Using the Applicant Record Tabs > Applicant Enquiry Details > Logging a Sent Prospectus

Use the Campaign Information section in the Enquiry tab to log prospectuses sent to an applicant. Logging sent prospectuses is useful when you are looking to avoid sending duplicate prospectuses to an applicant.

Note that this function is used to log information about prospectuses sent to applicants only. Files are not sent using this function.

Choose to:

• Log a Sent Prospectus.
• Edit Sent Prospectus Details.
• Delete a Sent Prospectus Record.

Log a Sent Prospectus

Log a sent prospectus in the Campaign Information section. Use this to keep a record of prospectus versions sent to an applicant.

To log a prospectus that has been sent to an applicant, follow the steps below:

1. In the Admissions module, select a records tab:
   
2. Search and select an applicant record to work with and select the Enquiry tab.

3. In the Prospectus History section, either:

   1. Select Add Prospectus. The Add Prospectus screen is displayed:
      

   2. Complete the fields in the Add Prospectus screen, as required:

      Field	Explanation
      Sent Date	Enter the date that the school prospectus is sent out. This defaults to today's date. Click to use the calendar to select a date, this saves time.
      Prospectus Folders	Select the prospectus folder containing your prospectus documents. Hold Ctrl to make multiple selections, if required.
      Prospectus Files	Select specific documents that have been sent, for example a photo of the school map or a .PDF version of the school prospectus. Hold Ctrl to make multiple selections, if required.
      Notes	Use this field to add any additional information regarding the sending of the prospectus. This is for information only.

   3. Click Save Prospectus.

      or

      Select a prospectus from the Add Quick Prospectus drop down list.

   The selected prospectus is listed in the Prospectus History section.

Edit Sent Prospectus Details

Edit the details for a sent prospectus that has previously been added to an applicant record. You can change the recorded prospectus that has been sent to the applicant or amend prospectus notes, as required.

To edit the details listed for a sent prospectus, follow the steps below:

1. In the Admissions module, select a records tab:
   
2. Search and select an applicant record to work with and select the Enquiry tab.
3. Click  by the prospectus record you wish to edit.
   The Edit Prospectus screen is displayed:
   
4. Click in a field and edit sent prospectus details, as required.
5. Click Save Prospectus. The amended prospectus details are displayed.

Delete a Sent Prospectus Record

Remove a sent prospectus from an applicant record, as required. Use this to remove records of sent prospectuses that have been added in error.

To delete a prospectus from an applicant record, follow the steps below:

1. In the Admissions module, select a records tab:
   
2. Search and select an applicant record to work with and select the Enquiry tab.
3. Click  in your selected prospectus record.
   A popup window is displayed. You are prompted Are you sure you want to delete this prospectus record from this applicant?
4. Click Yes.
   The selected prospectus record is removed from the applicant record.