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Administrator Guide
Last Updated: 2024-03-08
Create Student Printed Items

Create Student Printed Items

Configure Workday to manage and track printed engagement items for prospective and matriculated students. See Steps: Set Up Student Engagement Printed Items.
Use printed engagement items for printed communications as part of an engagement plan or a recruiting event.
Workday notifies the designated mail coordinator when new communications are ready to send.
  1. Access the
    Create Student Printed Item
     task.
    To copy an approved printed engagement item instead, select
    Engagement
    Copy
    from the related actions menu. Workday copies all information and appends Copy to the name.
  2. Enter the item
    Name
     to display on the History profile group of the prospect's profile.
  3. As you complete the task, consider:
    Option
    Description
    Print Item Layout
    Identifies the business form layout to use when generating a PDF file for the communication. Using a business form layout enables you to generate communications that include prospect data. See Steps: Create a Layout for an Engagement Printed Item.
    You can send printed items that use a business form layout to student prospects, but not to parents, guardians, or other contacts for a prospect.
    Printed items that use a business form layout aren't available for ad hoc communications.
    Category
    This field controls the options that you can select in the
    Use For
     field.
    The
    Category
     and
    Use For
     must match the engagement plan or recruiting event you intend to use it for.
    Use For
    Indicates where the printed item will be available. Workday displays different fields in the
    Use For
     prompt based on the
    Category
     you select.
    Academic Unit
    You can include the printed item in engagement plans and recruiting events for the topmost academic unit and the units under it.
    The
    Academic Unit
     must match the engagement plan or recruiting event you intend to use it for.
    Academic Level
    The level of the academic unit for which the item is available.
    The
    Academic Level
     must match the engagement plan or recruiting event you intend to use it for.
    Mail Coordinator
    The user responsible for mailing the printed items. When the schedule runs for sending the printed item, Workday sends a task to the mail coordinator's My Tasks.
Workday:
  • Notifies the approver if the printed engagement item requires approval.
  • Makes the item available on the
    Find Student Engagement Items
     report.
  • Add the approved item to an engagement plan or recruiting event.
  • To edit an approved item, select
    Engagement
    Edit
     from the related actions menu of the approved item.
  • To edit an
    In Progress
     item that you created, open it. In the
    Process History
     grid, select
    Business Process
    Withdraw
     from the related actions menu of the
    Printed Engagement Item Event
    . Select the
    Confirmation
     check box and click
    Revise
    .