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User Guide

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© 2015 Hobsons Version 061215

Table of Contents

Radius at a Glance.......................................................................................................6

The Radius Site Map ...................................................................................................7

Radius Data Diagrams .................................................................................................8

Common Radius Features............................................................................................9 List Views ..........................................................................................................................9

Create New List View ............................................................................................................ 10 Nested Logic.......................................................................................................................... 12 Customize List Columns ........................................................................................................ 15

Actions ............................................................................................................................16 Execute an Action ................................................................................................................. 17

Tools ............................................................................................................................. ..21 Export............................................................................................................................. .22

Contact Module ........................................................................................................ 23 Creating a New Contact....................................................................................................24 Importing Contacts ..........................................................................................................24

How to Import Contacts ....................................................................................................... 24 Organizations ..................................................................................................................27

How to Manually Add an Organization................................................................................. 27 Importing Organizations ....................................................................................................... 28 Merge Organizations ............................................................................................................ 29

Lifecycles ........................................................................................................................ .31 Tasks ...............................................................................................................................32

Create New Task ................................................................................................................... 33 Appointments..................................................................................................................34

Create an Appointment ........................................................................................................ 34 Locations .........................................................................................................................35

Programs Module ..................................................................................................... 36 Programs ........................................................................................................................ .36

Create a New Program.......................................................................................................... 37 Registrations....................................................................................................................38

Create a New Registration .................................................................................................... 39 Invoices .......................................................................................................................... .40

Create a New Invoice ............................................................................................................ 40 Payments ....................................................................................................................... .41

Create a New Payment ......................................................................................................... 41 Application Forms ............................................................................................................42

Create Application Form ....................................................................................................... 42 Sites ................................................................................................................................45

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Create a New Site ................................................................................................................. 45 Communication Plans ......................................................................................................46

Create a Communication Plan .............................................................................................. 46 Email Templates ..............................................................................................................52 Discounts.........................................................................................................................55 Self Service Center ...........................................................................................................55 Iterations.........................................................................................................................58 Recommendations ...........................................................................................................64 Requirements ..................................................................................................................66 Recommender Forms .......................................................................................................67

Sales Module ............................................................................................................ 70 Leads ............................................................................................................................. ..70

Manual Lead Entry ................................................................................................................ 70 Opportunity.....................................................................................................................72

Manual Opportunity Creation .............................................................................................. 72

Inquiry Module ......................................................................................................... 72 Inquiries ......................................................................................................................... .73

Create New Inquiry ............................................................................................................... 73 Inquiry Forms ..................................................................................................................74

Event Module ........................................................................................................... 78 Events ............................................................................................................................ .78 Attendees ....................................................................................................................... .81 Targets ............................................................................................................................82 Event Communications ....................................................................................................83 Locations .........................................................................................................................83 Event Forms.................................................................................................................... .84

Marketing Module .................................................................................................... 86 Campaigns ...................................................................................................................... .86

Select Target List ................................................................................................................... 87 View & Edit Message ............................................................................................................ 88 Preview and Test................................................................................................................... 88 Schedule................................................................................................................................ 89

Exclusions ....................................................................................................................... .90

Cases Module ........................................................................................................... 91 Cases ............................................................................................................................. ..92

Creating a New Case ............................................................................................................. 92 Case Messages .................................................................................................................94

Create New Case Message.................................................................................................... 95

Analytics ................................................................................................................... 98 Dashboards .....................................................................................................................98 Reports........................................................................................................................... .99

Setup Options ......................................................................................................... 101

Personal Settings .................................................................................................... 102

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Account Information ...................................................................................................... 102 Edit Account Information ................................................................................................... 102 Change a User Password..................................................................................................... 102 Create User Email Signature ............................................................................................... 103

Users & Permissions................................................................................................ 103 Data Sharing Settings ..................................................................................................... 103

Institutional Default Permissions........................................................................................ 103 Field Level Security ........................................................................................................ 104 Groups.......................................................................................................................... . 104

Creating a Group................................................................................................................. 104 Profiles .......................................................................................................................... 105

Creating a Profile ................................................................................................................ 105 Roles ................................................................................................................................... 108 Creating a New Role ........................................................................................................... 108 Create a Role....................................................................................................................... 109 Edit a Role ........................................................................................................................... 110

Security Settings ............................................................................................................ 110 Users ............................................................................................................................ . 110

Create a New User ............................................................................................................. 111 The List View ....................................................................................................................... 112

Organization Settings .............................................................................................. 113 Configure Search Settings............................................................................................... 113

Customize Form Field Lists ................................................................................................. 113 Create Mail Profiles........................................................................................................ 114

Create a New Mail Profile ................................................................................................... 114 Mailboxes ...................................................................................................................... 115

Create a New Mailbox ........................................................................................................ 115 Organization Details....................................................................................................... 117 Payment Gateway Settings............................................................................................. 117 Payment Gateway Transaction Log ................................................................................. 117 Recycle Bin ................................................................................................................... . 119

Emptying the Recycle Bin ................................................................................................... 119

Radius Web Services ............................................................................................... 120 Summary ............................................................................................................................. 120 What is a Web Service? ...................................................................................................... 120 The Components of a Web Service..................................................................................... 121 Radius Web Service Set-up ................................................................................................. 122 Creating a Web User Account............................................................................................. 123 Radius Web Services Use Cases .......................................................................................... 127 Available Field Attributes.................................................................................................... 130 Web Service Methods for Radius ....................................................................................... 131 List All Modules................................................................................................................... 131 Get a Module’s Meta Data ................................................................................................. 131 List All Fields for a Module.................................................................................................. 131 Get an Entity ....................................................................................................................... 131 Create an Entity .................................................................................................................. 132

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Update an Entity ................................................................................................................. 133 Delete an Entity .................................................................................................................. 134 Search for Entities............................................................................................................... 134 Usage Limits & Best Practices ............................................................................................. 136 Product Releases & Web Services ...................................................................................... 136 Resources............................................................................................................................ 137

Import Tools ........................................................................................................... 138

Tab Settings ............................................................................................................ 139 Organize Tabs ................................................................................................................ 139 Rename Tabs ................................................................................................................. 140

Workflow Settings .................................................................................................. 140 Workflow Rules ............................................................................................................. 141 Workflow Alerts............................................................................................................. 143

To create a Workflow Alert: ............................................................................................... 143 Workflow Tasks ............................................................................................................. 144

To create a Workflow Task: ................................................................................................ 145

Modules ................................................................................................................. 146 Field Lists ...................................................................................................................... . 147

Field Types .......................................................................................................................... 148 Edit................................................................................................................................ 151 Field Dependency .......................................................................................................... 151 Quick Link Settings ......................................................................................................... 154 Assignment Rules........................................................................................................... 155 Edit Page Layout ............................................................................................................ 159 Duplicate Contact Settings ............................................................................................. 160

Radius Data Diagram............................................................................................... 162

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RADIUS AT A GLANCE

R a d i u s a t a G l a n c e Radius is structured to provide users with the ability to engage students throughout the

entire student lifecycle. Additionally it allows for increased efficiency and

communication as institutions manage recruitment, enrollment, and overall student

success.

Using a module-based format Radius allows for seamless transitions between system

functions.

Each module in Radius is comprised of sub-modules that provide access to the various

record types within the system. The Radius navigation ribbon includes:

These modules are included in the default system configuration. Since Radius can be

customized it possible for the user to be presented with a ribbon that differs from the

default view.

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The Radius navigation ribbon is structured to facilitate a user experience that is easy and

efficient. Sub-modules allow the user to access the various parts of the system where

action can be taken to: manage contacts, create communications, create and manage

applications, and coordinate events. Because Radius is a relational database many of the

sub-modules can be found under multiple tabs in the navigation ribbon.

T h e R a d i u s S i t e M a p The following chart represents the available modules and sub-modules included in the

Radius system.

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R a d i u s D a t a D i a g r a ms The Radius system is a complex relational database. A comprehensive set of diagrams

can be found in Appendix A.

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C o m m o n R a d i u s F e a t u r e s

Radius utilizes common features to aid the user in quickly learning the system. These

features are found throughout the system and share similar functionality. The user can

expect to encounter the following common elements in the Radius system.

List Views

Actions

Tools

Export

This section discusses the features and process for utilizing these elements, and should be

referenced for all questions regarding the topic.

List Views

The List Views functionality within Radius provides the user with the ability to quickly

and efficiently access, manipulate, and use the various pieces of data that have been

collected. While the List View functionality exists across Radius, each view is subject to

user customization. Within each module the user is provided the ability to customize the

columns of viewable data that is relevant to him. It is important to note that a generated

list of data directly correlates with the module where it was accessed.

For example, the Contacts List View presents a list of Contacts; the Cases List View

presents a list of Cases, etc.

The View button, provides the user with a standard set of actions,

which can be utilized to do the following:

Edit – Edit the current view

Create – Create a new view

Delete – Delete the current view

Reload – Refresh the current view

Save As – Clone an existing view and save as a new view

Share Settings – Allow sharing the view with other users, groups, or roles

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Create New List View

The process for creating a new List View is simple, and requires the user be familiar with

Boolean Logic. To facilitate the process Radius clearly organizes the requirements on

screen.

Before beginning the creation process the user should clearly identify the intended

purpose & information to be included in the view. Users are encouraged to practice

building views, but should expect a trial & error process – that is, if they cannot clearly

define the purpose of the view.

Step 1: Designate List Name

All List Views must have a unique name. When providing a list name the user should

consider utilizing defined naming conventions and practices. For example, it is better to

use Submitted Applications rather than John’s View. A user can expect the submitted

applications view to provide information involving the applicant; whereas John’s view

does not provide any insight into the contents.

Step 2: Select the Criteria Type

List Views can be configured using a Dynamic or Static criteria type. This selection

directly determines the final step in the creation process.

Criteria Type: Static

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A Static list includes a user-defined list of records that will not change. Radius provides

the user with a search feature to easily add contact records to the list.

Criteria Type: Dynamic

Selecting the dynamic criteria type will result in the creation of a list view that utilizes

logic and results in a continually changing view. Contact records that appear in the list

view must meet the set of user-defined criteria.

Step 3: Build Criteria (for Dynamic only)

Each row of logic consists of the following components:

Module

Field

Comparator

Value

Select the appropriate Module. Custom views can reference all modules within the

system.

Once the Module has been selected, the user is presented with a list of all fields

associated with the module. At this point the user needs to select the Field.

After selecting the Field, the user is required to choose from a list of available

Comparators, or criteria operator. Available operators include:

Contains

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Doesn’t Contain

Ends With

Is

Is (Case Sensitive)

Is Empty

Is Not Empty

Isn’t

Starts With

Users are presented with the full set of operators; however, the field type will determine

the usability of an operator. For example, the selection “Ends With” would not be

applicable for a field that utilizes a pick-list.

Finally, the user must select, or provide, the value(s) to be included in the logic

statement.

To complete the logic statement, place ( ) at the beginning and end of the line. If

additional lines of logic are desired, the user can click to add or delete a row. Finally, rows are joined with And, Or, Minus.

Nested Logic

When creating a complex query in Views, Reports, and Targets, the user may find the

need to use a mix of "and, or, minus" joins to combine multiple lines of filter logic.

Parentheses "(" can be used to identify which parts of the query logic are to be solved

first and which parts of the query logic should be solved as a group to be compared to

other logic outside of the group. Simply type a parenthesis inside each open parenthesis

and closed parenthesis field needed to begin and end a bracketed group. One group can

be nested completely inside another group if needed—just make sure that there are

always an equal number of opening and closing parentheses.

Bracketed expressions are solved from the inner most brackets first. Just as in ordinary

algebra, there is an order regarding which operators are evaluated first.

Understanding Order of Operations:

Query logic will be evaluated in the following order:

1. ()

2. NOT [MINUS]

3. AND

4. OR

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For example: If a user queries, Contact State (Line 1) is OH AND Program (Line 2) is

Biology, they will find results for all contacts interested in Biology that live in Ohio.

Line 1: Contact State = OH

AND

Line 2:

Contact Gender =

Biology

For example: If a user queries, Contact State (Line 1) is OH AND Program (Line 2) is

Biology OR Program (Line 3) is Chemistry, they will find results for all contacts

interested in Biology that live in Ohio and all other contacts that are interested in

Chemistry regardless of their state.

For example:


AND Line 2: Contact Program = Biology

OR Line 3: Contact Program = Chemistry

If a user is interested in finding Biology and Chemistry contacts in Ohio only, they will

need to include parentheses around lines 2 and 3.

For example:


AND ( Line 2: Contact Program = Biology

OR Line 3: Contact Program = Chemistry)

If a user adds Line 4 to MINUS or subtract from that list Applicants below 3.0 they will

find all contacts interested in Biology and Chemistry in Ohio only that have a high GPA -

3.0 or higher.

For example:


AND ( Line 2: Contact Program = Biology

OR Line 3: Contact Program = Chemistry)

MINUS Line 4: GPA < 3.0

Caution: The MINUS operator is the least used operator because it could exclude

valuable references if not used correctly. If a user would like to exclude targets (or

contacts, lifecycles, etc.), they can use the pull down tab under “Join” on the left and

choose MINUS. A MINUS sign will exclude any/all targets referenced after the MINUS

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sign. Attaching a MINUS sign indicates that the user does not want targets they are

specifying. We strongly recommend users use parenthesis to eliminate confusion.

Once saved, the created list view is accessible via a drop down menu.

All Contacts v VIew "9 ] View As: Ust v

[r.ttJ Add/Remove Columns } Sorting order Drag your columns here to son

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Customize List Columns

The List View determines the visible records; however, it is the customization of columns

that determines the data points available to the user. Customization of columns is a

simple process that requires the user to select the appropriate module, and fields.

Module Menu – The Module drop down includes a listing of all available modules in the

Radius system. After a module is selected the list of Available Columns is refreshed and

users can select the additional fields(s) for the view. Users will encounter a triangle icon

next to those columns. When clicked, the column name is expanded and the user can

select individual fields that are associated with the category.

Additional Customization

Radius utilizes drag-and-drop functionality for the customization of list view columns.

Users are able to place the cursor a column, left-click, and drag the column to a new

location.

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The drag-and-drop functionality is also utilized for sorting list results.

Simply drag the column to the sort area to further customize the view.

Once a column has been placed in the sorting order it becomes an actionable drop down

menu. This menu includes options for:

Sort Ascending

Sort Descending

Remove Sort

These features are present throughout the system and are found in each of the modules.

Actions

The Actions menu is a feature that is common across all Radius modules. The menu is

dynamic and presents a unique set of actions specific to the module. For example, the

Actions menu within the Contacts module includes options for:

Mass Update

Delete

Create Task

Show on Map

Send Email

Add to Static Target

Merge Contacts

The same menu changes drastically when accessed via the Programs menu as users are

presented with the option to:

Mass Update

Delete

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Execute an Action

All actions require that, at minimum, one record be selected. Once selected, it is possible

to select the desired action from the menu. A triggered action will produce a pop-up and

the user will be presented with a step-by-step process for executing the action.

Mass Update

The Mass Update option allows for efficient management of a single data point for an

identified record, or group of records.

Step 1: Select the Records

The Mass Update process requires the user to select the identified records by clicking the

box to the left of the contact record name.

Step 2: Field Selection & Define Value

Using the dropdown, select the field to be updated and define the new value. In the

above example the field Postal Code is to be updated. This field is configured as an open

text field, and the new value must adhere to this configuration.

Click Update to complete the process.

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Show on Map

Radius includes integration between the list view and Google Maps, which can generate a

map based on the contact’s core address. This feature can be utilized for both single and

multiple records.

After selecting the records, trigger the Show on Map functionality by using the drop-

down menu.

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Send Email

Users have the ability to communicate with contacts via the Send Email functionality.

After selecting the contact record, trigger the Send Email action.

Radius will generate a pop-up.

The editor includes a standard set of tools to facilitate the email creation. In addition to

these standard tools the user has enhanced features for communication customization and

workflow.

Send & Create Case

o This option will generate a Radius case and send the email to the recipient.

Please refer to the Cases section of the manual for detailed information

regarding the use of this functionality.

Merge Fields

o This feature allows the user to integrate contact data into the

communication.

To merge fields into the email:

1. Select the desired Merge Module

2. Select the desired Field

3. Copy the field code, and insert at the cursor

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Add to Static Target

A Static Target is a fixed list of Contacts that is defined by the user. As the name

suggests, this list must be managed by the user and will not change as new contact

records enter the system.

The user has access to this feature throughout the system and can add records as needed.

To add a contact record to a Static Target:

1. Select the contact record(s).


2. Use the search field to find existing Targets, or click the green plus icon to create

a Target

3. Click Add to complete the process.

In addition to these actions, there are module-specific actions. Use of these actions is

detailed in later sections of this guide.

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Tools

The Tools menu is present throughout Radius and provides users with the ability to

execute actions related to the module data. Available actions will differ depending on the

selected module.

For example, under the Contacts module, the Tools menu includes:

Assignment Rules

Import Contacts

Import Contacts New

Import Test Scores

These options change as the user navigates to the Cases module:

Assignment Rules

Import Cases

In addition to the drop-down menu, User can access the

Tools menu within the Contact record.


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Export

The Export functionality allows the user to export the visible List View as a PDF, Excel,

or CSV format. To export:

Set the desired List View

Select the Export format

Once selected, Radius will generate the report and it will download to the user’s machine.


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THE CONTACT MODULE

C o n t a c t M o d u l e As previously discussed, Radius is a relational database. Central to this relational model

is the Contact Record. All data found within the system is associated with a contact

record.

The Contacts Module contains functionality that is key to the creation and management

of contact records and their associated data.

The following section will provide a guide to the functionality within the Contacts

Module and will cover each of the following topics:

1. Contacts

a. Creating a New Contact

b. Importing Contacts

2. Organizations

a. Creating a New Organization

b. Importing Organizations

c. Merging Organizations

3. Lifecycles

a. Roles and stages

4. Locations

5. Tasks

6. Appointments


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Creating a New Contact

Step 1: Click New Contact Button

Click on the New Contact button towards the top left of the page.

Step 2: Complete the Onscreen Form

Complete the contact form (fields with a red asterisk are required). Click Save.

To create another contact record, click on Save and New instead.

*Note that contacts can also be created manually via the Contact List View and the

Quick Create module.

This process can be used for creating individual records. For the bulk creation of

contacts, the user should utilize the Import functionality.

Importing Contacts

The Import Contacts functionality is used to upload multiple contact records into the

system at one time. This functionality is beneficial when users have a large list of

contacts that would be time consuming to import manually.

The import layout must include existing system or custom fields. New fields cannot be

created within the system during the import process.

During the import process Lifecycle Roles and Lifecycle Stages may also be assigned

(more on assigning lifecycle roles & stages in the next section).

By default, the user conducting the import will be listed as the owner of all imported

records. Organizations may also be created via the import functionality.

How to Import Contacts


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Step 1: Select Import File

Click on Contacts then select Import Contacts (New) from the Tools Dropdown Menu.

Select the file for import by using the Browse functionality. Hobsons recommends

importing .csv files only. Step 2: Designate the Lifecycle Role/Stage

Select a Lifecycle Role and Stage (if applicable). Please note that doing so will assign

this Lifecycle Role and Stage to all contacts within the import file. This will also override

a preexisting contact’s current role and stage within the system.

Imported contacts may be added to a static target. If these contacts will be used in an

email campaign or event invitation then this is a good practice. Search for an existing

target or create a new one by clicking the green plus sign to the right of the Add to Static

Target box.

By default, the user importing the contact list is made the contact owner of each record.

Another user may be selected as contact owner or an assignment rule can be utilized.

Step 3: Schedule Import

Check the Schedule Import option to schedule the import for a date in the future. You

will then be prompted to input a date and time.

Step 4: Designate Duplicate Check Settings

Select Duplicate Check Settings. Choose whether the duplicate within the import file

should update a preexisting contact and whether a new contact should be created within

the system if a duplicate record is not found.

Step 5: Designate Field Mappings

Once a file to import has been selected and verified by the system, the Field Mappings

section will appear. Map each field found within the import layout to a field currently

found within the system.

The user has the ability to map a single field to many system fields. In the example

below, the import layout field “First” has been mapped to system field “First Name.”


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1. Once field mapping is complete, select Import Records.

2. A pop up message will appear once the import has been queued. The status of the

import can be viewed by clicking the Import History button.


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Organizations

Organizations are groups for which contacts are affiliated. Some examples of

organizations include high schools, companies, and non-profit organizations. Their usage

is beneficial because they enhance the comprehensiveness of the contact record.

Organizations are particularly useful when utilizing Events (see the section on Events for

more information).

Contact records can be associated with multiple organizations, and there is no limit to the

number of organizations for which a contact record may be associated.

Similar to contact records, organizations can be added manually or imported into the

system. See below for step-by-step instructions on how to create organizations within

Radius.

How to Manually Add an Organization

Adding a new organization is similar to adding a new contact. Follow these steps to

manually create a new organization within the system:

Step 1: Initiate the Creation of an Organization

Navigate to the Contacts menu and select Organizations.

Click on the New Organization button towards the top of the page.

Step 2: Provide Organization Details

Complete all relevant fields. Please note that fields with red asterisks are required.

The Description field may be used to provide all users in the system with helpful

information to further identify the organization.

Step 3: Save Created Organization

Click Save once finished. The user may also click Save & New to add another

organization.


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Importing Organizations

It is possible to import a list of organizations into Radius. This is beneficial when users

have a large number of organizations they wish to input into the system at one time.

Importing organizations is very similar to importing contacts and can be accomplished by

following the steps below:

Step 1: Initiate the Creation of an Organization

Click on Contacts then select Import Organizations (New) from the Tools Dropdown

Menu.

Step 2: Select the Import File

Select the file for import by using the Browse functionality. Import files must be

formatted using .csv.

Step 3: Determine the Organization Owner

By default, the user importing the organization list is made the owner of each record.

Another user may be selected as organization owner or an assignment rule can be

utilized.

Step 4: Determine the Import Schedule

Check the Schedule Import option to schedule the import for a date in the future. At this

point the user is presented with options for scheduling the import process.

Step 5: Designate Duplicate Check Criteria

Select Duplicate Check Settings. Choose whether the duplicate within the import file

should update a preexisting contact and whether a new contact should be created within

the system if a duplicate record is not found.

Step 6: Field Mapping

Once a file to import has been selected and verified by the system, the Field Mappings

section will appear. Map each field found within the import layout to a field currently

found within the system.

For each field click the drop down arrow to the right and select the corresponding system

field. In the example below, the import layout field “First” has been mapped to system

field “First Name.”


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Once field mapping is complete, select Import Records.

A pop up message will appear once the import has been queued. The status of the import

can be viewed by clicking the Import History button.

Merge Organizations

The Merge Organizations functionality allows you to merge the data of duplicate

organizations into a single organization record. All data associated with the organization

will be transferred from the non-surviving record to the surviving record.

The merge of organizations is a permanent action and cannot be reverted once

triggered.

Step 1: Select the Organizations

Select Organizations under the Contacts Module.

From the list view, select the two organizations you wish to merge by checking the box

to the left of each organization name.

Step 2: Trigger the Merge Process

From the Actions dropdown toward the top right of the page, select the Merge

Organizations option.

From the Merge Organizations screen select the surviving record you wish to keep as

well as which data points to associate with the surviving record. In the example below,

“ABC” has been selected as the surviving record while “ACME” has been selected as the

organization name to retain.


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When Step 2 has been

completed, click on the

Merge button.

Once two organizations have been merged

this cannot be reversed.

Related organizational data will also be

transferred to the surviving organization.


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Lifecycles

Lifecycles assist in the tracking of contacts as they move through the admissions process.

A lifecycle demonstrates exactly where a contact record falls within the admissions

process at any given point in time. Is the contact a lead, a prospect, or an applicant?

These are all examples of lifecycles. Users have the option of assigning contacts both a

lifecycle role and stage.

A lifecycle role allows the user to categorize a contact's progress, status, or type

within the Radius tenant. While not a comprehensive list, some examples of

lifecycle roles include: lead, prospect, applicant, admit, student, or alum.

A lifecycle stage is a subcategory of the role and is dependent upon it. A

dynamic relationship exists between the role and the stage. For example, a

contact record’s role might be Applicant and the Stage might be Accepted or

Denied. Each role will have its own unique stages that do not appear as options

when selecting other roles.

Both the lifecycle role and lifecycle stage can easily be assigned and edited for any

contact within Radius.

To assign a lifecycle to a contact within Radius, follow these steps:

Step 1: Navigate to Lifestyles Menu

Navigate to the Contacts module then select Lifecycles.

Click on the New Lifecycle button.

Step 2: Search for Contact Record

Enter a contact name or search for a name by clicking on the magnifying glass icon.

Step 3: Select the Lifecycle Role, Owner, & Stage

Select the appropriate lifecycle role, owner and stage. Also identify whether this role is

the primary role by clicking on the checkbox. Please note that fields with a red asterisk

are required.

Click Save.


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Tasks

The task functionality enables users to create, track, and complete action items within the

system. For example, a user might set up a task in order to track their progress on an

email communication they wish to send to contacts. Once the email is sent, the user

would then mark the task as complete. It is also possible to assign tasks to other users

within the system.

Task Views

Tasks can be sorted according to column headers. For example, a user who wishes to

view tasks according to the Task Owner, would hover over the Task Owner column, click

on the dropdown arrow, and select Group by this field. The user can sort tasks by Created

Time, which will sort tasks in either ascending or descending order based upon your

selection.

A view will need to be created in order to see only those tasks associated with a specific

user. To do this, click on the View dropdown menu towards the top left of the page. Click

Create and a pop up box called Create Custom View will appear. Give this view a unique

name and select the appropriate criteria. To create a view that displays tasks associated

with a specific user, the criteria would look something like this:


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Create New Task

To create new tasks navigate to the Contacts Module and select Tasks from the

dropdown menu. From there, follow these quick steps:

Step 1: Initiate the Creation of a New Task

Click on the New Task button towards the top left corner of the page.

Step 2: Select Task Subject and Date

Enter a task subject and the date for which the task is due.

Step 3: Designate the Task Owner

If desired, the Task can be assigned to any Radius user. From this menu search and

select the appropriate user.

Step 4: Associate with a Specific Contact or Campaign

Tasks can be associated with a specific contact or campaign. This is optional but can

enhance the overall use of the Radius system.

Step 5: Assign the Task Status

Select a task status. A status allows you to track a task until completion.

Step 6: Send Notification Email

The Send Notification Email box allows the user to toggle the use of task creation

notification. When used, Radius will automatically notify the task owner of the newly

assigned task. It is a best practice to utilize this feature.

Step 7: Save the Task

After all required fields are completed, click Save to finalize the creation process.


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Appointments

An Appointment is a way to schedule a meeting that is to take place with multiple

participants in a certain location. Think of an appointment as an invitation to a meeting; it

will take place in a certain place, with certain people, at a certain time.

Create an Appointment

Step 1: Initiate the Creation of an Appointment

Navigate to the Contacts Module and select Appointments.

Click the New Appointment button towards the top of the page.

Step 2: Provide Appointment Details

Enter the appropriate values. Please note that fields with red asterisks are required. The

following fields will need to be populated with information:

o Subject: The topic of the meeting.

o Start Date & Time: When the meeting will begin.

o End Date & Time: When the meeting will end.

Step 3: Save Appointment

Once all fields are complete, click Save. To add another appointment, click Save & New.


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Locations

Within the Contacts Module, locations specify where an appointment will take place.

To create a new location in Radius, follow these steps:

Step 1: Initiate the Creation of a Location

Navigate to Contacts, select Locations, and then click on the New Location button.

Step 2: Designate the Name, Owner, & Status

Specify the location, location owner, and location status (fields with a red asterisk are

required).

Step 3: Additional Details

Additional information about the location such as address and a brief description may be

added to further distinguish the location.

Step 4: Save Location

Once all fields are complete, click Save. To add another location, click Save & New.


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PROGRAMS

P r o g r a ms M o d u l e The Programs module, and its sub-modules, allows for the management of Applications,

Programs, Registrations, Invoices, and Recommendations, as well as many others. This

section includes detailed information regarding the use of these

features, as well as best practices and considerations.

Under the Programs tab the user is presented with the following

options:

The contents of this section are organized according to this menu and

specific page numbers can be found in the Table of Contents.

Programs

The Programs sub-module is the core part of program management within the Radius

system. It is the container that holds Iterations associated with the program. Iterations

are the time periods or instance for which the Program occurs, and includes details such

as capacity, application forms, etc. Within the program the user can manage

Registrations, Iterations, Invoices, Payments, etc.


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Create a New Program

To create a new program it is necessary to navigate to the Programs sub-module, located

under the Programs tab.

Click New Program to begin the process.

Step 1: Designate a Program Name

The Program name is a customizable field that is unique to each institution. It is Hobsons

recommendation that the institution utilize a consistent naming convention for the

creation of Programs.

Step 2: Designate a Code & Description

The Code and Description fields are not required, but provide the user the opportunity to

provide additional information for system management. It is a best practice to include a

description, which will contribute to system organization.

Step 3: Designate a Group

The Group field is required and must be provided prior to saving the new Program. This

is a drop-down field that pulls predefined values from the Group field. This field is

editable and is accessible via Setup->Modules->Programs->Groups->Action->Edit.

The edit process involves adding single (or multiple) values to field.


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Registrations

The Registration is the record of a Contact registering (or applying) for a Program. Every

time a constituent registers/applies for a program, a Registration record is automatically

created. There are three distinct methods for which a contact can be registered for a

program iteration:

Self Registration: This occurs when the contact completes (and submits) an

online application form.

Manual Registration by an Admin User: This process is initiated by the Radius

user, and is completed in the Registrations module.

Import Registrations: This action is initiated by the Radius Admin User, and

upon completion, results in the creation of multiple program registrations.


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Create a New Registration

Step 1: Select the Iteration

Using the search field, enter the Program Iteration. Radius will search the list of

Iterations and provide the user with a matching value – in the event the iteration exists.

Step 2: Select the Registration Owner

This value will default to the user who is creating the registration. The registration can

be assigned to an alternate user if necessary.

Step 3: Designate the Registration Status

Each registration is given a status so

the user can determine where the

contact is in application or program

process.

Step 4: Provide Additional Information

The remaining fields are not required and can be provided at the user’s discretion.

Waive Access to Recommendation

Credits Earned

Application Submitted Date

Application Submitted (checkbox)


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Invoices

Radius provides institutions the ability to create and manage invoices as part of the

program management process. When an iteration or term is created in Radius the user

must determine if the system will automatically create an invoice when an application is

started. As payments are posted Radius automatically updates the invoice.

Create a New Invoice

To initiate the creation of a new invoice click the New Invoice icon.

The process for creating an invoice consists of the Invoice Information and Payment

Information.

Invoice information

Step 1: Select the Program Name

Using the search functionality, select the Program for which the invoice is affiliated.

Step 2: Select the Iteration Name

Using the search functionality, select the Iteration related to the selected Program.

Step 3: Select the Registration


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Invoices are connected to the Contact record via a Registration. After completing the

Program Name and Iteration Name fields, the user has the ability to search for available

Registrations.

Step 4: Designate a Due Date & Payment Method

These fields are not required, but add to the completeness of the iteration record.

Upon completing the Program & Iteration fields, Radius will populate an additional

Payment Information section. From this section, users can:

Add Line Items

Add Program Charges

Apply Discounts

Click Save to complete the process.

Payments

Any application for an iteration or program of study will have a payment function that is

defined in the iteration. The payment function in Radius allows the user to capture

payments online or give instructions for offline payment. The cost of the application and

any additional items are defined in the iteration. Various discounts can also be defined as

a part of the payment experience.

Create a New Payment

Designate the Program Name – using the search functionality, select the

Program for which the Payment will be affiliated

Designate the Iteration Name – using the search functionality, select the specific

Program Iteration.

Designate the Registration – using the search functionality, select the

Registration record related to the Contact.


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Select the Invoice – using the search functionality, select the open Invoice for

which the Payment will be applied.

Provide the Payment Date

Select the Payment Type – Payment type is a drop-down menu including the

various payment options in Radius.

Application Forms

Application forms are customizable and provide users the ability to create unique forms

for institution programs. The process for creating new forms requires the user to

complete a short setup prior to accessing the application form builder.

Create Application Form

Step 1: Form Information

Name – Provide an Application Form Name. It is recommended to utilize a

defined naming convention.

Application Form Owner – This value defaults to the user creating the form. It

can be changed to another user if needed.

Status – This is a drop-down that allows for ether an Active or Inactive value.

Description – The description field contributes to the overall long-term

organization of the system. It is not required, but is recommended.

Requires Login – This option is available and should be utilized for institutions

placing the application behind authentication.


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Step 2: On Initial Login of the Form

Registration Status on Login – This is a drop-down that includes the various

Registration Status options. When the contact logs into the form for the first time

they are given a status. This value determines their initial status.

Lifecycle Role on Login – This field is not required; however, users can select a

Role that is applied upon logging into the form.

Lifecycle Stage on Login – Similar to the Lifecycle Role, this is not required but

allows the user to further track the contact through the process.

Step 3: On Save of the Form

Lifecycle Role on Save – Upon saving the form, contacts will receive this Role.

This is not a required field.

Lifecycle Stage on Save – Upon saving the form, contacts will receive this Stage.

This is not a required field.

Registration Status on Save – This is a required field and determines the

contact’s registration status.

Relabel Save and Logout Button – This field provides the user the opportunity

to customize the Save and Logout button labels

Step 4: On Submit of Form

Lifecycle Role – This value determines which Role will be applied to the contact

record upon submission of the form.

Lifecycle Stage - This value determines which Stage will be applied to the

contact record upon submission of the form.

Registration Status – This is a required field and determines the Contacts

Registration Status upon submission of the form.

Form Submission Message – This is the message the contact will see upon

submission of their application form.

Return URL – After submitting the application the contact is redirected to this

URL.

Relabel Submit Button – This field provides the user the opportunity to

customize the Submit button label.

Step 5: On Cancel of the Form

Registration Status on Cancel – In the event the contact cancels the application

process, their Registration Status will default to this value.


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Lifecycle Role on Cancel – In the event the contact cancels the application

process, their Lifecycle Role will default to this value.

Lifecycle Stage on Cancel – In the event the contact cancels the application

process, their Lifecycle Stage will default to this value.

Return URL on Cancel – In the event the contact cancels the application

process, this is the URL for which they will be directed.

Relabel Cancel Button - This field provides the user the opportunity to

customize the Cancel button label.

Click Save to complete this part of the process. After saving Radius will refresh and the

user is redirected to the Application Forms page.

Here the user can view a list of Application Forms, as defined by the List View. To

access the Application Form Builder, select the designated application form.

Once open, users are presented with

The Application Form Builder is a tool that permits the user to customize the fields,

structure, and design of the application form. Prior to beginning, it is recommended that

users possess a clear understanding as to the application purpose and desired content and

structure.


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Sites

Sites allow the user to display and promote all types of information about the Institution’s

Programs and Offerings. Since programs may change frequently, the Radius Site

functionality allows the user to have immediate access to edit or unpublish websites.

Create a New Site

Click the New Site icon

Designate a Site name – this field is required

Provide a site Description – this field is not required but is recommended

Save the new site

After saving the user is redirected to the Site list view.

Click the name of the created site.

Click the Site Builder Tab

Each item listed is editable by clicking the item name, i.e. Edit Header, Edit, Edit

Footer.

Each click triggers the popup of a content editor.


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Using the editor(s), develop the site content. After saving, Radius populates a

unique URL that can be used to promote the institution programs and services.

Finally, publish the site to activate the URL.

Communication Plans

Communication plans are unique and used for various reasons in the Radius system. For

example, the user could create a communication plan to market to prospective students

who have filled out an inquiry form on-line. A second user might develop a

communication to assist applicants through the application process. Finally, another

might develop a communication plan for students who have been accepted but need to

complete the registration and welcoming process for the institution. In these examples

communication plans are utilized for institution program marketing, and assisting

students through the application and enrollment process. These are the most common use

cases; however, communication plans are customizable and can be utilized in numerous

scenarios.

Separate communication plans are necessary for each of these efforts. It is important to

think through the entire process and develop all the emails associated with the plan prior

to launching or developing the communication plan.

Communication plans use a series of emails that are sent out to a group of contacts

based on pre-defined intervals of time, and they use targets with specific entry and

exit rules. Since communication plans involve multiple different emails that are sent at

intervals during the process, it is necessary to have all templates created before beginning

the communication plan.

*See Email Templates section for detailed instructions regarding the creation of

templates.

Create a Communication Plan

Communication plans are composed of three distinct parts:

Plan Information

Plan Details (Entry & Exit Rules)

Template Details (Email Templates)

Step 1: Plan Information


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The first step in the creation of a new communication plan involves defining the Plan

Information.

Designate a Plan Name – All Communication Plans require a name. There are

no restrictions, and users can select a name of their choice; however, it is highly

recommended that a common naming convention be utilized.

Communication Plan Owner – Like other parts of the system, this value defaults

to the user creating the plan. The plan can be assigned to another user if

necessary.

Status – This value provides the option of Active or Inactive.

Mail Profile – Like the Plan Owner, this value defaults to the user creating the

plan. It can be changed as needed.

Description – The addition of a description is recommended, but not required.

Publication Type – Select from

o Alumni

o Current Student

o Graduate Admissions

o Undergraduate Admissions

o General

Email Address Sent To – Determine whether the communication is sent to the

Default Email Address or Other Email.

Upon saving, the screen refreshes and provides the user with two additional tabs.

The second step in this process requires the user to define the rules which will govern the

entrance and exit from the plan. Step 2: Plan Details


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Communication Plans are dependent upon both entrance and exit rules. After saving the

plan information, click the Rules tab.

Click New Rule

Rule Name – Designate a name for the rule

Rule Type – Designate whether the rule is for Entry or Exit

Each rule must consist of at minimum one line of logic. The user is presented with:

Target – Using the search bar, select the desired Target. Targets must be created

prior to selection

For additional rows click Add Row, or the green plus icon

Click Save to continue the process

Step 3: Template Details

The final step in the creation of a Communication Plan is selection of the email

templates.


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Using the envelope icon, select the desired email template

Clicking the icon triggers a pop-up.

Days – This is an integer value that determines when the contact will receive the

communication. For example, Days = 1 would prompt Radius to send the email 1

day after the contact entered the plan.

Using the dialogue bubble icon, select a case template

Clicking the icon triggers a pop-up.


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Designate Top and Unsubscribe messaging

Assignment Settings – Determine whether a specific user will be designated the

owner, or if Assignment Rules will be utilized.

Once complete, click Save This Tab to conclude the process.

Step 4: Additional Features

There are additional features that are available for communication plans, these features

include the ability to:

Clone an existing plan

Print a configuration summary

View plan statistics

Clone Plan


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When cloning a communication plan, Radius replicates the existing plan and permits the

user to make changes and save the copy. This is similar to a “Save As” function found in

other products.

Print Preview

The Print Preview functionality allows

the user to generate a printable summary

of the plan configuration.

Statistics

Effective communication plans can contribute to recruiting efforts, and Radius provides

users the ability to quickly review a plan’s statistics. The Statistics feature populates a

report of metrics, which can be used to enhance the communication plan.

The statistics report provides the user with an overview of:

The rules under which the plan is configured

The metrics regarding emails sent, emails viewed, and overall recipient

engagement


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The total URL visits for links included in the communications

Email Templates

Users can create and save email templates for sending bulk emails to contact records,

whether for immediate or future use. Radius allows for creation using simple text email

or rich HTML-based emails with pictures and rich text. Text can be hand entered or copy

and pasted content from Microsoft Word. Upon saving the template, Radius will

automatically clear any non-standard HTML created by Microsoft Word that can

adversely affect the success of the email delivery. Cleaning HTML may impact text

formatting and style, so Hobsons recommends users review the saved template. The

editor is structured so both beginner and advanced users can create email

communications.

The creation of an email template consists of two parts:

Email Template Information

Email Template Body

Step 1: Email Template Information

Email Name – Designate a unique name for the email communication. This is an

internal field and is not visible to recipients.

Email Subject – Designate a subject for the email communication. NOTE: This

field is visible to the recipient.

Folder – All emails must be filed in a folder. This practice contributes to the

long-term organization of the Radius system. Clicking the magnifying glass icon

will trigger a drop-down where available folders reside. Additional folders may

be created via the Email Templates list view.

Step 2: Email Template Body


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Radius provides the user with a standard content editor that allows for both HTML and

editor-based email creation. While the editor includes a robust icon set, simply hovering

the cursor over the icon will elicit an alt tag (the name of the icon).

It is possible to create the communication within the editor, or an external word

processor, such as Microsoft Word. As previously mentioned, carefully review pasted

content to ensure all prior formatting is stripped.

Effective communication (for recruiting) is dependent upon the ability to connect with

the recipient. Personalization is important. The communication features in Radius allow

the user to integrate information from the contact record into the email communication.

Merge Fields

Use the Merge Module drop-down to select the specific module for which the

data will come.

Use the Select Field drop-down to select the specific field to be used.

The combination of the Module and Field will generate a tag, which can be

copied and pasted at the cursor location.

Merge Views

Similar to Merge Fields, the Merge Module functionality allows for the integration of full

views. Using the same process as Merge Fields,

Select the appropriate Merge Module

Select the appropriate Merge Field

Copy the merge tag and paste at the cursor location

Conditional Sections

The insertion of fields and views allows for the integration of personalized data into the

message. In addition to this level of personalization, Radius also allows for the


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integration of conditional sections. These sections utilize logic to determine whether a

contact can view the specific email content.

The Conditional Section icon is found in the email editor ribbon. Clicking this icon

triggers the following pop-up:

The Query Builder is common to Radius system, and functions in the same manner. It is

important that the user clearly identify the group for which the content is directed. This

will help to minimize mistakes in the building of queries.

Upon saving, the user is redirected to the email template screen. Within the editor the

following content will be visible.

Radius has placed an opening and closing tag based on the query. Simply place the email

content between the tags and Radius will populate the message for those recipients

meeting the query criteria.


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Discounts

Radius provides users the ability to create discounts, which can be applied to program

fees. Discounts can be structured as:

A percentage or fixed amount

A discount code or radio button

To create a new discount, click

From here the user is redirected to

Each new discount requires the user to provide three items:

Item – The item is the name of the discount. To maintain system organization, it

is recommended that this correspond with a defined naming convention.

Amount – The amount can be entered as either a Percentage or a Fixed Amount.

Description – The description field is not required, but is recommended. The use

of a detailed description will add to the long-term organization of the system.

Self Service Center

The Self Service Center is a Radius tool that allows users to create customized web

experiences for their constituents. This tool can be found within the Marketing and

Programs modules of Radius. To further enhance the experience, the Self Service Center

can adopt the institution branding to ensure the student experience is seamless between

the institution and Radius sites.

Through the Self Service Center, students can:

Submit additional application requirements


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Check the status of an application

Make a payment

Update student contact profile information

Change their password

The Self Service Center configuration process requires the user to complete a series of

tabs that correspond with the student view of the system.

Branding

The Branding tab allows the user to configure the look of the Self Service Center. Using

the content editor, users can customize the Header and Footer, and assign the Reset and

Change Password email templates. It is common for the branding to correlate with that

of the institution.

Home

Content on the Home tab reflects what the student will see upon logging into the Self

Service Center. Using the editor, users can customize the design and messaging visible

to the student. Additionally, users can determine whether the tab is visible through the

use of the Display and Do No Display radio buttons.

Applications

The Applications tab includes a full list of all active applications, and permits users to

view and take actions on submitted applications. The user can customize the specific

language for the Public Description. As with the Home tab, the Applications tab can be

toggled between Display and Do Not Display.

Contact Preferences


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The Contact Preferences tab allows the student to view their communication

subscriptions, as well as manage those subscriptions. To prevent students from

inadvertently unsubscribing from all communications, it is important to use varied

publication types. Publication Types can be edited via the Modules section of the Setup

menu.

Change Password

Through the Self Service Center students can manage their password. This tab is always

visible and users can customize the messaging.

Profile

The final component of the Self Service Center configuration is the Profile. The profile

tab includes the common elements from other tabs, such as visibility and messaging

customization; however, the most important element is the selection of visible contact

fields.

For each selected field the user can designate whether it is Editable and Required.

Adding fields can be achieved by simply dragging and dropping from one column to

another.

Once configured, the Self Service Center can be viewed using the URL on the Branding

tab. The Self Service Center cannot be viewed until it has been activated from the

Iteration module.


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Iterations

Iterations are the occurrence of a Program, and applicable actions such as the online

application, capacity, registration cutoff, pricing details, recommenders, requirements,

etc. The creation of an iteration involves the completion of numerous sections, and

Radius walks the user through step-by-step.

To begin the process select the Iterations link located under the Programs tab.

The user is redirected to the Iterations list view. From here, users can view existing

iterations, as well as create New Programs and New Iterations.

Click New Iteration to begin the process.

Step 1: Iteration Information

Iteration Name – The iteration name corresponds to the time for which the

iteration is meant. For example, a common practice is to name the iteration for

the term and year – Fall 2015.

Iteration Owner – The iteration owner defaults to the active user.

Program Name – Users can either begin typing the name of the Program to

generate a list of results, or can search via the magnifying glass icon.


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End Date/Time – This value correlates with the time for which the iteration is

active. For example, if the iteration were meant for the fall term the End Date

would likely correspond with that term’s deadline.

Credits – This is an optional field that can be used if there are credits affiliated

with the iteration and program.

Status – The default value is Active; however, it can be changed if the user is not

quite ready to launch the iteration.

Step 2: Online Application Form

With the exception of the Mail Profile, all of the fields in this section are optional, and

easy to understand. Users should take note of the following fields:

Application Form – The creation of the application form occurs outside of the

iteration setup. Users can either begin typing the name of the Application to

generate a list of results, or can search via the magnifying glass icon.

Enable Self Service Center – This is a simple check box that determines whether

the student will have access to the Self Service Center upon submission of the

application.

Do Not Create New Contacts – Radius will, by default, create new contact

records each time an application or inquiry form are submitted. The iteration

configuration allows the user to override this feature.

Step 3: Invoice and Payment Options


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Application Form Invoice Options – Users have the option for Radius to

generate an invoice upon the submission of the application. This is a required

field. For additional information regarding invoices, see the Invoices section of

this document.

Invoice Type – This is a required field that determines how the system will

generate the invoice

o Individual – A unique invoice for each Registrant in the group

o Group – A single invoice for all Registrants in the group

Step 4: Capacity

The capacity fields are only applicable when the user determines the iteration has a

defined capacity.

Active – To activate the capacity feature, click the box.

Iteration Capacity – This is the number of applications permitted by the

iteration.

Capacity Cutoff Message – This is the visible message for those students

attempting to register after capacity has been reached.

Calculated Registration Levels – This is a drop-down menu that allows the user

to designate the field that will determine capacity has been reached.

Allow Overflow Registrations – For those clients wishing to utilize the capacity

feature, but would rather not reject submissions, overflow registrations can be

permitted.

Overflow Registration Status – Each application received after capacity has

been reached will be given this registration status.

Overflow Registration Message – This is the visible message for those students

who have registered during the overflow period. Step 5: Price & Discount Details


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Part of the iteration configuration involves specifying the price and discounts affiliated

with the iteration. These values can reflect the application fee, or add-on items. To add

items simply provide the item name, description, and cost.

Discount details allow the user to affiliate a previously created discount with the iteration.

It is mandatory to complete the select options field and designate whether discounts will

be presented as either Manual Entry or Radio Buttons.

Step 6: Recommender Settings

The process for adding recommenders to an iteration involves designating the type,

number, and form that will be used.

Add Recommender – Click the icon to create a new line. At this point the line

will become active.

Enable Recommendations – Click the box to enable recommendations for this

iteration.

Recommendation Thank You – Select the desired email template.

Recommendation Invitation – Select the desired email template.

Recommender Type – Click the field to trigger a drop-down including the values

o Guidance Counselor

o Teacher

o Co-Worker

o Friend

o General

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Required Number of Recommendations – Designate the required number of

recommendations for the recommender type. Note, this is directly related with

the type and does not represent the total number required for the application.

Recommender Form – Begin typing in the field, or use the magnifying glass

icon to search for available recommendation forms.

Step 7: Requirements

The addition of requirements can assist the user in developing a complete application

experience. This section is optional, but its robust features can be customized to meet the

unique needs of the institution. Users can add new Requirement Sections and unique

Requirements under each of those sections.

Enable Requirements – By default, the requirement functionality is inactive.

Click the box to utilize requirements.

Registration Status When All Requirement Received – This is a drop-down

and represents the label that is applied when all requirements are received.

Click Add Requirement to begin the process.

The available requirement types are:

General

Upload

Transcript

Recommender

Custom Field

Test Score

Once selected, Radius triggers a pop-up that contains the required elements for the

particular type.

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Each pop-up is similar in nature and includes fields such as:

Deadline

Description

Form Section

Name

Required

Status on Submit

Step 8: Assignment Rules

The final component of the Iteration is the Assignment Rules. Like other parts of the

system, assignment rules can be associated with the active user, or can utilize logic.

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Recommendations

The Radius recommendation module allows the user to manage the various components

of application recommender process. The module is accessible via the Programs tab, and

is part of Radius application and program management.

Step 1: Create New Recommendation

New Recommendation – Click the icon to begin the creation process

Step 2: Recommendation Information

Recommendation Owner – This value defaults to the active user; however, it

can be reassigned to other Radius users

Registration – Begin typing or use the magnifying glass to search for the

identified student registration

Recommended By – It is necessary to identify the contact making the

recommendation. Users can opt to search for contacts via typing or searching

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using the magnifying glass icon. In the event the contact cannot be found, users

can use the green plus icon to create new records.

Recommendation Type – Click the field to trigger a drop-down including the

values

o Guidance Counselor

o Teacher

o Co-Worker

o Friend

o General

Recommendation Form – This is an optional field and allows the user to

designate a specific recommendation form.

Recommendation Status – This is a required field and determines whether the

recommendation is

o Pending

o Received

o In Process

o Declined

Recommendation Form Submitted – This box signifies that the form is

complete and has been submitted to the institution

Received Date – This is optional information that can be added by the user for

record completeness.

Rate the Applicant – This is an optional field that incorporates additional

information regarding the applicant.

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Requirements

The requirements module is a tool that allows the user to easily add received

requirements from applicants. The process for creating new requirements is simple and

can be completed by most users.

To begin the process, click on the New Requirement icon.

Status – This is a required field and determines if the requirement has been:

o Received

o Not Received

o Waived

o Incomplete

Registration – This field is required and determines the specific contact record

for which the requirement should apply. Users can locate active registrations

using the search bar or magnifying glass icon.

Requirement Name – This is a required open-text field and allows the user to

provide a name for the recorded requirement.

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Recommender Forms

The Recommender Form comprises the second part of the Recommender process.

Through this module, users have the ability to create and configure recommender forms,

which are used during the recommendation process.

From this menu users can view existing recommender forms, as well as create new forms

using the New Recommendation Form button. The form creation process consists of four

sections:

Form Information

On Save of the Form

On Submit of the Form

On Cancel of the Form


Name – Provide a unique name for the recommender form. It is best to adhere to

a defined naming convention, which will contribute to the overall organization of

the system.

Status – This is a drop-down that allows for signifying the form is either Active or

Inactive.

Recommender Form Owner – This value defaults to the active user; however,

can be reassigned to any system user.

Description – This field is not required but highly recommended. The use of a

description contributes to the long-term organization of the system.

Requires Login – Use of this option will require the user to login prior to using

the form.

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Step 2: On Save of the Form

Recommenders Status on Save – This is the label given to the recommender

upon saving the form. The status options include:

o Pending

o In Process

o Received

o Declined

Step 3: On Submit of the Form

Recommender Status – This is the label given to the recommender upon

submitting the form. The status options include:

o Pending

o In Process

o Received

o Declined

Form Submission Message – This is an optional field that determines the

message the recommender will receive upon submission of the form.

Return URL – This is the site for which the user will be redirected upon

submission of the form.

Relabel Submit Button – This option provides the user to customize the label of

the submit button.

Step 4: On Cancel of the Form

Recommenders Status on Cancel - This is the label given to the recommender

upon submitting the form. The status options include:

o Pending

o In Process

o Received

o Declined

Return URL on Cancel – This is the site for which the user will be redirected

upon cancellation of the form.

Relabel Cancel Button – This option provides the user to customize the label of

the submit button.


After configuring the form settings, the user is redirected to the Recommender Forms

list view.

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The Action button includes options for:

To continue the creation process select Launch Form

Builder. The form builder tool is a standard tool and is

identical to those found in other areas of the system.

For more information see the Form Builder section of

this manual.

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SALES

S a l e s M o d u l e The Sales tab contains features that support business-to-business sales. This module is

designed for executive education programs in order to manage their business

opportunities in Radius. In other words, the Sales module is developed specifically for

admissions and enrollment professionals in continuing education and graduate programs.

Leads and Opportunities were created to help these types of programs manage their

selling and outreach to businesses and executives. For example, if the user wants to reach

out to a business to help them develop custom courses for employee development, he or

she can manage this process in the Sales tab.

The Sales module allows for the creation of Leads and Opportunities:

Lead – A lead is a person with whom to engage to provide or sell services. This

is not yet a contact in Radius. If the intent is to communicate with this lead,

create them as a contact record.

Opportunities – An opportunity is a record that has been generated once the lead

has been converted. Once the lead is converted to a contact, an opportunity can

be created. Opportunities are directly related to Organizations, hence, the

business-to-business relationship tracking

Leads

As previously mentioned, a Lead is a person with whom to engage with the intention to

provide/sell services. Leads can enter the system via a manual process or via an import.

Manual Lead Entry

Click New Lead within the Sales list view

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Step 1: Lead Creation

Creating a new lead involves completing a series of user-defined fields. To customize

this screen, navigate to:

SetupModulesLeadsEdit Page Layout

Editing a page layout involves arranging fields, and customizing the visible fields

through the use of the Available Field List (located on Page Right).

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Opportunity

An opportunity is a potential sale, or revenue brought in by an existing Contact,

Organization, or Lead Record. When a Lead is converted to an Opportunity, the Lead

Record is converted to a Contact Record and the Lead no long exists. The creation of

opportunities facilitates the tracking of business-to-business sales opportunities.

Manual Opportunity Creation

Similar to Leads, the creation of an Opportunity requires the completion of a set of fields.

Required fields include:

Opportunity Name – All opportunities require a unique name.

Organization Name – Opportunities are directly affiliated with Organizations

and this relationship must be established during the creation process. If the

organization does not yet exist, the green plus icon allows the user to create new

organization.

Closing Date – The goal of maintaining opportunities is to facilitate and enhance

the business process. For this reason, users are required to provide a Closing

Date for the opportunity. This date can be approximate; however, accuracy will

improve the overall effectiveness.

Stage – Each opportunity must be given a stage. This is utilized to classify and

track the progression of the opportunity. Stage values include:

INQUIRIES

I n q u i r y M o d u l e

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The Inquiries module allows the user to effectively collect contact inquiries, add them to

the pipeline, convert them to applicants, and ultimately students. The Inquiry Module

facilitates the creation of inquiry forms, and the ultimate collection of inquiries.

An Inquiry is a question, request or a statement of interest that a constituent may have

for your institution. An Inquiry is a type of Case. The distinction between the two is

that Inquiries are self-generated, meaning a constituent filled out an Inquiry form on the

web. In order to start managing inquires, the user must first create Inquiry Forms.

Inquiries

Create New Inquiry

Click the New Inquiry button to begin the creation process.

The Inquiry creation requires the user to provide pre-defined set of fields. The onscreen

form is unique and customizable. To customize the page layout:

SetupModulesInquiriesEdit Page Layout

Inquiry Form Elements

Subject – All inquiries must have a subject. Hobsons recommends utilizing a

consistent naming convention, which will help maintain system organization.

Primary Contact – All inquiries must be tied to a contact record. Radius

provides the user the ability to search for, and select the primary contact.

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Inquiry Owner – By default, the Inquiry Owner is the active user. Ownership

can be transferred to another user as needed.

Each of these fields is mandatory and is necessary to the creation of the inquiry.

Additional optional fields include:

Status

Source

Organization

Priority

Description

Inquiry Forms

The Inquiry Form Builder assists users by walking through necessary steps for

configuring and building custom inquiry forms. When configured, users have the ability

to control form content, as well as customize the look and feel – thus enhancing the

student experience. To begin the creation process, navigate to:

Inquiries TabInquiry FormsNew Inquiry Form

The configuration of an inquiry form consists of two parts, Form Information and

Assignment Rules. Much of the form information is option, but is recommended.


The following fields comprise the Form Information section of the configuration process:

Name – This is a mandatory field. Each inquiry form requires a name. This

name is used for internal purposes and will not be published to students.


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Inquiry Form Owner – Each form has a form owner. By default, this is the

active user. Ownership can be transferred to another user if desired.

Status – Each inquiry form is given an Active or Inactive

Email Template – This is the template associated with the Inquiry. For example,

if an email is to be sent upon the completion of the form.

Return URL – Upon submission of the form the student is redirected to this site.

Cancel Return URL – Upon cancellation of the form the student is redirected to

this site.

Relabel Submit Button – This gives the user the ability to change the label of the

Submit button. Functionality does not change.

Relabel Cancel Button – This gives the user the ability to change the label of the

Cancel button. Functionality does not change.

Form Submission Message – This is a custom message presented to the student

upon submission of the inquiry form.

Description – This is an optional field that allows the user to include a

description as to the specific use of the form.

Lifecycle Role – This allows the user to designate a lifecycle role for the contact

upon submission of the form.

Lifecycle Stage – This allows the user to designate a lifecycle stage for the

contact upon submission of the form.

Case Priority – The submission of an inquiry form results in the creation of a

Case. Users have the ability to indicate, via the form configuration, the priority of

the new case. Priority includes Low, Medium, High.

Case Status – Along with the Case Priority, each new case is given a status. This

can be set to Open or Closed.

Upon completion of these items, the user is able to proceed to the Assignment Settings.

Step 2: Assignment Settings

The use of Assignment Rules and Assignment Settings contribute to the overall

organization of the system, and are an import factor in developing an effective workflow.


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Assignment settings allow for each incoming inquiry/case to be assigned to a system

user, and can be manually assigned or automatically assigned via an assignment rule.

Step 3: Inquiry Form Builder

Upon saving the form configuration, the user is redirected to a summary of the form

setup.

Users will notice a summary of the selected configuration; as well some additional

features.

Clone – The clone functionality allows the user to make an identical copy of the

form, make changes, and save a new version.

Launch the Form Builder – This feature allows the user to continue the creation

process by launching the builder.

Form Preview – This allows the user to view the created form.

Related Information: Deployed Form Locations


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The Deployed Form Locations provides the user with an overview of the active forms, as

well as the location for which they are used.

Form Information - The form

information section displays the

Inquiry Form URL and gives the

user the ability to view the form’s

source code.

The provided source code can be copied and used in a location(s) of the users choice. It

is provided in both Full HTML or as an iframe.


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EVENTS

E v e n t M o d u l e Event management is one of the most important strategic marketing and communication

tools used by colleges and universities. From Information Sessions to Campus Tours,

institutions create events to help communicate with prospects, students, and alumni. An

event can be any type of session or gathering the user would like constituents to attend.

Events allow the user to manage the registration process, attendees, and the location for

these meetings. Constituents register for these events, thus allowing the user to

communicate with contacts more efficiently.

The Events Tab includes:

Events

The primary purpose of the Event module is to facilitate the creation of new events, and

manage existing ones. The creation process is separated into six sections, which

contribute to the configuration of the new event.

Configuration of an event involves:

Event Profile – This is general information about the event

Scheduling – The date and time of the event

Online Registration – Details regarding registration

Capacity – Details regarding the capacity and overflow of the particular event

Notifications – This allows for the specific email content sent to registrants.

Assignment Rules – This allows the user to designate the owner of newly created

contacts as a result of the registration.


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Radius is structured to allow the user to easily navigate the creation of event content.

Below is a list of form fields, and clarification/considerations for their use.

Event ProfileLocations

o Every event must be affiliated with a location. Users have the option of

searching for existing locations, or create a new one by using the green

plus icon.

Event ProfileCategory

o The category field is not required; however, is an internal field that can

assist users in effectively maintaining data associated with university

events.

Event ProfileHost & Presenter

o These fields are not required, but their use is recommended. A contact in

Radius can be categorized as a host, presenter, or both. As a

host/presenter, they can appear on the public listing of the event.

SchedulingTime

o Note that Radius uses a 24-hour clock. All times must be entered in this

format.

Online RegistrationEvent Form

o To utilize online registration, an event form must be affiliated with the

event setup. To add a form, use the magnifying glass icon, search for the

form, and select.

Online RegistrationAttendee Status

o The Attendee Status field is required and allows the user to designate a

status for those individuals registering for the event. The default Radius

values include Accepted, Rejected, and Under Review. These values can

be changed via SetupModulesAttendeesAttendee Status.

Notifications

o The notifications functionality provides the user the ability to create

communications to be used during the duration of the event. Users are

required to provide the Email Template, as well as a schedule for which

Radius will send the communication. By default, three communications

will be present – Registration Confirmation, Did Not Respond, and

Reminder for Registered. Users can add to this list at their discretion.

To add to the list, use the Add Notification button. This will trigger a pop-

up


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The final part of the creation process involves configuring Assignment Settings. This is

common to many parts of the system and functions identically.

Once an event has been created, the user can focus on the promotion and management of

the event. The events module presents the user with a set of standard list views, which

allows the user to quickly transition between:

Events in Progress

All Events

Completed Events

Future Events

The All Events option is good option for new users, looking to familiarize themselves

with the Events module. In an active system, the All Events option would yield:


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All events can be managed through the list view. Entering an event displays an overview

of the configuration, as well as related information for the event. Related information

includes:

Appointments

Attachments

Attendees

Campaigns

Tasks

From this menu the user can manage these various components.

Attendees

Attendees are individuals who register for an event. While they might not have yet

attended the event, it is possible to access their record via the Attendees module. Like

other areas of Radius, the Attendees module includes standard list views, as well as the

ability to create custom views.

Attendees can be imported into Radius, or created manually. The manual creation

process is simple and requires the user to complete a series of five fields.

These required fields include:

Contact Name

Event Name

Attendee Status

Attendee Owner


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Targets

Targets are created lists of contacts that assist the user in effectively communicating with

prospective students. There are two types of targets – Static & Dynamic.

Static Target

A Static Target is a fixed list of Contacts that is defined by the user. As the name

suggests, this list must be managed by the user and will not change as new contact

records enter the system.

The user has access to this feature throughout the system and can add records as needed.

To add a contact record to a Static Target:

1. Select the contact record(s).


2. Use the search field to find existing Targets, or click the green plus icon to create

a Target

3. Click Add to complete the process.

Additionally, this process can be completed via the Targets module by clicking New

Target and selecting the Static target type.

Dynamic Target


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A Dynamic Target is a list of records that changes based on the defined query logic. For

example, a dynamic target list might only be concerned with students who have self-

identified themselves as a first generation student. Once this data is collected, the student

will automatically be added to the created target list.

Created targets can be utilized for marketing and event communications, as well as

reporting features.

Event Communications

The Event Communication module provides the user a single location to assess the

active, scheduled, and archived communication for Radius events. Users have the ability

to create custom list views, mass update, and export via this interface.

Locations

The Locations module is important in the creation and management of Radius events.

All events in Radius must be assigned to a location. Effective location management

contributes to the overall organizational health of the Radius system.

Locations are customizable and only require a Name, Owner, and Status.


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While the creation process only includes three required fields, Hobsons recommends

users are comprehensive in the completion of the form.

Event Forms

Event Forms can be created and posted on the institution’s website where constituents

can register for an Event. Using the form builder, users can customize content, as well as

the look and feel of the form.

To create a new event form, click the New Event Form icon.

The creation process requires the user to (at minimum) provide a form name. It is

recommended that all fields be completed. This practice will contribute to the long-term

system organization, and will enhance the student experience.

After completing the fields, click Save to continue the process.

Reentering the form configuration page will yield additional options

It is from here the user can access the Form Builder. This is the tool that is utilized to

create the visible form used by the student.

Additionally, users have additional options under the Related information button.

These options include:


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0 Appointments

®1 Attachments

Deployed Form Locations

WI Events •

I!J Tasks


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MARKETING

M a r k e t i n g M o d u l e The Marketing module gives users the tools to create and track marketing campaigns—

including direct mail, email, and phone calls—to prospective students, current students,

employers, and alumni. The purpose behind an email campaign is to reach out and

communicate to a specific population with a specific message.

The Marketing module allows users to:

Build Targets based on demographic data.

Create email templates for consistent communications and messaging.

Build and test sample campaigns on a subset of customer data.

Store and reuse content from previous marketing campaigns.

See who has viewed a particular campaign and who has clicked embedded links.

Send follow-up campaigns based on who has and who hasn’t viewed campaigns.

Campaigns

Campaigns provide the ability to send a one-time mass email to an identified target

list. The role of campaigns is to promote a single message or cause, and evaluate its

effectiveness. Creating a campaign is simple and requires the user follow a defined step-

by-step process.

Step 1: The Campaign Profile

The Campaign Profile includes the necessary details needed for creating a new campaign.

* Campaign Name – All campaigns require a unique name that is used to

identify it in Radius. It is a best practice to utilize an established naming

convention when selecting a campaign name.


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Type – The type field labels the campaign as being either Direct or Indirect.

Channel – The channel is an optional field that allows the user to identify the

campaign as being Email, Direct Mail, or Marketing.

Status – The initial status of the campaign is Planned until the user saves and

continues the creation process.

Approval Status – This is an optional field that allows the campaign to be

marked as Approved, Under Review, or Submitted. This is a useful tool in

situations where there are multiple levels of approval prior to launching the

campaign.

* Publication Type – The publication type is required and identifies the group to

whom the campaign is targeted. These groups include Alumni, Current Students,

Graduate Students, Undergraduate Student, and General.

Step 2: Campaign Goals

The Campaign Goals section is completely optional, and provides the user the

opportunity to further define the details of the campaign.

Click Save to continue the process. Once saved, Radius will refresh and present the user

with additional tabs.

Select Target List

All campaigns must have an associated target list. The target list determines the group

for which the communication will be delivered. The process for creating a target is

consistent with the functionality found in other areas of Radius.


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IMPORTANT – Click Save this Tab prior to proceeding to the next step. Failure to

save the tab will result in losing any created content.

View & Edit Message

The message is the core component of the Campaign. Users are offered the option of

utilizing a previously created email, or creating a new communication.

Along with the identifying information, users can select whether the

communication will be sent to the default or alternative address.

Users wishing to utilize a previously created template can use the Email Template

drop-down to select the communication.

When complete, click Save This Tab to proceed to the next step.

Preview and Test

This tab gives the user the ability to view their content, and verify its correctness prior to

distribution. This is a step that should not be overlooked.


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Schedule

Users must indicate a schedule for which the campaign will be launched. Radius offers

three options for scheduling:

Launch Now

Schedule Later

Start Date & Time

If selected, Launch Now will immediately begin the campaign. Schedule Later causes

Radius to save the Campaign settings, but will hold the campaign for a later date.

Finally, scheduling a Start Date & Time will prompt Radius to hold the campaign until

the specified date and time.

Once launched, campaigns will automatically begin to collect data associated with the

communication. Campaigns can be viewed via the Campaigns list view.


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Exclusions

Exclusions are Targets that contain a list of records that should be excluded from email

campaigns. By default, the system keeps track of all Contacts that have previously opted

out of email through the Email Opt-out Exclusion. Contacts that have opted out using the

“No Campaign Mail" option will no longer release any emails. Users can create their own

custom Exclusion lists to help further clarify who should and who shouldn't receive a

particular email.

The process for creating an Exclusion requires the user to provide identifying

information, and define the criteria for which contacts will be excluded.

The Exclusions Builder functions similarly to the

Criteria Builder. Users can look-up existing target lists

by clicking the target icon. Clicking the icon triggers a

pop-up menu.

Simply select the appropriate target list and save.


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CASES

C a s e s M o d u l e Cases are designed to keep a record of any/all interactions that a contact has with the

institution (outside of applications and event registrations). A Case is automatically

created when someone fills out an inquiry form over the web or when an inbound email is

received. The user can also manually create a Case for a contact, which is helpful for

phone or face-to-face interactions.

For example, if an admissions counselor has a phone conversation with a prospective

student, the admissions officer would create a case related to the student to document the

conversation. Within the Case, users can assign a status, a priority, and even change

the Case Owner for given interactions. A user may also create and assign Tasks related to

the Case to signal that further follow-up is needed. As further communication takes place

related to the Case, a thread of messages will be created to track the interaction history to

allow users to easily catch up on the correspondence between your institution and the

contact.

Clicking on the Case Module button in the toolbar will cause a drop-down to appear that

will include the Cases button. Clicking on this will take the user to the Cases List View.

Depending on the list view configuration, the user will see a variety of fields related to

each Case. Clicking on the Case ID or Case Subject will allow access to the specific case

itself. Within each Case, again depending on your institutions Cases page layout, you will

see a information about that particular Case, typically including the Subject, Type, Status,

Source, and Priority.

The user will also see any messages or comments regarding a given Case at the bottom of

the layout. Within each Case, the user has the ability to add or respond to messages, add

comments, and create Tasks or Appointments. At the top right-hand corner of the Case,

clicking on the Related Information drop-down allows the user to open tabs to display

any related Tasks, Appointments, or Attachments.


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The Cases list view provides the user with an overview of cases, as defined by the list

view configuration. Clicking on the Case ID, or Case Subject will open the existing case.

Cases

Creating a New Case

The process for creating a new case is simple and requires the user to provide Radius

with information and reason for the case.

The page layout can be customized via the Setup menu.

SetupModulesCasesEdit Page Layout. From this menu the user can alter the

view to ensure it can collect the desired information.


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To begin the creation process, click the New Case button atop the screen.

Complete the required fields.

When entering the Primary

Contact, Radius allows the user

to search for existing contacts by

typing into the field; however,

for new contacts, the green plus

icon can be used to add a

contact. Clicking the green icon will trigger a pop-up. A new contact can be created by

providing a First Name, Last Name, and Email address.

Since the layout can be customized there are no fields that are standard. However, the

following fields should be categorized as being important in the creation of a new case.

Status – By default this field includes values of Open and Closed. Users can

customize this list via the Setup menu. SetupModulesCasesField List.

Source – The Source field allows the user to track “how” the case was created, or

from where it was created. By default this field includes the values, Phone,

Email, Web, Fax, and Chat. This is a customizable field.

Priority – The Priority field is important because it contributes to workflow by

assisting users in determining which cases should be immediately addressed. This

field is customizable and can be accesses via the Setup menu. It includes values of

Low, Medium, and High.

Inquiry Categories – Radius provides users the option of categorizing each new

Case. Through categorization, users can determine the “Type of Inquiry.”

Description – Likely the most important element of the new case is the

description. This is an open field that allows the user to include all comments and

details relevant to the case.

Complete the desired fields and click Save to continue.

Saving refreshes the screen and provides users with an overview of the newly created

case.


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The created case presents the user with additional information. This includes:

A Case ID

A section for Case Messages

From this screen the user can manage all aspects of the created case.

Case Messages

The Case Message is a tool that can be utilized in the management of Radius cases, and

assists in the handling of all created cases. Case messages can be generated through the

Cases tab, and directly within the case view. Regardless as to where they are created, the

case message is an integral part of case management.

Case message creation via the Cases Tab


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Case message creation via the Case view

Create New Case Message

To begin the creation process, click the Create Case Message button.

Each new case message consists of the following components:

Contact – Case messages should be associated with a contact in Radius. The user

can search for existing contacts or add new contacts using this field.

Case Subject – The Case Subject field directly relates to an established Radius

case. The open field provides users the ability to search for cases. Once a

Contact is selected the Case Subject field becomes active.

Sent by – This field defaults to the active user; however, can be reassigned if

needed.

Message Type – Case messages are labeled as Incoming, Outgoing, or Internal.

This field can be edited via the Setup menu. SetupModulesCase

MessagesMessage Type

Case Message Owner – This value defaults to the active user. It can be

reassigned to other users as needed.


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Sent Date – Radius utilize a 24-hour format.

Case Message Subject – This is an open text field. While the message subject is

not restricted, it is a best practice to utilize a consistent naming convention.

Message Content – Case messages are created using the Radius content editor.

The editor incorporates a common set of editing tools found in programs such as

Microsoft Word and Google Docs.

Once created, click Save to complete the process.

Upon saving a case message the user is presented with additional functionality. This

functionality includes the ability to Send Email, and Create Attachments.

When clicked, the Send Email functionality will trigger a pop-up. Users are then

provided an efficient method for sending an email to the contact. Email created with this

method automatically becomes part of the original case.

In addition to sending emails, users can attach files to a case message. Radius maintains

a log of all files and generates a history


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To create an attachment:

Enter the Case Record

Click Create Attachment, located in the menu on the right

Clicking the link refreshes the screen, and provides the user with:

Select the file to be uploaded

Provide a description of the file

Confirm the Case for which the attachment will be held

Attachments can be affiliated with multiple modules within Radius. The process for

attaching files is the same throughout Radius.


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ANALYTICS

A n a l y t i c s The Analytics functionality allows user to better understand system data, and make

informed decisions based on the available data. This module allows for the generation of

reports, and the creation of dashboards.

Dashboards

Dashboards are a pictorial representation of data, which gives a real-time snapshot of an

organization's key metrics. On a single screen, the user can see comparisons, patterns,

and trends in prospect-related data.

Radius users are presented with Dashboards for Cases, Campaigns, Contacts, and

Lifecycles. Below is a description of each of these dashboards.

Dashboard Description

Cases The Cases Dashboard provides a year-over-year breakdown of Cases by

Status, Top Cases Owners and Messages.

Campaigns

The Campaigns Dashboard provides Campaign effectiveness by showing

the Top URL Visits across Campaigns, and the Top Campaigns by Emails

Sent/Viewed

Contacts

The Contacts Dashboard provides a year-over-year breakdown of Contacts

based on Contact Owners, Contact Sources and their most recently attended

institution.

Lifecycles The Lifecycles Dashboard provides a year-over-year breakdown

of Lifecycles by Role/Stage and the Top Lifecycle Owners.

These Dashboards provide users with an efficient method for accessing data already in

Radius. Users can expect to encounter the following features:


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1. When placing the cursor over a selected report, and double-clicking the mouse,

Radius will toggle between the Dashboard and a full-screen view of the selected

report.

2. When clicking the word Filters, Radius will display the filters used to generate

the selected report.

3. Clicking on the Actions drop-down will display additional options.

4. Users have the option of populating the report data in a variety of

formats. Selecting a format automatically repopulates the data and displays it

onscreen.

5. Users have the option of visualizing data in the following formats

Table Bar Pie Chord Chart Cross Filter

Column Stacked Bar Sunburst Packed Circle Parallel Coordinates

Stacked Column 100% Stacked Bar Scatter Tree Map Trellis

100% Stacked

Column

Line

Heat Grid

Funnel Cloud

Calendar

Column-Line

Combo

Area

Geo Map

Tag Cloud

Index Chart

6. Radius Analytics provides Users with the ability to Export their report in both

PDF and Excel formats.

Reports

Analytics provides the user with a variety of standard reports in the Radius system. The

reporting tool shares the same functionality as dashboards, but allows users the ability to

access view a single report on screen. All reports present the users with a year-over-year

breakdown of the identified data points for the current and previous 2 fiscal

years. Selecting Reports from the Analytics tab allows access to:

Name Description

Cases: Case by Status Cases by Cases Status based on created date

Cases: Top Case Owners Cases by the Top 10 Case Owners based on created

date

Cases: Message by Type

Channel

Messages by Type and Channel based on created date

Cases: Message by Source Messages by Source based on created date

Campaigns: Top Url Visits Top URL visits based on created date


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Name Description

Campaigns: Top Campaigns by

Emails Sent

Top Campaigns by Emails Sent based on created date

Campaigns: Top Campaigns for

Emails Viewed

Top Campaigns by Emails Viewed based on created

date

Campaigns: Top Campaigns by

Interactions

Top Campaigns by interactions with links in the

campaigns based on created date

Contacts: Top 5 Attended

Schools

Top 5 Attended Schools based on most recent

education record based on created date

Contacts: Contacts by Primary

Role Stage

Contacts by their Primary Role and Stage based on

created date

Contacts: Top Contact Owners Top Contact Owners based on created date

Lifecycles: Lifecycle Roles and

Stages

Lifecycle Roles and Lifecycle Stages based on created

date

Lifecycles: Lifecycle Roles and

Stages Grid

Lifecycle Roles and Lifecycle Stages in a table grid

based on created date

Lifecycles: Top Lifecycle

Owners

Top Lifecycle Owners based on created date


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RADIUS SETUP

Rad iu s S et u p F u n ct ion alit y

S e t u p O p t i o n s Within the Radius setup portion of the system the user has the ability to manage various

sub-modules and system workflow. These sub modules include:

Personal Settings Allows the User to edit individual account settings

Users & Permissions Allows for the management of system security and the creation of new users

Organization Settings Allows for the management of search settings, mailboxes, organization details, etc.

Import Tools Allows the user to view the system import history

Tab Settings Allows for the renaming and organization of module tabs

Workflow Settings Allows for the organization of workflow alerts, rules, & tasks

This document provides an overview of the sub modules, outlines the functionality, and

offers how-to instructions for effective usage of the system feature. It is important to

note that the information included in this appendix is most relevant for administrative

users. However, general users are encouraged to read this document in order to provide a

well-rounded understanding of the Radius system.


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P e r s o n a l S e t t i n g s Within this section of the Setup menu the user is provided with options regarding the

management of individual user accounts. These settings are applicable to both general

and administrative users.

Account Information

For users who need to edit or view demographic data pertaining to their user account, the

Account Information screen provides access to the necessary functionality needed for

managing user data. From this screen the user is presented with the following options:

User Information

Address Information

Locale Information

Mail Profile

The viewable data on this screen represents the relevant demographic information related

to the particular user. Users with the necessary permissions are provided with the ability

to edit their information.

Edit Account Information

There are multiple methods for editing information found on the Account Information

screen. The same information can be edited regardless of the method utilized.

Located in the upper left corner of the screen, the Edit icon is the most direct method for

editing User Information. Click the link to unlock those fields that can be

edited. Once the desired changes have been made, click the save icon

to complete the action.

The inline edit icon is visible for all editable fields. Clicking the icon allows the user to

make the desired edits. Once the changes have been made, click the save

icon to complete the action.

Administrators and those users granted the appropriate permissions have access to clone

account information. Details regarding this process are outlined in the Users &

Permissions section of this document.

Change a User Password


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Changing a user password requires three pieces of information, the Old Password, New

Password, Retype New Password.

Create User Email Signature

Each Radius user has the ability to create an email signature. The system editor allows

the user to create a customized signature. Detailed instructions regarding the use of the

content editor can be found in the Email Templates portion of the User Manual.

U s e r s & P e r mi s s i o n s Within this section of the Setup menu the user is provided with options regarding the

management of system security, user accounts, and system privileges. These settings are

applicable to the administrative user.

Data Sharing Settings To assist administrators in effectively managing the system security settings, Radius

provides administrators with the ability to set default sharing rules for all modules and

permissions for the institution.

Institutional Default Permissions

Each of the various modules in Radius can be edited individually. By clicking the Edit

link to the right of the module name the user is presented with a drop-down menu.

Administrative users also have the access to setting default module permissions for the

entire system. Selecting this option presents the user with an easy-to-use interface.


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Field Level Security The ability to set field level security in Radius requires the user to select both a Profile

and Module List. The combination of these two elements generates a detailed list of the

fields associated with the module. Each profile is granted full access to all fields in

Radius unless otherwise specified by an administrative user.

The user has the option of defining each field’s:

Visibility This determines whether the selected field is visible to users assigned to a specific profile

Read-Only For users with the ability to view a particular field, the read-only access toggles the ability to edit data.

Groups

Groups provide the Radius administrator with the ability to manage multiple users in an

effective manner. Once created, users can be assigned to the group. A group defines

“Who is the user affiliated with?”

Creating a Group

Step 1: Determine a group Name and Description

The group name is a required field and must be supplied. Following the group name the

administrator user is provided the option to include a Group Description. While

providing a description is not required, it is recommended that one is included.

Step 2: Select the Group Source Type

The group source type determines the users who will be affiliated with the newly created

group. Users have the option of selecting:


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Groups Previously created groups can be selected as a source. It should be noted that the configuration of the source group directly influences the configuration of the newly

created group.

Roles All created roles can be used as the source for the new group. All users assigned to the particular role are included in the newly created group.

Roles and Subordinates Like Roles, this source option includes all users assigned to the particular role. Additionally, any subordinate affiliated with the primary role will be included in the

selection.

Users The final source type is the User. This type allows the administrator to select individual users to add to the group.

Profiles

Profiles allow the administrative user the ability to manage module-level permissions for

system users. It is at this level that the administrator is defining “What can the user do?”

Creating a Profile

Step 1: Create a new profile or edit an existing profile

Upon selecting the Profiles tab, the user is prompted to create or edit a profile.

Step 2: New Profile

Create a Profile Name.

Select Cloned Profile. The cloned configuration establishes the foundation for

the newly created profile.

Create a Profile Description. While this field is not required, it is recommended

the user provide a brief description of the profile’s configuration and intended

use.


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Step 3: Edit an existing profile The Administrator and Standard profiles are inherent to the system and cannot be deleted

or renamed; however, the user can choose to edit the existing configuration. To edit a

profile the user should follow these steps:

Click the Edit link – located to the left of the Profile Name

Upon entering the edit screen the user is presented with six categories of

permissions that can be assigned to the profile.

Each category presents the user with a variety

of options that allow for the customization of

profile permissions. Using a simple checkbox

format, the administrator can select those

permissions that are available to the user.

Module-level Permissions

Permission Categories

Module-Level

Reports & Dashboards

Import

Export

Admin

General

In the creation of a customized Radius profile, the user is first presented with the Module-

level permissions section. This section provides the ability to determine access to the

Radius modules and sub-modules.

Entity

o This listing includes the available modules and sub-modules permissions from

which the administrative user can customize.

View

o When selected, all users assigned to the profile are permitted to view data

associated with the entity.

Create

o When selected, all users assigned to the profile are permitted to create records


Edit

o When selected, all users assigned to the profile are permitted to edit records



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Mass Update

o When selected, all users assigned to the profile are permitted to mass update

data points associated with the entity.

Delete

o When selected, all users assigned to the profile are permitted to delete records


Mass Delete

o When selected, all users assigned to the profile are permitted to mass delete

records associated with the entity.

Mass Email

o When selected, all users assigned to the profile are permitted to queue emails

en masse.

Reports and Dashboards Permissions

The second component of the profile customization is the configuration of permissions

pertaining to the generation of reports and dashboards. Administrative users can grant

users the ability to manage Reports and Dashboards, as well as schedule the delivery of

created reports.

Import Permissions

The third component of the profile customization is the configuration of permissions

pertaining to import functionality. Users who are granted these permissions have the

ability to import data into the various Radius modules.

Export Permissions

The fourth component of the profile customization is the configuration of permissions

pertaining to the export functionality. Users who are granted these permissions have the

ability to export data from the various Radius modules.

Admin Permissions

The fifth component of the profile customization is the configuration of permissions

pertaining to administrative functionality in Radius.


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General Permissions

The final component of the profile customization is the configuration of permissions

affiliated with multiple Radius modules.

Roles

Roles provide structure and organization of new user accounts, and allows for the

duplication of the Organization-wide hierarchy. For this reason, each newly created

account must be assigned a single user role. It is at this level that the administrator is

defining “Who is the user?”

Creating a New Role

The Roles page presents the user with an overview of existing roles, as well as the

defined hierarchy. Upon viewing the page the user is presented with two options for

viewing the available roles.

Option 1

Tenant Name

President

Manager

Custom Role 1

Custom Role 2


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Option 2 Clicking the chart view icon displays the list of roles in an organizational chart format.

President*

Manager

Advisor Admin

Student Worker

The President role is inherent to the system and cannot be deleted

Create a Role

Step 1: Click the New Role Icon

Step 2: Role Details

Designate a Role Name. The Role Name is a required field. Users should carefully

consider utilizing standard naming conventions prior to naming each role. It is a best

practice to utilize names that correlate with the various institutional positions. Ex.

Student Worker, Admissions Counselor, Assistant Director, etc.

Identify who the role will Report To. This is not a required field; however, use of this

feature provides the user with the ability to build organizational hierarchies in the

Radius system. There are two icons to the right of the field. The first launches a pop-

up listing all previously created roles.

Determine if the new role can Share Data with Peers. When this box is selected all

users assigned to this role will have the ability to view data with other users within

the system.

Provide a Description of the role. Adding a description to the role allows for long-

term organization of the system.

Click Save.


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Edit a Role

Step 1: Click an Existing Role

There are two methods for editing an existing role. The first option is to click on

the name of the role; however, Radius provides the user with an additional

method.

Place the cursor over the Role name. While hovering above the name a series of

three icons will appear.

[Insert Icon] – This allows the user to Create a Subordinate Role.

[Insert Icon] – This allows the user to Edit the selected role.

[Insert Icon] – This allows the user to delete the selected role. Only user created

roles can be deleted from the system. This excludes the President role.

Once the desired method is selected the user is presented with an overview of the

identified role. From this screen the user can Create a New User, Edit the Role,

or Return to the Roles List.

Click on the Edit icon. The user is presented with the same screen as encountered

in the role creation process. See instructions in the above section.

Security Settings

There are a variety of settings that contribute to the overall security of the Radius system.

It is the combination of these settings that ensure institutional data is protected from

misuse. Within the Security Settings section the user can customize the number of

invalid logins before the user is locked out of the system. Once locked out it is necessary

for an administrator to unlock the account by resetting the user’s password.

Users

The creation of new users is a task that must be manually performed and is the

responsibility of an administrative user. While the process is not difficult, it is important

to give attention to the required fields.


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Create a New User

Step 1: Click the New User icon

The creation of a new user consists of completing five clearly labeled sections, User

Information, Address Information, Locale Information, Password Protection, and

Mail Profile.

Many of the fields presented to the user are self-explanatory; however, the

administrator should take note of the following items:

o Role – This field references all previously created roles in the Radius system.

Using a simple drop-down menu, the administrator must select a role for the

new user.

o Radius Id – Along with the user password, this is the second component of

the user’s credentials.

BEST PRACTICE: The Radius Id serves as

the username for accessing the system. It

is recommended a consistent naming

convention be utilized for all new users.

A best practice is to use the user’s email

address.

o Profile – Like the Role, it is necessary to assign a Profile to the new user

account. Select the appropriate Profile using the drop down menu.

o Password Hint – It is necessary for the administrative user to select both a

password hint and answer. The new user has the ability to change this

information but it is recommended the initial setting be recognizable to the

user.

o Friendly Name – This is the name that will appear in all Email

communications sent by the user.

Step 2: Click Save


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The List View

The Radius system was built upon the idea that data should work for the user instead of

the user working for the data. It is for this reason that Radius was built upon list view

functionality.

A detailed explanation of the List View functionality can be found in the

Navigating Radius section of this document.

Clicking on the Users link provides a List View of all users in the Radius system. Prior

to customization, the List View includes:

# User

Name Role Profile User

Status Company Radius Id Created Time Last Login

Time Action

1 FN & LN President Admin Tenant Name

Email DD/MM/YYYY DD/MM/YYYY

Users are able to sort each of the columns using drag & drop functionality. Additionally,

the viewable columns can be customized using the Add/Remove Columns feature.

Add/Remove Columns – Adding and removing columns is a simple process that

consists of:

o Using the drop-down menu, select the Module that will serve as the source of

the fields.

o Click the corresponding box to select/deselect the field.

Other features available via the Setup module include:

Export List of Users – Using the Export functionality, the user has the option of

exporting a list of selected users from Radius. The export takes the form of the

list view and can be formatted as an Excel, CSV, or PDF format.

Search for Users – It is possible for a user to search the list using any of the

selected column fields. Located on the right portion of the screen are a search

field and a corresponding drop-down list. By default every search encompasses

the data from all columns; however, deselecting the appropriate boxes can

customize this search.


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O r g a n i z a t i o n S e t t i n g s Within this section of the Setup menu the user is provided with options regarding the

management of settings related to the organization’s Radius tenant. These settings are

applicable to the administrative user.

Configure Search Settings Radius features a Global Search option that allows users the ability to conduct a search

without entering the specific module. This functionality is not meant to replace the

module-level search; instead it provides convenient access to data that is often

referenced.

Customize Form Field Lists

The user has the option of customizing the searchable fields for each of the modules

within Radius.

A maximum of 6 fields can be searched using the global search option.

Step 1: Select the Desired Module

Using the drop down list, choose the module that will provide the list of available

searchable fields. Available modules include:

Application Forms

Appointments

Attendees

Campaigns

Cases

Contacts

Discounts

Email Templates

Event Forms

Events

Exclusions

Inquiries

Inquiry Forms

Invoices

Iteration Recommenders

Iterations

Leads

Lifecycles

Locations

Opportunities

Organizations

Payments Programs

Recommendations

Recommender Forms

Registrations

Requirements

Sites

Targets

Tasks

Test Score Values

User Notifications

Views

Step 2: Make Selection(s)


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Click the Edit icon located above the list of fields. The list of red X’s will change to

clickable boxes after clicking the icon.

Create Mail Profiles

Radius allows for the creation of multiple Mail Profiles, which are used in a variety of

locations throughout the system. Through the use of mail profiles, users can configure

settings that will be utilized when sending messages from the system.

Create a New Mail Profile

Mail profile creation consists of three sections, Properties, Profile Address, and

Accessibility Details.

Properties

Friendly Name: This is a required field that determines the name that is visible to

recipients.

From Address: This is a required field that determines the email address that is

visible to the recipient(s).

Reply-To Address: This is a required field that determines the address for which

all replies are directed.

Mailbox: By default this option is set to System Mailbox. User-created

mailboxes can be selected. The decision to select an alternative mailbox will

depend upon the user’s strategic utilization of Radius mailboxes.

Active: Users have the ability to delete mail profiles; however, in the event that

the profile should no longer be used, the profile can be made inactive.

Profile Address


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Within this section the user is required to provide Radius with address information. The

client’s business address is often provided.

Accessibility Details

There are three distinct options regarding the accessibility of created mail profiles. Users

can selected from the following:

No restrictions – all users can view the mail profile

Restricted – only the user can view the created profile

Selected access – identified users can view the created profile

Mailboxes

Mailboxes allow users to utilize an external email account to facilitate the creation of

contact records and cases within the Radius system.

Scenario

As part of the recruiting effort at Hobsons University the Admissions Office maintains a

dedicated email address for the collection of prospective student inquiries. When a

prospective student sends an email to the designated address the inquiry is received by

both the inbox and Radius. Once received, Radius will create a new Contact Record

(based on the sender’s email address), as well as generate a Case within the system.

Create a New Mailbox

Step 1: Click on New Mailbox

The New Mailbox button can be found on the left side of the user interface.

Step 2: Mailbox Information

It is required that each mailbox be provided a Name. The selected name is for

internal purposes only and will be used for system organization. While it is not

required, it is a best practice to provide a short description as well.

Purpose – This field is also required and helps determine if the newly created

account will function as an Incoming & Outgoing, or simply an Outgoing

mailbox.


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Send / Receive Duration – This value determines the amount of time between

sending/receiving mail. By default, this value is 5 minutes.

Step 3: Outgoing Mail Server Information

The information required for this section corresponds with email address linked to

Radius. Server information is specific to the email client, and typically can be found

under the user account settings.

Reply E-mail Address – This is the full email address of the selected account.

For example, a user who intends to link a Gmail account would enter

[email protected].

SMTP Mail Server / IP Address – This information is specific to the selected

email account. Typically this information is accessible via the account settings.

Below is a table of settings for commonly used email clients.

Email Client Outgoing Server

Gmail smtp.gmail.com

Outlook.com (formerly Hotmail) smtp-mail.outlook.com

Yahoo smtp.mail.yahoo.com

Port – Like the SMTP Mail Server, the Port is unique to the email client and

typically can be found within the email account settings.

Additional Fields – Along with these required fields, the user should indicate

whether the email address requires Authentication, the account is SSL Enabled,

and most importantly provide the account’s Username and Password.

Step 4: Incoming Mail Server Information

The information required for this section corresponds with the email address linked to

Radius. Unlike the Outgoing Mail Server, the Incoming Mail Server Settings are only

necessary if the User has indicated that the account will be used for both Incoming &

Outgoing.

Radius supports both POP3 and IMAP server types and it is the user’s decision as to

which of these server types to utilize.

Step 5: Assignment Settings

The configuration of a Mailbox allows the user to integrate Assignment Settings to

enhance workflow and efficiency. The configuration of Assignment Settings requires the

user to determine the following for both Contacts and Cases:

mailto:[email protected]

mailto:[email protected]


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Select a User or Select an Assignment Rule

The User for which the newly created Contact or Case will be assigned

Finally, the user can configure Radius to send an Auto Acknowledgement email. This is

not required; however, its usage is recommended.

Organization Details

The Organization Details link directs users to a summary of the institution’s details

captured by Radius. Users with the appropriate permissions have the ability to edit these

fields. An Edit button can be found at bottom-center, and upon being clicked will unlock

each field – with exception of Company Name.

Payment Gateway Settings

Radius supports numerous payment gateways to ensure the institution can fully integrate

Radius into existing systems. The Radius configuration of a Payment Gateway is

dependent upon the selected institutions selected provider. Radius currently supports the

following payment gateway providers:

PayPal

Payflow

YourPay

CyberSource

CyberSource Secure Acceptance

TouchNet

Authorize.net

Custom

SallieMae

QuickPAY

CASHNet

ACIOfficial

PointNPay

To facilitate the setup of each these payment gateways, Radius triggers a pop-up that

informs the user of the specific details needed for a successful configuration.

Payment Gateway Transaction Log


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The Payment Gateway Transaction Log allows users to easily view a comprehensive

transaction log and can be viewed in a List, Chart, or Summacy fonnat. Users can

customize the order and visibility ofthe displayed columns.

ADD/REMOVE COLUMNS

Module:

IPaymentTransact onLog 61

Avail able Columns ISearch 181 Selected Columns

- nv-oioe N_um_b_e_r:========= • PaymentTransactionLog

Payment Amount Invoioe Number

Payment Date Payment Number

Payment Gateway Name Success

Payment Gateway Type Payment Date

Payment Number Payment Amount

Re.f ID Payment Gateway Name

Response Code Payment Gateway Type

Response Message Re.f ID

success Transaction ID

Transaction JD Response Code

Response Message

CANCEL


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Recycle Bin

The Recycle Bin is a collection of all deleted records in Radius

Like any trash receptacle it should be emptied on a regular basis

A record placed within the Recycle Bin is categorized as a soft delete, signifying

it is marked for deletion.

While in the Recycle Bin a record can be restored

Upon emptying the Recycle Bin all records marked for deletion will be labeled as

a hard delete and will no longer be restorable.

Contact records within the Recycle Bin are still unique records and will be

considered in the unique email address check.

The deletion/restoration of records is a manual process and cannot be automated

The Recycle Bin is a view of all deleted records in Radius, and does not display

“My Deleted Records”

When a user deletes a Contact Record all directly associated records are deleted

as well (ex. Cases, Experience, Registrations, etc.)

Emptying the Recycle Bin

Step 1: Click the Actions Menu/Delete, Restore, Empty

Under the Actions menu the user has the option to Delete, Restore, or Empty.

The Empty action applies to the entire Recycle Bin and should not be used unless a data

purge is desired. Upon selecting Empty the user is presented with:

When utilizing the Empty action it is not necessary to select all items the bin, instead,

Radius automatically includes all records.


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Individual, or groups of records can be purged using the Delete action. To delete a record

simply check the box (or boxes) of the affiliated record. Once the records are selected

click Delete in the Actions menu.

It is also possible to Restore records and remove them from the Recycle Bin. Using the

same process outlined in Deleting records, simply select the records and execute the

Restore action.

R a d i u s W e b S e r v i c e s

Summary

Hobsons is excited to offer native Web Services capabilities for Radius. This feature

gives Radius clients the ability to customize and launch a myriad of data transfers with

Radius by utilizing the Web Service API methods documented within.

Clients will need staff on hand with Information Technology (IT) capabilities to utilize

the API methods made available via Web Services. The detailed documentation that

follows provides your IT staff with the appropriate information and guidelines for

implementing the Radius Web Services.

Please keep in mind that you may have data transfer and integration needs where Web

Services may not be the best fit. These include scenarios such as transferring Personally

Identifiable Information, complex Student Information System integrations, batch file

transfers, data transformations, etc.

What is a Web Service?

At its most fundamental level, a web service is a mode of communication that facilitates

the interaction of two machines over a network. In a web services transaction there are

two essential parties, the service requester and the service provider.

Call

Service Requester Payload

Service Provider

This illustration depicts the transfer of data between the Service Requester and the

Service Provider. In this transaction the service requester places a Call to the service


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provider. Upon submitting a successful call, the service provider will return the Payload.

Radius serves as the service provider in this transaction and can accept Web Service

requests from numerous types of service requesters, such as a Student Information

System or lead generation service. Regardless of the specific requester, the setup and use

processes remain the same.

The Components of a Web Service

There are few elements to a web service; however, these elements are essential for

executing a successful transmission of data. Each web service transaction consists of:

URL

HTTP Method

GET

POST

PUT

DELETE

Payload – If using POST, PUT, or DELETE


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HTTP Methods

GET – The GET command is utilized to retrieve a resource. Potential resources include

a list of system modules, fields, or records from a module.

POST – The POST command is utilized when creating a resource on the server.

Potential resources include the creation of a contact record, organization record, or

education record.

PUT – The PUT command is utilized when changing the state or updating a resource.

Potential changes might include updating demographic information, and education

records.

DELETE – The DELETE command is utilized when removing or deleting a resource.

Responses

All web service responses are in JavaScript Object Notation (JSON) format. A

successful response will yield the following message.

{

"status":"ok",

"payload": <response data>

}

An unsuccessful response will yield the following message. {

"status":"error",

"message": "<error message>"

}

HTTP Response Codes 200 – OK

201 – Created

400 – Bad Request

404 – Not Found 500 – Server Error

Radius Web Service Set-up


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The Radius Web Service is built upon the Representational State Transfer (REST)

architectural style, and utilizes JavaScript Object Notation (JSON) format.

The web service is a real-time exchange of data and is designed for the transmission of single records. Larger transfers should utilize an import/export

process for efficiency.

Creating a Web User Account

A Radius administrator can create any number of Web Services accounts. Each account

is unique and provides the user with credentials that must be utilized to execute a

successful web service transaction.

Step 1: Navigate to the Web Services

Navigate and click on Setup. The link can be found in the upper-right portion of the

Radius user interface. Web Services is accessible via Organization Settings.

Upon entering the Web Service menu, the user is presented with a listing of all created

accounts.


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Step 2: Click the New Web Service button The creation of the web service consists of two sections of information: Web Service

Information, and Assignment Rules.

Step 3: Create a Web Service Name

The web service name is an open field and allows for a variety of names. This is a

required field, and it is recommended it follow a naming convention that will allow for

effective management of the web service accounts. Step 4: Run Web Service as User


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Each web service account is required to be assigned to a Radius user. By default, this

value is assigned to the user who is creating the account. This relationship determines the

system permissions affiliated with the new web service.

Example

In creating a new web service account, the administrator changes the assigned user. This

user has limited permissions within Radius, and therefore the web service account will

inherit the permission level of the assigned user.

Best Practice: Ensure the permission level of the assigned user account

corresponds with the permission level the web service account requires.

Step 5: Assignment Rules

By default, the system will set the Assignment Rules to the Radius user who creates the

web services account. Similar to the process of creating a contact record, the user can

determine whether she owns the record, or the newly created record is routed to another

user with Assignment Rules.

Web Service assignment rules determine how new contacts, inquiries, leads, notes, etc, will be routed.

Step 6: Saving the Web Service Account

Click the save button to finish the creation of the account. Upon a successful creation,

the user is presented with the following screen.

Each Web Service account is provided a set of unique credentials that are required to

utilize the functionality. As noted in the confirmation message, it will only be displayed

one time.


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Hobsons highly recommends that users immediately record these credentials, as

well as utilize a secondary method such as a screenshot.

In the event the account credentials are lost, it is possible to generate a new set.

Navigate to the web services account list

Click on the name of the web service account

Click the Edit button at the top of the menu

Make changes if desired and click the Save and Generate New Credentials button

Record new credentials and provide to account user

Once a web services account has been created, the user has the appropriate credentials

needed to access Radius. Generating new credentials invalidates the old credentials.


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Radius Web Services Use Cases Web services are a versatile tool that

can be used to integrate various

systems with Radius. Every Hobsons

client is unique and therefore there

are numerous cases where web

services can be utilized.

Here are some common examples of

web services use cases:

Marketing and Recruiting

BEST PRACTICE: If you are uncertain as

to how you would use web services,

or need assistance in the setup, contact

your Hobsons Representative.

The University marketing and recruiting office uses a custom form and lead generation

site to collect leads. This data must be pushed into Radius, as well as another university

system.

In this scenario the university is utilizing a web form to collect prospect data. Through

the web service, data collected is pushed, in real-time, to Radius. The web form can be

customized to collect any set of data. The data is also pushed into their SIS in real-time.

To successfully complete this action the user would reference the Create an Entity Web

Service.

Real-Time Exchange of Data


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The University needs a system that allows for the real-time exchange of data with an

existing on-campus system. This exchange is used for contact, interaction, organization,

and lifecycle management.

In this scenario the university is utilizing web services to ensure the real-time transfer of

data between Radius and the SIS. It is important to note that Web Services should not be

used for bulk type transfers. The transfer of bulk data can be achieved via an

export/import process.

To successfully complete this action the user would reference the actions for Updating an

Entity or Creating an Entity.

In either scenario, users may want to query the system first using the Search for Entities

action. This allows users to check for the existence of entities prior to attempting to

create new entities.


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Available Radius Modules

Radius is built upon numerous modules that provide the user access to a wide set of data

points. There are two components to Radius modules and it is important that users note

the distinction. Below is a list of the available modules, which represents the “System

Names” and not the “Display Names” that appear in the Radius User Interface. Web

Services utilize the system names that are returned in the “List All Modules” Web

Service. Additional modules will become available in future releases for web services.

This list of modules that are returned for your tenant is based on your Radius package and

may be less than what is listed below. Check for updates after each release to explore

new modules that are available via the Web Services. {

"status": "ok",

"payload": [

"UserNotifications",

"Accounts",

"Cases",

"Programs",

"Inquiries",

"Venues",

"RelatedAccounts",

"Tasks",

"Notes",

"Iterations",

"CaseMessages",

"Appointments",

"Registrations",

"Leads",

"Contacts",

"Experiences",

"Educations",

"Lifecycles",

"Recommendations",

"Connections"

]

}


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Available Field Attributes

Modules in Radius are comprised of fields. To ensure the preservation of data, a specific

set of field attributes are made available to the web service user.

Attribute Description

Field Label An internal system label that is used by web services. This is the label that users

should reference in web service calls.

Display Label The field display label shown in the User Interface. This label should not be

referenced in web service calls.

Mandatory States whether the field is required as part of creating/updating the record.

Custom Field States whether this is a user-created or a system field.

Decimal Places For Currency and Number fields, states the number of decimal places as configured in

the User Interface.

Maximum Length States the maximum length of characters allowed for the field value.

Data Type States the type of the field, as configured in the User Interface.

Groups For “Grouped Multi-Select” type fields, lists all of the groups with the respective

values for each group.

Possible Values For “Pick List” and “Multi-Select” type fields, lists all of the possible values.

Update Allowed Indicates data for the field is updateable as part of web service calls.

Create Allowed Indicates data for the field can be created as part of web service calls.

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Web Service Methods for Radius The examples within this section can be utilized as a reference for accessing data within

Radius. For maximum security of data, all Web Service calls (URL’s) are required to use

HTTPS.

<host> for US clients: api.hobsonsradius.com

<host> for EMEA clients: emeaapi.hobsonsradius.com

List All Modules

URL: https://<host>/crm/webservice/modules

HTTP Method: GET

Optional parameters:

useDisplayLabels=true - Return display labels instead of system labels.

Default is false.

Returns: A list of module names available through the web service.

Get a Module’s Meta Data

URL: https://<host>/crm/webservice/modules/{moduleName}

HTTP Method: GET

Path variables:

moduleName - a valid module name

Returns: The display label for the module, as configured in the Radius UI as well as a

list of the modules fields.

List All Fields for a Module

URL: https://<host>/crm/webservice/modules/{moduleName}/fields

HTTP Method: GET

Path variables:



includeDetails=true - Return detailed field information

Returns: A list of all the fields available in the module. Get an Entity

URL: https://<host>/crm/webservice/modules/{moduleName}/{entityId}

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HTTP Method: GET

Path variables:


entityId - the unique ID of the entity


returnFields - A comma separated list of fields to include when returning the

entity. Invalid field labels in the returnFields request are ignored.

Returns: The entity with the given ID. If the returnFields parameter is populated, only

those fields specified will be returned. Otherwise all available fields will be

returned.

Create an Entity

URL: https://<host>/crm/webservice/modules/{moduleName}

HTTP Method: POST

Path variables:


Request body: A CreateFields object in JSON format

Returns: The entity ID. If the returnFields parameter is populated, only those fields

specified will be returned.

Details:

The CreateFields object consists of:

createFields - A set of field label/field value pairs.

returnFields (optional) - A set of field labels indicating which fields should be

returned for the created entity. Defaults to Entity ID. Invalid field

labels in the returnFields request are ignored.

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Examples:

A sample request body to create a contact: {

"createFields": {

"First Name": "aFirstName",

"Last Name": "aLastName"

},

"returnFields": [

"Entity ID",

"First Name",

"Last Name"

]

}

A sample successful response: {

"status":"ok",

"payload":{

"entity":{

"Entity ID":2000000220005,

"First Name": "aFirstName",

"Last Name": "aLastName"

}

}

}

Update an Entity URL: https://<host>/crm/webservice/modules/{moduleName}/{entityId}

HTTP Method: PUT

Path variables: moduleName - a valid module name entityId - the unique ID of the entity

Optional parameters: returnFields - A comma separated list of fields to include when returning the entity. Invalid field labels in the returnFields request are ignored.

Request body: JSON containing key/value pairs of field labels and values to update

Returns: The entity ID. If the returnFields parameter is populated, only those fields

specified will be returned.

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Examples:

A sample request body to update a contact:

{

"First Name": "newFirstName",

"Last Name": "newLastName"

}

A sample successful response:

{

"status":"ok",

"payload":{

"entity":{

"Entity ID":2000000220005

}

}

}

Delete an Entity

URL: https://<host>/crm/webservice/modules/{moduleName}/{entityId}

HTTP Method: DELETE

Path variables:


entityId - the unique ID of the entity

Returns: A message indicating the entity was deleted.

Search for Entities

URL: https://<host>/crm/webservice/modules/{moduleName}/search

HTTP Method: POST

Path variables:



page - The page to return. Default is 1. Valid range is 1 - pageSize.

pageSize - The number of entities to include in the response. Default is 50.

Valid range is 1 - 50.

queryId - The query ID is not required for the initial query, but is required

when requesting additional pages (page > 1). Request body: A SearchCriteria object in JSON format Returns: A list of entities that meet the search criteria.

Details:

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The initial version of the Radius web service provides a simple search

capability that allows modules to be searched for entities that match search

criteria.

The search criteria consists of

searchFields - A set of field label/field value pairs. Only entities whose

fields are equal to the specified values will be selected. All search

terms are ANDed together. Search is case insensitive.

returnFields - A set of field labels indicating which fields should be

returned for entities selected by the search.

Search results are paginated, with a default page size of 50. A query id is

included in the search response, and must be included when requesting

additional pages of results.

Examples:

A sample request body to search for contact’s whose first name equals

“FIRST” and last name equals “LAST”:

{

"searchFields": {

"First Name": "FIRST",

"Last Name": "LAST"

},

"returnFields": [

"Entity ID",

"First Name",

"Last Name"

]

}

A sample successful response: {

"status":"ok",

"payload":{

"total pages":1,

"page":1,

"total entities":2,

"queryId":"8bb74976-923b-4cd7-ad85-

56c7f911e5ed",

"entities":[

{

"Entity ID":2000000134001,

"Last Name":"last",

"First Name":"first"

},

{

"Entity ID":2000000137003,

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"Last Name":"LAST",

"First Name":"FIRST"

}

]

}

}

Usage Limits & Best Practices

Web services are a powerful tool that, when used properly, can enhance the client’s

efficiency and overall productivity. With its wide variety of uses and customization, the

client has the ability to determine how and when the feature is utilized. As a Radius user,

it is important to note the usage limits and best practices for Radius web services.

Hobsons reserves the right to add entity properties at any time in order to enhance the

product functionality. It is recommended that clients account for this during the

implementation of their solution. Failure to account for this can result in the breaking

of the integration after Web Services functionality is released in the future.

Renaming Custom Fields in Radius will result in the breaking of the web service.

Limit the administrative capabilities to authorized staff only and educate them on this

topic.

The web service functionality will be rolled out in phases. Clients will be notified via

release communications as new functionality is added.

All pieces of data are case sensitive. Failure to adhere to this will result in web

service errors.

Field dependencies do not validate via web services. It is the responsibility of the

client to insert proper data into those fields that have dependencies.

Product Releases & Web Services

Periodically, Hobsons will schedule product releases that integrate enhancements and

new features to Radius. Hobsons schedules product releases during hours that will

cause the minimal amount of disruption to clients. During these times, it is important

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to note there will be down time and Radius Web Services may be unavailable.

Clients will need to account for down time and accommodate for it in their code that

references Radius Web Services. Hobsons does not store or queue web service calls

made by clients, vendors, etc. In the event of an outage, clients need to capture the

error condition, accommodate for it, and send the request at a later time when the

Radius Web Services become available.

Resources

There are various resources available on the Internet. Below are some resources that

provide additional information on the fundamentals of web services.

Rest Web Services Demystified

Building a RESTful Web Service

JSON.org Working with web services takes practice and a basic understanding of the necessary

components. There are a number of web-based tools that will allow for practice. These

tools can be found by conducting an Internet search. Two options (listed below) have a

user interface that is simple to use.

Advanced REST Client (Chrome)

RESTClient (Firefox) It is important to understand the user’s Locale Setting and how this impacts Dates &

Times in Web Service calls. Dates and Times are returned in the "Natural Date/Time

Format" that is human-readable, based on the Locale preferences of the user specified for

the Web Service.

Date Format by Country

Time Zones

http://www.infoworld.com/article/2614859/application-development/how-to--rest-web-services-demystified.html

http://spring.io/guides/gs/rest-service/

http://www.json.org/

https://chrome.google.com/webstore/detail/advanced-rest-client/hgmloofddffdnphfgcellkdfbfbjeloo

https://www.google.com/url?sa=t&rct=j&q&esrc=s&source=web&cd=3&cad=rja&uact=8&ved=0CDAQFjAC&url=https%3A%2F%2Faddons.mozilla.org%2Fen-US%2Ffirefox%2Faddon%2Frestclient%2F&ei=1EIiVPi4EMeOyATnoIGYBg&usg=AFQjCNHTj5bfy3my21xQVUUP0RJGD5hRLw&sig2=H8bGE3ZuATVjAFAkRddd-Q&bvm=bv.75775273%2Cd.aWw

http://en.wikipedia.org/wiki/Date_format_by_country

http://en.wikipedia.org/wiki/Time_zone

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I mp o r t T o o l s The Import Tools module provides the user with a view of the system’s import history.

From this module the user has the ability to customize visible columns that include

In addition to viewing imported data, the user can initiate an export of data in an Excel,

CSV, or PDF format.

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T a b S e t t i n g s Radius is a highly customizable system that permits users to rename and organize Tabs

and Sub-Menus.

Organize Tabs

The organization of tabs is a simple process that involves moving the available tabs

among three separate menus.

Users are presented with a menu consisting of;

The items listed in the Tab Group column correspond with the various modules within

Radius. Once an item has been selected the Sub Menu List will populate with the

available menus. The interface allows the user to:

Customize the order of the Radius tabs using the set of blue arrows.

Customize the Sub Menu List using the set of blue arrows

Hide Sub Menu lists by selecting the item and using the red X

After making the desired changes, click the save button. While the user has the ability to

customize Radius menus, the Home tab cannot be removed.

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Rename Tabs

The Rename Tab tool provides the user the ability to change the display label to align

with institutional naming conventions. Users can rename Tabs and Menu Items, and the

process for both is the same.

Through the Rename Tab menu the user can edit and reset default name. Additionally,

Radius records those labels that are customized and the system user who made the

modification.

Clicking Edit triggers a pop-up that allows the user to designate a new label. Upon

clicking Save, the system will reflect the change.

W o r k f l o w S e t t i n g s Workflow Alerts, Rules, and Tasks are valuable tools that allow the user to configure

system automation, and improve institutional efficiency. Through the use of user-defined

criteria, Radius can trigger workflow rules once the criteria have been met.

Workflow rules can improve institutional efficiency through:

Eliminating unnecessary steps in the assignment of records and tasks

Improving business processes through the standardization of working methods

Reducing operating costs

There are three distinct components of Workflow Settings: Workflow Rules, Workflow

Tasks, and Workflow Alerts.

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Workflow Rules

The creation of a workflow rule consists of two sections, the rule details, and rule

criteria.

Step 1: Select the Record Type

When creating a new workflow rule, Radius first prompts the user to select the record

type, or rather, from which part of the system will the rule draw its criteria.

By default the system displays Application Forms; however, users have other options that

include:

Application Forms Appointments Attendees Campaigns

Case Messages Cases Communication

Plans

Connections

Contacts Discounts Educations Email

Templates

Event

Communications

Event Forms Events Exclusions

Experiences Groups & Associations Inquiries Inquiry Forms

Invoices Iterations

Recommenders

Iterations Leads

Lifecycles Locations Opportunities Payments

Programs Recommender Forms Registrations Requirements

Rules Sites Targets Tasks

User Notifications Views

Step 2: Create New Rule

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All workflow rules require identifying details and a set of defined criteria.

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When establishing the rule details, the only required field is the Rule Name, and while

required, the Execution Time must be set between one of two options.

Enter a Rule Name. The rule name should align with a defined naming

convention. The naming convention is unique to the institution.

While not required, users should provide a Description. Providing a detailed

description is a best practice that will support the long-term health of the Radius

system.

Determine if the rule will be Active. This setting can be changed at any time.

New Radius users should make new workflow rules inactive until all criteria logic

can be reviewed.

Finally, set the Execution Time. Workflow rules are triggered by criteria, but are

executed on one of two times:

o When new records are created

o When new records are created and existing records are edited.

The next step in workflow rule creation is the building of criteria. The construction of

rule criteria requires that the user follow three steps.

1. Select a field from the Record Type

2. Select an Operator – examples include is, isn’t, contains, starts with, etc.

3. Enter the desired Value

When entering a field value it is necessary that the user be knowledgeable of

available options. For example, if the user plans to utilize the field Modified By

she should be aware that is an open text field. In this situation the user needs to

know the names of other system users. Workflow rules can be built on multiple lines of criteria. Users can incorporate

additional lines of logic by clicking the Add Criteria button, located in the lower-left

portion of the screen.

A new workflow rule is not

actionable until either a Workflow

Alert or Workflow Task is created.

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Once finished, the user should click Save to complete the process.

Workflow Alerts A Workflow Alert is an email notification that is sent to selected recipients upon the

execution of a workflow rule. There is a one to one relationship between a Workflow

Rule and the Workflow Alert.

To create a Workflow Alert:

Navigate to Workflow Alerts Click on New Alert

Specify a Name for the alert

Using the dropdown, select the Email Template. Users must select from previously

created emails, and are unable to create them on-demand.

Select the recipients of the alert.

Select the source type

o Groups

o Roles

o Roles and Subordinates

o Users

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Once the Source Type has been selected a list of available users will appear.

Highlight the selected system user.

Click the Add button.

To remove a user from the selected list, highlight the user and click Del.

Finally, the user has the option to notify additional recipients including:

The Record Creator

The Record Owner

Additional Recipients: This is an open field where the user can enter additional

email addresses.

Workflow Tasks

Tasks can also be associated with a Workflow Rule, and will allow for the assignment of

the task to a designated system user. This assignment occurs when the Workflow Rule is

triggered.

BEST PRACTICE: It is important to

note that Workflow Tasks can only

be associated with Workflow

Rules of the same Record type.

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To create a Workflow Task:

Step 1: Navigate SetupWorkflow SettingsWorkflow Tasks

Click on New Task

Step 2: Complete Task Information fields

Record Type: Select the Module to be used

Subject: Specify the subject to the Task

Priority: Designate the Task as one of the following:

o Highest

o High

o Normal

o Low

o Lowest

Status: Select the default status for the Task:

o Not Started

o Deferred

o In Progress

o Completed

o Waiting on someone else

Due Date: Specify the date for which the Task will be created and assigned.

Assigned To: Select the User to whom the Task will be assigned

Description: Specify additional Task details

Once completed, click Save.

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M o d u l e s Radius is structured as a collection of interconnected Modules, which can be managed via

the Setup portion of the system.

Radius Modules Application Forms Contacts Inquiry Forms Payments Test Scores

Appointments

Attachments

Attendees

Discounts

Educations

Email Templates

Invoices

Iteration

Recommenders

Iterations

Programs

Recommendations

Recommender

Views

Forms Campaigns Case

Messages Cases

Communication

Plans

Event Forms

Events

Exclusions

Experiences

Leads

Lifecycles

Locations

Notes

Registrations

Requirements

Sites

Targets

Competitors

Connections

Groups &

Associations

Inquiries

Opportunities

Organizations

Tasks

Test Score Values

Each Module includes a series of sub-menus that provide the user with the ability to

customize the Radius system. These sub-menus include:

Field List

Edit

Field Dependency

List View

Quick Link Settings

Assignment Rules

Merge Views

Edit Page Layout

Duplicate Organization Settings

Duplicate Contact Settings

It is important to note that each module is unique and might not include all sub-menus.

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Field Lists

Radius Modules include a listing of all System Fields, as well as the ability to create

Custom Fields. Each module includes a set of System Fields that cannot be deleted;

however, users can edit select System Fields.

After selecting a Module, the user is presented with comprehensive list of all associated

fields.

The field list for each module includes both System and Custom fields, which is indicated

on the right portion of the menu. When applicable, an Action menu is displayed for those

fields that can be Edited or Deleted.

A Search bar is located in the upper-right portion of the menu and offers an efficient

method for finding fields within the selected module.

Finally, users are provided the ability to create Custom Fields. There are various field

types from which the user can select. These types include:

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Field Types

Text Field

Displays as a free form text field

Requirements:

o Label: Specify the field name

o Length: Specify a field size

Integer:

Displays as a numerical value and will only accept values

Requirements:



Percent:

Displays data in the form of a percentage

Requirements:


Currency:

Displays data in a currency format

Requirements:



Date:

Displays data in a date format

Requirements:


o Format: YYYY/MM/DD

o Format will be changed according to user time zone settings

Email:

Displays data in email format

Requirements:


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Phone:

Displays data in phone number format

Requirements:


o Length: Specify the field size (integer number)

Pick list:

Displays data in a pick list format

Requirements:


o Pick List Values:

Values will automatically sort alphabetically.

First value in list will appear as the default value.

URL:

Displays data in URL format

Requirements:


Text Area:

Displays data in long text field

Field accommodates 64,000 characters

Requirements:


Checkbox:

Displays data in a true (checked) or false (unchecked) type value

Requirements:


o Enable by default: Check a box by default on new Contact forms

Multi-Select:

Displays data as a pick list with multiple selection of values

Requirements:


o Pick List Values: Specify the pick list values

o Sort Values Alphabetically: Will automatically sort the values.


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Date/Time:

Displays data as a date/time combination field

Requirements:


o Format: YYYY/MM/DD HH:MM

o Format will be changed according to user time zone settings

Month/Year:

Displays data as a month/year combination field

Requirements:


Number:

Displays data as a decimal type number field – Example: 20.4

Requirements:


o Length: Specify the number of decimal places

Auto-Number:

Displays data as an auto-number field

Requirements:


o Prefix: Specify the prefix of the auto-number sequence

o Starting Number: Specify the starting number of the sequence

o Suffix: Specify the suffix of the auto-number sequence

o Existing Records: Select the check-box to apply auto-number to existing

records

Grouped Multi-Select:

Displays data in a grouped multi-select format

Requirements:


o Groups: Create the groups that will contain values

o Values: Create the values within the previously created groups

Postal Code:

Displays data in a postal code format

Requirements:


o Length: Specify the field size in an integer format


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Date/Time:

Radius modules are editable so they may align with established institutional naming

conventions. Users can modify the default names and labels for all system modules.

Prior to making edits, the user should keep record of all changes for documentation

purposes.

Step 1: Name the Module

It is necessary to provide both a Singular and Pluralized version of the name. For

example, if editing the Locations tab the user would provide “Location” and

“Locations.”

Step 2: Module Label

The Module Label is the “title” of a record. The label can contain both free-form text and

field values. This label will display anywhere the record is uniquely represented, for

example, in the Recent Items and the detail view Title bar.

Prior to editing, default module labels will be present. To add labels:

Click the Wand icon – located on the right portion of the screen

Clicking the icon triggers a drop-down menu to appear. The drop-down provides the user

with a list of available labels. Using the list, select the desired labels and click Save when

finished making edits.

Field Dependency

Radius allows for the creation of Field Dependencies, which establishes a “parent-child”

relationship between two pick lists. Field dependencies can be created for any record

type; however, prior to establishing the dependency the user should confirm the field

exists.

Step 1: Create a New Dependency


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Setup”Selected Module”Field Dependency

Click the New icon

Step 2: Establish the Parent-Child Relationship

After clicking New, users are presented the opportunity to select a Field Parent and

Field Child.

Every Radius Module has a unique set of fields that determines the available options in

the drop down menu. In the above the user is attempting to create a new Field

Dependency within the Contacts module, and has selected “Intended Entry Term” and

“Majors of Interest.”

In the above example available majors are based upon the selected entry term. Once the

“Intended Entry Term” has been set, Radius limits the available choices within “Majors

of Interest.”

Why would a user create this Field Dependency?

This particular situation might arise for an institution where the available majors are

dependent on a particular term.


153

Step 3: Field Dependency Mapping Once the Parent-Child relationship has been established, it is necessary to map the

dependencies. Continuing the example from Step 2, the user needs to determine which

majors are offered in a given term.

Field dependency is limited to those fields using drop-down functionality, and the image

above illustrates this reasoning.

Parent

Field

Parent Field Value #1 Parent Field Value #2 Parent Field Value #3

Child Field Child Field Values Child Field Values Child Field Values

In the first row the user can view the values associated with the Parent field. Directly

underneath these values is a dropdown of all Child field values. To map a dependency

simply click the desired value from the dropdown menu.

For example, if our institution only offers Applied Health Sciences and Biochemistry

during the Fall (2014) term, we would only highlight those values. This process can be

duplicated for all values associated with the Parent field.

It is important to note that the Radius interface is capable of displaying up to four Parent

field values on screen. In many instances this is a fraction of the available values.

Located on the right portion of the screen (see screenshot above) is the ability to proceed

to the Next page or return to the Previous page.

Upon finishing the desired mapping, simply click Save to complete the process.


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Step 4: Manage Field Dependencies

After saving, Radius returns the user to the Field Dependency tab. From this tab users

can create additional dependencies, and edit existing mappings.

Quick Link Settings

In order to promote efficiency and workflow, Radius provides user with the ability to

easily transition between modules and functionality within the system. Quick Link

Settings allow the user to create related records without having to navigate from the

existing screen. System administrators have the ability to customize these menus via the

Setup menu in Radius.

By default, all quick link views are immediately visible. To customize the list:

Highlight the item(s)

Use the middle left & right arrows to transition between lists

Use the up & down arrows to re-order the items in the visible list

The customizations made to the list are reflected in the following portion of the system.


155

It is important to note that the available quick links will differ between the various Radius

modules.

Assignment Rules

Assignment rules facilitate the automatic assignment of inbound records to ensure they

are assigned to the appropriate user. The process for creating a new assignment rule

simple; however, depends heavily upon the user’s ability to clearly define the desired

outcomes.

There are two types of Assignment Rules:

Random Assignment

Criteria Assignment

o Assigns records based on one or more user-defined rules. These rules

determine the order and conditions for record distribution.

Assignment Rules can be created for any inbound point of entry – including:

Importing Contact Records

Inquiry Forms

Event Forms

Application Forms

Mailboxes

Additionally, Assignment Rules are available for imports of less than 10,000 records.


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Step 1: Create a New Assignment Rule

Navigate to Setup Select a Module Assignment Rules

Click Create New Rule

Provide a Rule Name

Select a Rule Type

o Random Assignment

o Criteria

Click Save

At this point the creation process differs and is dependent upon the selected Rule Type.

Step 2: Criteria Based Assignment Rule

After saving the newly created rule, the user is directed to

Click Create New Rule Entry button. The user is taken to the following screen.

Criteria based assignment rules are a series of logic statements, built upon user-defined

criteria. The Query Builder guides the user through the query creation process. There


157

are six components that are necessary for completing a single line of query logic. These

components include:

Parenthesis (Open and Closed)

o The set of parenthesis signifies the beginning and end of a statement.

Area

o The Area refers to specific module/sub-module from which the user

wishes to pull data.

Field

o The Field determines the available values from which the user can utilize

in the creation of the query.

Operator

o The Operator connects the Field and the Value. Operators include

Non-Numerical Fields Numerical Fields

Is <

Isn’t <=

Contains =

Doesn’t Contain <>

Starts With >

Ends With >=

Is Empty Is Empty

Is not Empty Is not Empty

Value

o The available Values are limited to the selected Field and are the unique

piece of data for which the user is searching.

o The format of the data is dependent on the configuration of the field. For

example, if the field was configured as a drop-down the user will have the

ability to use the drop-down in the building of the query.

Criteria based assignment rules can be as simple as a single line, or can consist of

numerous lines of logic. To add, remove, or reposition lines, Radius provides the

following set of Actions


158

When creating a query with multiple lines of logic, Radius will populate a drop-down

entitled Join. This drop-down includes the values:

Or

And

Minus

These values allow the user to create complex strings of logic and can further enhance

workflow and automation in the assignment of records.

Step 3: Specify the User

After completing the query-building step, the rule must be assigned to a single Radius

user. To assign, click the magnifying glass icon. This will trigger a popup that lists all

available system users.

It is at this point where Random and Criteria based rules differ. The Random assignment

simply requires the user to select the available system users to whom newly created

records can be assigned.

Step 4: Associate a Task

Users wishing to further enhance workflow and system automation can associate a task

with the criteria based rule. This process allows the user to select a previously created

workflow task and associate it with the rule. The rule will assign the selected tasks when

a record meets the workflow rule criteria.



159

Edit Page Layout

Page layouts are utilized in the various Radius modules, and they determine the available

fields when viewing and editing a record. Customizing page layouts allows the user to:

Add and Remove Fields

Customize the Field Order

Designate Required/Mandatory Fields

Regardless of the selected module, the steps for customizing a page layout remain the

same. Page layout customization allows the user to:

Rename sections of the layout

Select between 1 and 4 columns for a section

Designate mandatory fields by clicking the * icon

Remove fields from the page layout

Add fields to the layout by dragging and dropping from the list of Available

Fields


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Duplicate Contact Settings

Duplicate Contact Settings allow the user to configure the parameters that are used for

comparing inbound contacts with existing contacts. The duplicate check uses the student

ID and email address combined with a user-set weighted threshold. Each field in the

weighted threshold is given a numerical value, all of which are totaled and compared. If

the sum of the inbound contact field values is equal to or greater than the threshold value,

then the inbound contact information is appended to the matching contact record.

There are two stages of verification a record is subjected to before it is added/appended.

The first of these stages is the Absolute Matching Criteria.

Users have the option of selecting from three different Absolute Matching Criteria. If an

incoming record matches the selected criteria, the identified record is immediately

appended. In the event the record fails this test, the system will create a new record.

Users who desire a second verification be performed can configure Threshold Matching

Criteria.

Threshold Matching Criteria provides the user the ability to designate the threshold a

record must meet (or surpass) prior to appending an existing record.


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Example

An incoming record does not satisfy the absolute matching criteria and is subject to

threshold matching.

Incoming Record Existing Record Threshold

John John 10

Hobsons Hobsons 10

50 E Business Way 50 E Business Way 10

Cincinnati Cincinnati 10

Ohio Ohio 10

45241 45241 10

Total 60

In this scenario the incoming record would updated because the 60-point threshold was

met. There are two exceptions in which the threshold criteria is not considered:

Contact creation due to inbound email to mailboxes

Contact creation from use of the Outlook Plugin


162

APPENDIX A

R a d i u s D a t a D i a g r a m Since Radius is a relational database it is important to understand the structure of system.

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