This article will guide you through the process of automating Campus Parent Portal account creation emails. Once set up, a scheduled email message will provide new parents and guardians with their Parent Portal activation key to begin setting up their accounts and logging in.
Step 1. Set Up the New User URL
The first step in this process is to set up Login Page Preferences to ensure the New User and Activation Key options are available on the Campus Portal login screen.
| 1. Navigate to the Login Page Preferences (User Management > Settings > Login Page Preferences). | |
| 2. Mark the Show link to the New User page checkbox. This creates a New User hyperlink on the Campus Login screen that, when selected, provides instructions and an activation key field to help them get started logging into their account for the first time. |  |
| 3, Enter instructions for new users in the WYSIWYG editor. This is what will appear when the user clicks the New User hyperlink. 4. Mark the Use Activation Key to create new Campus Parent accounts checkbox. |  |
| 5. Click Save. |
Step 2. Set up the ad hoc filter
Now you need to create an ad hoc filter so that only new parents and guardians generate messages.
| 1. Navigate to the Filter Designer (Reporting > Ad Hoc Reporting > Filter Designer) | |
| 2. Select Pass-through SQL Query and Census/Staff and click Create. |  |
| 3. Give the filter a Filter Name (such as New Parent Portal Accounts or something that allows you to easily identify this filter). | |
4. In the first box, copy and paste the following:JOIN relatedpair rp on rp.personID1 = individual.personID JOIN student s on s.personID = rp.personID2 LEFT JOIN useraccount ua on ua.personID = rp.personID1 and ua.homepage is not null and ua.homepage <> 'nav-wrapper/TeacherApp/control-center/home' | Click to see an example |
5. In the second box, copy and paste the following:AND rp.guardian = 1 AND rp.portal = 1 AND s.activeYear = 1 AND (s.endDate >= GETDATE() or s.endDate is null) GROUP BY individual.personID, individual.lastName, individual.firstName HAVING COUNT(userID) = 0 | Click to see an example |
| 6. Click Test Query to test the query and make sure it does not generate an error and names are populated. | |
| 7. If you do not encounter any errors and names appear, click Save. |
Step 3. Create a User Account Messenger template
Now that you have a filter created, you need to create a messenger template that becomes the message parents/guardians receive and can be reused by the automated messenger scheduler.
| 1. Navigate to the User Account Messenger tool (User Management > User Account Administration > User Account Messenger) | |
| 2. Select Census/Staff based Ad Hoc Filters (Portal Accounts) and select the filter you made in Step 2 above. |  |
| 3. Enter the Account Activation URL Expiration Date. This field defaults to 5 days from the current date unless modified. The activation URL will expire on this date. |  |
4. Create your message. Make sure you include the following ad hoc fields:
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| 5. Save the template. |  |
| 6. Test the template, and if you want it to run immediately, click Preview/Send. |  |
Step 4. Automate the message to send on a scheduled basis
Now that you have your message template created, you can schedule it to run periodically to notify new parent/guardian users of their need to activate their Campus Parent Portal accounts.
| 1. Navigate to the User Account Messenger Scheduler (User Management > User Account Administration > User Account Messenger Scheduler) | |
| 2. Select the template you created in Step 3 in the User Account Messenger Schedules window. |  |
3. Enter the following:
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| 4. Click Save. Parent Portal activation emails will now be sent per the Start Date/Time and Recurring Frequency set. |
