UG Admission - External Recruitment Events and Mailings Creation

For StriveScan Events Only

9. If the event will utilize StriveScan, complete the following steps as soon as possible after you create the event in Slate

1. Access the event instance in Slate or reference the StriveScan event GUID notification email (sent on the morning of an event)
   • The event GUID is a long alphanumeric character string that displays after the equal sign in the webpage URL (see screenshot below) when you access that event instance’s page in Slate.
2. Copy the event GUID from the browser’s address bar or from the body of the notification email referenced above

3. Log into the StriveScan website
4. Open the relevant fair from the Upcoming Fairs list
5. Click the pencil icon in the Internal ID box and paste the event GUID in the Internal ID field
6. Click Save

3. Enter the corresponding data in the New Mailing window

1. Name: Populate the name of the mailing using the following schema: ADMT - Ext Event - <YY.MM.DD> <Event Name>

– Example: ADMT - Ext Event - 25.10.07 Carthage College - WEF College Fair

2. Folder: Select Admission Teams folder and UG External Events subfolder
3. User: The system will default to the name of the staff member who is creating the event. Please DO NOT change this value (changing the username will prevent you from having access to the mailing).
4. Realm: Admission Teams – UG
5. Method: Will default to Email (HTML Editor). Please DO NOT change this value.
6. Template: Select the ADMT UG – TEMPLATE – External Events option from the dropdown menu
7. Opt Out: Allow Unsubscribe (it will default to this setting).
8. UTM Tracking: Disabled
9. Hide from Timeline: Leave Blank
10. View In Browser: Leave Blank

4. Click Save

5. Click the Edit Recipient Lists button

6. Click the Import Query button

7. Select the ADMT UG – External Event Outreach query from the dropdown menu

8. Click Save

      d.   **High School or College CEEB Code**: If you’d like to define the mailing’s audience based on a student’s high school or college, edit this filter. Add the CEEB codes of the high school(s) and/or college(s) in the appropriate sections. If multiple schools are selected, the CEEB codes should be separated by commas. If you do not need this filter, please inactivate the filter by clicking the toggle switch on the right-hand side of the filter box.

      e. **Community-Based Organization**: If you’d like to define the mailing’s audience based on a student’s CBO affiliation, edit this filter. Select all the needed CBOs. If you do not need this filter, please inactivate the filter by clicking the toggle switch on the right-hand side of the filter box.

6. **Mailing Address Distance from Event Site**: If you’d like the mailing’s audience to include anyone who lives within a certain distance from the event’s location, use this filter. Please note that to use this filter you will need to define the event site’s latitude and longitude (www.latlong.net can assist with this), as well as the max distance of the invitee’s mailing address from the event. If you do not need this filter, please inactivate the filter by clicking the toggle switch on the right-hand side of the filter box.

7. **Event GUID**: Add the event record’s GUID. The event’s GUID can be found in the webpage URL when accessing the main event record in Slate (see screenshot below). Note: The GUID is the alphanumeric string of text after the equals sign in the URL.

10. Once you’ve completed amending filters in the recipient list query, click on the mailing “breadcrumb” at the top of the page (see screenshot below)

11. Confirm that the mailing content is displaying appropriately in the message window. If it is not displaying at all, and you are instead seeing a

{{value | block: “external_event_comms”}} merge field, double-check that you have inputted the correct Event GUID in your recipient list and/or that you have selected the Modality/Location and External Event Category in the Event Notes section of your event instance.

Note: If the event name or dates are displaying incorrectly, it will require updates to the data you inputted in the event instance.

12. Once the message is displaying correctly, click on the Send Mailing button. In the Send Mailing window:
    1. Double check that there are no errors in the Pre-Flight Checks section. If there are errors listed, please submit an ES&O ticket. 
    2. Confirm that the Estimated Recipients is roughly what you’d expect. For example, if you’re inviting Fall 2026 Transfer prospects from Triton College to an event and your Estimated Recipients is 10,000 records, you can be pretty certain something is wrong with the recipient list. 
    3. Check off the Review checkbox.
    4. Frequency – Send mailing once. Do NOT update.
    5. Timing – If you’d like the message to be sent as soon as ES&O staff reviews it (within 3 business days), leave the selection as Send now. If you’d like the message to be sent at a pre-determined future date that is further in the future, select Send at a future date/time. 
    6. Click the Save Settings button.