Configuring Email Receipt from RocketScan Online

Configuring Email Receipt from RocketScan Online


The RocketScan online module is able to send an email to the parent or guardian as a confirmation that they have submitted an online application. It can also send a notification email to user-defined recipients every time an online application has been submitted. If you would like to enable either of these emails for your RocketScan online application, you must do the following:

  1. Launch the RocketScan Online Wizard
  2. Set desired email options
  3. (Optional) Set email requirement
  4. Set email rule
  5. Enter email and website verbiage in all applicable languages
  6. Save all changes

Launch the RocketScan Online Wizard

Log in to RocketScan and launch the  Admin module.



From the  Administration menu, select  Online Wizard.



Set desired email options

On the Online Wizard "Welcome" screen, look for the section labeled " Email Options ".




If you would like to have an email sent to the parent or guardian when they submit their online application, check the box for " Allow confirmation Email on Submission" .




If you would like to receive an email whenever a new online application has been submitted, check the box for " Send notification Email on Submission" and fill out the " Recipients " field.



For multiple addresses, use a semicolon (;) between each email address. For example: "validation@rocketscan.com;scanner@rocketscan.com;admin@yourschooldistrict.org "

Enabling "Send notification Email on Submission" at the start of the school year may overwhelm your email inbox.  Consider enabling after the initial opening registration period has passed.

After you have selected your desired email options, click Next.


(Optional) Set email requirement

If you would like to require a guardian email address for all online applications, check the box for "Email is Required" on the "Additional Options" screen.

You should check with your state authority before requiring this field on your RocketScan online application.



Click Next.


Set email rule

On the "Online Tasks and Rules" screen, ensure that the rule labeled "Invalid E-Mail." is set to Enabled and Mandatory.



Click Next.

Enter email and website verbiage in all applicable languages

On the "Translations" screen, enter "email" in the  Filter.




Enter desired values for the following fields:

  • Email Confirmation Body
  • Email Confirmation Prompt
  • Email Confirmation Subject
  • (Optional) Email Is Required Error Message


You may click the " ... " button next to each field to expand the text box and access some additional text editing options.




Use the right column of the Translations screen to enter values for these fields in non-English languages.


Please ensure you have translations for all languages supported for your online submission website.

Email Confirmation Body

This is the message that appears in the body for the confirmation email that is sent to the guardian.







The email confirmation body supports the use of the [CONFIRMATION] tag to retrieve the Batch ID. Simply enter [CONFIRMATION] somewhere in the email body and it will be replaced with the online application's BatchID. This way, the guardian may call your provided help line and check on the status of their application by providing their BatchID (aka: confirmation number).

Email Confirmation Prompt

This is the verbiage seen above the email prompt on the website by the parent






Email Confirmation Subject

This is the subject field for the confirmation email.






(Optional)  Email is Required Error Message

You must complete this step  if you checked the box for "Email is Required" on the "Additional Options" screen.

This will prompt the submitter to enter their email address before they can proceed through the "General Information" step of the online application.





The email address entered on the "General Information" step will be copied to the "Final Check" step. 
 


Save all changes

Click  Finish.


Click  OK.


Now guardians will receive a confirmation email when they submit an application through your RocketScan online application site.







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