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How To: View Messages Sent to Students
Posted by Jodie Huddle on 27 March 2017 03:16 PM

Rights to view specific message types are controlled through group permissions.

If you open a Student Entry window for a student, click the History tab, then click the Messages tab - you will see past messages that have been stored for a student.

Each time an email or text is sent – it doesn’t automatically create a message record for the student.  A message (aka note) record is created only when you specify that it should be created.

There are options to set if you would like to save automatic messages sent by TutorTrac.  To review these settings, goto:
Trac Navigation > Search Glass > Center Profiles > (choose your profile) > Prefs tab > Emails tab
To save the emails as messages, check-mark the three ‘create message’ options.

Create Message option

For manually sent emails and texts, the checkbox or note option must be selected when creating the email/text.  (see screenshots)

Save messages for emails or text sent from student listing.
 

 Save message for email or text sent from student entry window.

 

When messages are created, a type is chosen for the message.   To update the list of message types, goto:
Trac Navigation >Trac Man icon > Utilities and Prefs… > Stystem Prefs tab > MessageTypes > (modify your list) > Save

MessageTypes_CustAndSys

 

Allow a group to view specific message types.  To view where to update the group rights, goto:
Trac Navigation > Search Glass > Center Profiles > (click your profile) > Group Access tab > (click your group) > Messages: > (use the dropdown to select your message type) > Save

You may want the Sys Admin group to view all messages.  To do this, you will need to list system message types along with your customized message types (include one blank line for blank message types).  Then, give the Sys Admin group permissions to view all message types.

MessageRights_SysAdmin

Also, the group needs rights to see the student message tab. Goto:
Trac Navigation > Search Glass > Center Profiles > (click your profile) > Group Access tab > (click your group) > Student Entry tab > check-mark ‘Allow User to View Student Visit History’ and check-mark ‘Allow User to View Student Message History’ > Save

To get more information on messages, you can visit the Emails article in our Redrock knowledgebase.
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