Counselor Assignment Update

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Scenario: A counselor has already been assigned freshman and transfer students for all terms prior to spring 2023, but the Smart Search needs to identify anyone needing a counselor assignment for Spring 2023 – Fall 2023 based on the counselor’s territory assignment that includes county and a state.

 

Define your Smart Search criteria

• Counselor = Does not currently contain Counselor Name
  
  Tip: Counselor must exist as a staff record prior to assigning to a student.

• Student Type = Freshman and Transfer
• Student Status Entry Terms = Spring 2023, Summer 2023 and Fall 2023
• County Assigned = Lewis, Pierce
• State Assigned = Oregon

 

Build your Smart Search 

1. Group 1
   
   
   1. Match Type: Match All
   2. Condition 1: Counselor – Counselor
   3. Operator: Does not contains any of (all)
   4. Condition Value: Select counselor name from the dropdown
   5. Field: Active
   6. Primary: Yes
   7. Click   to add a Condition
   8. Condition 1: Person – Student Type
   9. Operator: Contains any of 
   10. Condition Value: Freshman and Transfer
       
       
       
       
       
2. Add a Linked Group
   
   
   1. Click
   2. Select Linked Group. A Linked Group 2 (Student Status) will display.
      
      
      
      
      
3. Add the criteria for Linked Group 2 (Student Status)
   
   
   1. Condition 1: Student Status – Student Status Entry Term
   2. Operator: Contains any of
   3. Condition Value: Spring 2023, Summer 2023, Fall 2023
   4. Field: Active
   5. Primary: Yes
      
      
      
      
      
4. Add a Query Group
   
   
   1. Click
   2. Select Query Group. A Group 3 will display.
      
      
      
      
      
5. Add the criteria for Group 3
   
   
   1. Match Type: Match Any
   2. Condition 1: Address – County
   3. Operator: Contains any of
   4. Condition Value: Lewis County, WA
   5. Field: Active
   6. Primary: Yes
   7. Click   to add a Condition
   8. Condition 2: Address – County
   9. Operator: Contains any of
   10. Condition Value: Pierce County, WA
   11. Field: Active
   12. Primary: Yes
   13. Click   to add a Condition
   14. Condition 3: Address – State/Province
   15. Operator: Contains any of
   16. Condition Value: Oregon
   17. Field: Active
   18. Primary: Yes
   19. Click Save Changes or Run
       
       
       

 

Results

Tip: The Smart Search Results identifies the students that need to have their Counselor updated. Right-click the Full Name to open the record and verify the results. This Smart Search can be used to Run a Bulk Update. Bulk updates can be scheduled as needed, see Scheduling a Bulk Update Job for details.

 

Final Smart Search