Chapter 2 — Mail Log Module

Chapter 2 — Mail Log Module

The Mail Log module provides a method for logging pre-application correspondence without formally
opening an applicant record. For example, transcripts may arrive before application forms. Once an
application arrives, the related information in the mail log may be transferred to an applicant’s record.

2.1 Searching for correspondence

1 Choose File / Open / Mail Log or the Mail Log icon . The Search Mail Log window
opens.

Search Mail Log Window

TIP: If you are entering new information only, click Close and then follow the steps in the next
section, “Logging in correspondence.”

2 Type in known information into the fields. Since the mail log is used before an application is
received, not all information may be known at the time it is logged into the system. If you are
looking for any mail entered into the system previously for the applicant, typing the first and
last names will be sufficient.

TIP: If you select a document type (or other search criteria), only those mail log items matching
all that you specify will be displayed. Generally, the fewer search criteria entered, the better. For
example, mail logged in as simply “Wanda Whyte” will not display if more information such as
“Wanda Whyte, Date of Birth January 4, 1953, SSN 999-99-9999” is entered as search criteria.

3 Click Search.

3a If no mail was entered previously for an applicant, the Not Found prompt will appear.

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Not Found Prompt

3b If mail was previously received for the applicant, that information will display in the
Mail Log window.

Search Results Displayed

To reopen the Search Mail Log window while still in the Mail Log module, choose File / Open or the
Open icon . The Search Mail Log window will reopen.

2.2 Logging in correspondence

1 Conduct a search for previously entered correspondence (as described above) to avoid
duplicating information

2 If the correspondence to be added was not previously entered, choose File / New or the New
icon . The Mail Log Item window opens.

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 Chapter 2 — Mail Log Module

Mail Log Item Window

3 Enter as much information as is known about the mail item into the fields.

4 Click OK. Information about the new mail item is stored in the Mail Log database.

New Correspondence Displayed

2.2.1 Editing mail log items

1 Highlight the name of the item to be edited on the Mail Log window and then choose File /
Edit or the Edit icon . The Mail Log Item window opens, displaying the pertinent item.

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Mail Log Item Window

2 Make changes and then click OK to save.

2.2.2 Deleting correspondence

1 Highlight the name on the Mail Log Item window of the item to be deleted.

2 Choose File / Delete or the Delete icon .

3 When the delete confirmation prompt appears, click Yes to confirm.

2.2.3 Recording multiple entries of similar documents

When more than one piece of the same kind of mail is received, core information can be easily copied.
For example, a college might send transcripts for several applicants at one time. Rather than retype the
same information each time, core information such as document type, description, sender, and received
date can be repeated onto other items. This simplifies the mail log process by requiring only applicant
names and, if known, their dates of birth, social security numbers, and professions to be entered for each
new item.

1 Highlight the name of the mail item on the Mail Log Item window to be copied.
2 Choose File / Copy or the Copy Document icon . The mail item opens, leaving the
Name, Date of Birth, and SSN fields blank. Enter the applicant names, dates of birth, and
social security numbers (if known) for each record opened.

Copied Mail Item

3 Repeat step 2 for each piece of similar mail received.

4 Click OK to save the records.

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 Chapter 2 — Mail Log Module

2.3 Matching and unmatching mail items

It is possible to match and unmatch items appearing in the Mail Log window with items appearing on an
applicant’s checklist. (Refer to Section 3.23 — Checkoff in Chapter 3 — Checklist Module for more
information about applicant checklists.) When an item is matched, the name and date of birth of the
applicant display in boldface type on the Mail Log window and the item cannot be edited.

2.3.1 Matching mail items

Highlight a person’s name on the Mail Log window and choose File / Match, or click the Match to
Person icon .

The person’s name appears in boldface type on the Mail Log window once the item has been successfully
matched.

Matching a Mail Log Item

2.3.2 Undoing matched mail items

Highlight a person’s name on the Mail Log window and choose File / Undo Match, or the Undo Match
icon .

When an undo match has been performed, the previously bolded name and date of birth will display in a
normal, nonbolded typeface, and can again be edited.

Undoing a Matched Item

NOTE: Mail logs items can also be searched for and matched to items displaying on an
applicant’s checklist while working in the Checklist module. See Section 3.23 — Checkoff in
Chapter 3 — Checklist Module for more information.

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License 2000® User’s Guide

40 Copyright © 1997-2003 System Automation Corporation. All rights reserved.

Unauthorized duplication prohibited.