results, or can search via the magnifying glass icon.


59

End Date/Time This value correlates with the time for which the iteration is

active. For example, if the iteration were meant for the fall term the End Date

would likely correspond with that terms deadline.

Credits This is an optional field that can be used if there are credits affiliated

with the iteration and program.

Status The default value is Active; however, it can be changed if the user is not

quite ready to launch the iteration.

Step 2: Online Application Form

With the exception of the Mail Profile, all of the fields in this section are optional, and

easy to understand. Users should take note of the following fields:

Application Form The creation of the application form occurs outside of the

iteration setup. Users can either begin typing the name of the Application to

generate a list of results, or can search via the magnifying glass icon.

Enable Self Service Center This is a simple check box that determines whether

the student will have access to the Self Service Center upon submission of the

application.

Do Not Create New Contacts Radius will, by default, create new contact

records each time an application or inquiry form are submitted. The iteration

configuration allows the user to override this feature.

Step 3: Invoice and Payment Options


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Application Form Invoice Options Users have the option for Radius to

generate an invoice upon the submission of the application. This is a required

field. For additional information regarding invoices, see the Invoices section of

this document.

Invoice Type This is a required field that determines how the system will

generate the invoice

o Individual A unique invoice for each Registrant in the group

o Group A single invoice for all Registrants in the group

Step 4: Capacity

The capacity fields are only applicable when the user determines the iteration has a

defined capacity.

Active To activate the capacity feature, click the box.

Iteration Capacity This is the number of applications permitted by the

iteration.

Capacity Cutoff Message This is the visible message for those students

attempting to register after capacity has been reached.

Calculated Registration Levels This is a drop-down menu that allows the user

to designate the field that will determine capacity has been reached.

Allow Overflow Registrations For those clients wishing to utilize the capacity

feature, but would rather not reject submissions, overflow registrations can be

permitted.

Overflow Registration Status Each application received after capacity has

been reached will be given this registration status.

Overflow Registration Message This is the visible message for those students

who have registered during the overflow period. Step 5: Price & Discount Details


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Part of the iteration configuration involves specifying the price and discounts affiliated

with the iteration. These values can reflect the application fee, or add-on items. To add

items simply provide the item name, description, and cost.

Discount details allow the user to affiliate a previously created discount with the iteration.

It is mandatory to complete the select options field and designate whether discounts will

be presented as either Manual Entry or Radio Buttons.

Step 6: Recommender Settings

The process for adding recommenders to an iteration involves designating the type,

number, and form that will be used.

Add Recommender Click the icon to create a new line. At this point the line

will become active.

Enable Recommendations Click the box to enable recommendations for this

iteration.

Recommendation Thank You Select the desired email template.

Recommendation Invitation Select the desired email template.

Recommender Type Click the field to trigger a drop-down including the values

o Guidance Counselor

o Teacher

o Co-Worker

o Friend

o General

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Required Number of Recommendations Designate the required number of

recommendations for the recommender type. Note, this is directly related with

the type and does not represent the total number required for the application.

Recommender Form Begin typing in the field, or use the magnifying glass

icon to search for available recommendation forms.

Step 7: Requirements

The addition of requirements can assist the user in developing a complete application

experience. This section is optional, but its robust features can be customized to meet the

unique needs of the institution. Users can add new Requirement Sections and unique

Requirements under each of those sections.

Enable Requirements By default, the requirement functionality is inactive.

Click the box to utilize requirements.

Registration Status When All Requirement Received This is a drop-down

and represents the label that is applied when all requirements are received.

Click Add Requirement to begin the process.

The available requirement types are:

General

Upload

Transcript

Recommender

Custom Field

Test Score

Once selected, Radius triggers a pop-up that contains the required elements for the

particular type.

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Each pop-up is similar in nature and includes fields such as:

Deadline

Description

Form Section

Name

Required

Status on Submit

Step 8: Assignment Rules

The final component of the Iteration is the Assignment Rules. Like other parts of the

system, assignment rules can be associated with the active user, or can utilize logic.

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Recommendations

The Radius recommendation module allows the user to manage the various components

of application recommender process. The module is accessible via the Programs tab, and

is part of Radius application and program management.

Step 1: Create New Recommendation

New

radius user guide

Documents