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Administrator Guide
Last Updated: 2024-12-13
Send Ad Hoc Engagement Items

Send Ad Hoc Engagement Items

  • Set up Workday Messaging to send SMS messages to students. See Steps: Set Up Workday Messaging.
  • Security:
    Manage: Ad Hoc Communications - Student
     domain in the Campus Engagement functional area.
Depending on the type of message you're sending:
  • The prospect or student has a primary email address or primary mailing address stored in Workday.
  • The student has a mobile number that can receive push notifications stored in Workday.
  • The student has opted in to receive SMS messages.
Send a quick one-time email, push notification, printed communication, or SMS message to a matriculated student or student applicant. Push notifications are only available for matriculated students.
You can configure which email types Workday prioritizes when delivering ad hoc communications on the
Maintain Student Engagement Settings
 task. Workday defaults to prioritizing the home email addresses of applicants and the institutional email addresses of students.
Instead of sending an ad hoc email invitation to a recruiting event, select
Admissions
Invite Student to Recruiting Event
 from the prospect's related actions menu.
  1. Access the
    Send Ad Hoc Engagement
     task.
  2. As you complete the task, consider:
    Field
    Description
    Existing Engagement Item
    Select this option to send a previously created engagement item.
    Category
    The category controls which engagement items you can send or assign. Your security controls the categories available to you.
    Engagement Item
    • Messages include emails and push notifications.
      You can't use push notifications for Admissions and Student Recruiting categories.
      You can create push notifications only from the
      Create Student Message
       task.
    • Printed engagement items are for items that don't use a custom form layout.
    Compose Email
    Select this option to create a new email for one-time use.
    Compose SMS
    Select this option to create an SMS message for one-time use.
    You might need to take additional steps to enable this feature depending on your organization's subscription service agreement. For more information, see this Community article.
    Override Email Template
    Select or create a new email template.
    You can select from only templates Used For
    Student Engagement
    .
    Use the
    Maintain Email Templates
     task to maintain your active templates. Select only 1 template to be the default.
Workday displays a warning if a prospect as opted out of receiving engagement items.
For ad hoc engagement items, Workday immediately sends the email or push notification and updates the history of the student.
For printed engagement items, Workday sends a task to the mail coordinator's My Tasks.
Additionally, you can send group ad hoc emails to multiple students or prospects at a time.