Important Note: This article discusses classic functionality. For information on the modern applicant experience, refer to the Applicant Experience Knowledgebase article.

Terra Dotta software's Information Request system is used to track requests and replies, and maintain a searchable database of communication between the staff and applicants. It has many advantages over a traditional e-mail system, as it enables you to keep track of your communication through your home page, track how the applicants search for programs and interface with your appointment scheduler. This ensures that all applicants get answers to their questions and that your office hours are both productive and efficient.

To view information requests, users will need the following permission:

 

To access the information request master list, click Info Requests under the 'Profiles' tab located on the left navigation menu on the Admin home page.
 

 

This listing displays all the applicant information requests that have been sent to your account through the staff pages and Request Info buttons that appear on the Applicant Program Search and Program Brochure pages. It also displays staff replies to these information requests. If the request was sent from a search results page, you can view the search criteria by clicking Search Criteria in the target column.

 

Staff members also have a My Info Requests panel on their Admin home page. This panel lists any information requests that are sent directly to the staff member through their Staff page, to which they have not replied. They can view these requests by clicking the subject located to the right of the date. Any replies sent are listed beneath. These reply listings also provide links to where the applicant can view the content.

 

Information requests will be sent to the Contact 1 Email address if this is the only email populated in Settings > Account Info. If you populate Contact 2 Email, then the request will be sent to this address.

 

Managing Information Requests

Viewing a Detailed Individual Request

Click the subject of the request in the Subject column. The Information Request page opens and displays the details of the request. This page has information about the subject of the request, the date on which it was sent, name of the person who has sent the request, name of the person to whom it is sent, date and time of the appointment, and any message included in the request.
 

Replying to an Individual Request

Click Reply to Request at the bottom of the page. An Information Request Reply Form opens. This form includes the e-mail addresses of the sender and the receiver, original message, any previous comments to the request, a Reply Message text box where you can type your reply, and a box in which to record internal notes.

Sending the Reply

Click Submit at the bottom of the page. If you have replied to any request and want to mark the request as read, type a note in the Internal Notes text box and click Mark As Replied. You can see a notification of reply in the Individual Information Request page under the heading Replies, and also in the Replies column of the Information Request home page.

 

You can view the reply again by clicking the link View Reply in the individual Information Request page or by clicking the date that appears in the Replies column of the Information Request home page.

Requesting Information about a Program - Applicant Perspective

To request information about a program, applicants perform the following steps:

1. Search for a program using any of the options described in this article.
2. Click the name of the program to view the program brochure. From the Program Brochure page, applicants can perform the following:
3. Click Request Info on the Program Brochure page. The Request Information page opens.
4. Enter the message in the space provided.
5. Click Send. This sends an e-mail to the designated staff member who can provide information about the program.