Automated Actions
with Appropriate permissions:
Automated Actions allow staff users with the appropriate permissions to regularly take certain actions on students matching criteria from a Saved Search or a saved V3 Report.
Automated actions are extremely powerful and can greatly increase the number of notifications students AND staff receive from Navigate360. Automations can be used to send messages to students, issue alerts, or add students to either an Appointment, Enrollment, Message, or Survey Campaign.
How Does Automations Work?
To create an Automation, go to the Lists & Saved Items page OR the My Report Automations tab in V3 reports.
On the Lists & Saved Items page, your automations show in the Automations table. You will need an existing saved search or saved V3 report to create an automation.
For My Report Automations, any automation you have created from a V3 report displays. However, you can still create automations that use a saved search from this page.
There are three automations you can currently create from a V3 Saved Report or Saved Search: one that lets you issue Alerts, and one that lets you send a message to students.
Atumations Table under Lists and Saved Items
My Report Automations under Reports
Creating an Automation
On either the My Report Automations tab or the List & Saved Items page, select Add Automation/New Automation. The New Automation Configuration page opens.
Enter the name of the automation.
Only the user can see their automation.
Follow our Naming Convention:
Department.Term. Atuomation (name).UsernName
Example: MALSC.AutomationFall2024.AWoody
After entering the automation name, scroll to the Automation Conditions section.
For any Automated Action, you will select a saved search or report. Then you decide the action you want to take from the THEN... take this action dropdown field.
Once you have made that decision, continue configuring the automation. We have three workflow guides specific to each automated action to help:
Creating a Campaign Automation
Create Appointment, Messaging, or Enrollment Campaigns without adding any recipients to the campaigns
Creating an Issue Alert Automation
Contact Navigate@hcc.edu to set up an Alert you would like to be Automated
Creating a Send Message Automation
Send an email to students, this is done with in the conditions configurations.
Managing an Automation Occurrence
Once you have created an automation, it shows on the Lists & Saved Items page AND the My Report Automations tab if you used a V3 report to create the automation. Automations can be edited or deleted from both locations. Select the automation's name to open the automation page.
There are several actions you can take from the automation page.
You can edit the automation or generate a queued run from the Options menu.
You can view occurrence details, process the automation immediately, or cancel the occurrence.
You can review, search for, and/or omit individual students from being included in the automation occurrence. You can process the automation immediately instead of waiting for it to be sent. Finally, you can cancel the occurrence of the automation.
Every occurrence of an automated action includes an automated update email. Two hours before an automation occurrence runs, you receive an email notification from Navigate360 with the planned automation details.