Latest revision as of 22:48, 22 January 2008

CrossRoad On The Road (CROTR) is is a cgi program called CROTR.exe which allows the updating of the Prospective Student records. Note that this is designed to use encryption to protect the data being transmitted from the web browser to the web server.

Login

Calling the program will ask for a Username and Password. These are the same as the username and password used to log into the Windows client for CrossRoad. Once you have succeeded in logging in you will be directed to the main menu.

Action Selection

The main menu allows you a four choices for action.

Find A Record

Find a record allows you to search for a record based on the student's name. This works on the surname, and supports partial matching. The next screen will show you a list of matching records as well as allowing you to do another search. To deal with a record, highlight the desired record and click "Select Record."

Tabs

The record will be displayed in the same sections or tabs as are presented in the Windows CrossRoad client. So you may wish to refer to that section for more detail on each. You change tabs by selecting the radio button for the desired tab. Changes will be saved as you do so, so the intermediate changes screen will display briefly as you change.

Address Tab

The address tab holds the address information including postal address, phone and cellphone numbers, and email address. The email address is required for subsequent email actions on this record.

Biographical

This displays some detail concerning the prospective student, including birthdate.

Contact Information

This carries most of the contact tracking information for this prospective student.

School/Church

This tab holds the entries for the highschool, last institution and church information for this prospective student.

Communications Log

The communication log lists communication entries for the prospective student. Note that the final row of the displayed table allows you to enter a new communication log item. Simply type your log entry into the multi-line edit box and it will be saved.

Parent Information

This tab holds the names of a parent or parents and some contact information. You should note that in order to use the email action below, an email address must be entered here.

Actions

At the bottom of the window there is a droplist with a number of possible actions to take.

Save Changes

Save changes will record any changes that you have made in the currently displayed tab and redisplay the record. This process causes an intermediate screen to be displayed; any errors in data entry are displayed on this screen. If there are no errors, the intermediate screen will automatically shift to displaying the record. If there are errors, you must click "Return to Record" to display the record.

Find a Different Record

This returns you to the find record screen.

Email Prospective Student

If an email address has been entered on the Address tab, this will take you to a screen that allows you to enter a subject and a message. If you click the "Send Email" button at the bottom, an email will be sent from the webserver but with your email address as recorded in the employee section of CrossRoad to the prospective student. As well, communication log entries are created.

Email Office Concerning Prospective Student

Similar to the previous function, this will allow you to send an email about this prospective student to the office address as defined in webini.dbf file on line 29. Usually this would be to request followup that could not wait for a return to the office.

Email Parent of Prospective Student

A third option for email is to email the parent of a prospective student.

Add Workflow

A workflow is a request within CrossRoad for someone to deal with a file. This will list any existing workflows, and provides a data entry screen to add a new one. Selecting a user, a due date, and entering a more detailed message is expected. Clicking "Create Workflow" will add this to the list and will email the person to whom you sent the workflow with the message.

Return to Main Menu

This takes you back to the first menu.

Logout

This will log out out of the system entirely. This will delete all the cookies used, but if you are on a public computer you should also clear your cache and delete any temporary internet files that have been created.

View New Section

This is at the bottom, but it is used with changing tabs. You should never have to explicitly select this item.

Add A Record

This allows the addition of a record much like records are added in CrossRoad's windows client. The first step is the entry of the basic information to allow a check for duplicates. If a possible duplicate is found, a list is displayed. If there is no duplicate then a record is created and the user may select each section to add data.

Quick Add Contact Cards

Quick Add is designed for entry of the data from contact cards typically distributed and retrieved during school presentations. The first step is to define the school from which the cards were collected.

Subsequently, a data entry form is presented. This form allows the entry of:

• Surname
• Firstname
• Address
• City
• Province
• PostalCode
• Country
• Phone
• Cell
• Email
• Gender
• Current Grade (which calculates the grad year)
• Graduation Year (available only if other is selected above)
• Priority
• Programs of Interest (2)
• Other Interests (select from list)
• Other (free entry)
• Source

The final item is "Communication Log" -- this allows the creation of an initial communication log entry for this student.

The "Quick Add" button will save the data and present a blank form.

The "Main Menu" button will return you to the beginning of CrossRoad On The Road.

Logout

Logout exits this system, deleting the various cookies used to track connection status. If this system is being used on a public computer, it is also strongly advised that you clear the browser cache and delete temporary internet files before closing your session.