Send Manual Email Reminders for Open Evaluation Tasks

Individuals with the MANAGE EVAL user right can use the Send Email Reminders feature in TES to send reminder notifications to evaluators who still need to complete evaluation tasks. This article overviews the process for manually sending email reminders.

Articles in this series:

Send Emal Reminders for Open Evaluation Tasks: An Overview
Send Email Reminders for Open Evaluation Tasks: Create and Manage an Email Rule
Send Manual Email Reminders for Open Evaluation Tasks

Check Email Rule
Send Email Reminders

Users can send email reminders in one of two ways:

On a weekly schedule via an email rule.
Manually, to selected individuals.

To send an email manually:

Go to the Track menu.
Select Send Email Reminders.

Users will see a list of individuals with open evaluation tasks and the number of incomplete tasks assigned to each. In the example below, Arnold, M, the Accounting Chair, has 14 open evaluation tasks. Filters help narrow the list based on institution name, evaluation age, or both.

If a checkbox does not appear to the left of the user's name, the individual's account is inactive. Inactive users cannot receive email reminders. Contact the TES Administrator to resolve the pending evaluation tasks assigned to inactive accounts.

Send Email Reminders page as described below. — Select to see a larger version

Check Email Rule

Users are to review whether an email rule exists before sending emails manually. Institutions can create one email reminder rule based on the number of days since evaluation tasks were created. When on, email reminders are sent every Monday at 8:00 a.m. (PST) to any evaluator assigned evaluation tasks meeting the established criterion.

To check for an existing email rule.

Select Email Rule:

The following text will appear in the pop-up if the institution has already created an email rule.

Text reads a rule has already been created. Changes made to this rule will be reflected in future emails. The user changing the rule will be the person the email is sent on behalf of. — Select to see a larger version

Review the Email Reminder Rule status and the Evaluation Age criterion.

Callouts highlight the location of the Email Reminder Rule and Evaluation Age fields. — Select to see a larger version

If the Email Reminder Rule setting is Off, the email rule is inactive and scheduled reminder emails will not be sent to evaluators.

If the Email Reminder Rule setting is On, the email rule is active, and reminder emails will be sent to evaluators each Monday at 8:00 a.m. (PST).

Use judgment to determine whether sending a manual email reminder where an active rule exists is appropriate.

Select Cancel to return to Send Email Reminder.

Send Email Reminders

Use the filters to narrow the list of users based on the criteria below.

Callouts highlight the institution and evaluation age filters. — Click to see a larger version

Filter	Description/Instructions
INSTITUTION	Selected by default, [SHOW ALL] reports users with open evaluation tasks from any institution. Select the institution name from the drop-down to find users with open evaluation tasks from a specific school.
EVALUATION AGE	Selected by default, [SHOW ALL] reports users with open evaluation tasks of any age. To find users with open evaluation tasks created within a particular timeframe, use the drop-down to select one of the following: >2 DAYS >5 DAYS >10 DAYS >15 DAYS >20 DAYS >30 DAYS >60 DAYS >90 DAYS Selecting > 10 DAYS would return all users with open evaluation tasks created over ten days ago.

Mark the checkbox to the left of the name of the evaluator(s) to email.
- Or select the checkbox to the left of the NAME label to select all evaluators.
- If there are multiple pages of evaluators, all checkmarks are retained when moving between pages.

The checkbox to the left of each evaluator's name has been marked. — Select to see a larger version

Select Email.

Callout highlights the location of the Email button. — Select to see a larger version

The SEND EMAIL REMINDER pop-up will appear.

Send Email Reminder pop-up as described below.. — Select to see a larger version

Field	Description/Instructions
Recipient	The individual(s) receiving the email. Format: Last Name, First Name X = (The number of open evaluations)
From	tes@collegesource.com (COLLEGESOURCE UNIVERSITY (SH)) The email creator will receive all replies.
Subject	TES Evaluation Reminder
Body	The body of the message will vary depending on the filter(s) selected. Specific [X] values will be applied to each user. No Filters Quick reminder that you have [X] course evaluation(s) awaiting action from you. INSTITUTION Quick reminder that you have [X] INSTITUTION NAME course evaluation(s) awaiting action from you. EVALUATION AGE Quick reminder that you have [X] course evaluation(s) older than (#) days awaiting action from you. Example: .... older than 5 days... INSTITUTION and EVALUATION AGE Quick reminder that you have [X] INSTITUTION NAME course evaluation(s) older than (#) days awaiting action from you.
Text box	Input optional text to send in the body of the message.
Send me a copy	Marked by default, the email creator will receive a copy of each email unless the checkbox is removed. The email creator may wish to establish a mailbox rule to collect these messages.

Select Send.

Each email is sent as a blind carbon copy so evaluators do not receive information pertaining to other users.

Sample email. — Select to see a larger version