From an admin's perspective, we can submit referrals, create new referral types, and run reports on our SAGE data. The bulk of this section will be spent going over SAGE configuration.
Sage Management
The SAGE Management menu is where we go to create new or modify existing referrals, we're given many options to fine-tune exactly how this referral functions and what emails are sent out. When this menu is opened, we can see all of our existing referrals, including the name, reasons, and whether or not it's active. To create a new referral, click on the "New..." button.
Trac Navigation > Trac-Man > SAGE Management
For this example, I'm going to look at an existing referral. To view/edit a referral, simply click the highlighted name from the list.
 
- If this is checked, the referral will be active and available to submit.
- The Type will be the title/name of your referral, and is how this referral will be referenced by users and within reports.
- is Roster Annotation, for [___] days.
- If this referral is a roster annotation, it will appear as an option on your faculty home screens in their class roster lists. This allows them to easily create referrals for students in their classes.
- The number of days selected here is the time-frame provided to the faculty member where they can edit an existing referral. After this window has passed, the faculty member will create a new referral rather than editing an existing one.
- If you assign the referral to a subject, it will only appear for that subject's roster. If this field is left blank, the referral will be available for all subjects in faculty rosters.
- If this referral is assigned to a student list, faculty and other users will only be able to create this referral for users on that list. See our List Management Wiki for more information.
- Emails In Test Mode, Send To: [___]
- When setting up your SAGE referral Type, you may want to test emails that you have created. By checking this option and entering an email address, you can safely test your referral without actually sending emails to the designated recipients. Rather, the email specified in Send To: will receive a copy of all your emails. When you are ready to put your SAGE Referral Type into production, simply uncheck this box to allow SAGE to send to the correct recipients.
- Written instructions that appear above the first notes box. You can also choose to hide this, or make it a required field.
- Hide notes from entry
- Require notes to be entered
- The notes box, as seen in the screenshot above. This field can be hidden or set to required with these options.
- Prevent faculty from viewing Reasons
- Prevent faculty from viewing Recommendations
- Prevent faculty from viewing processed notes
- Prevent faculty from assigning consultant
- These settings allow you to fine-tune what your faculty are able to view or modify in regards to this referral type.
- Additional notes
- Hide additional notes from entry
- Require additional notes to be entered
- This preference adds/hides an additional field for notes after the reasons/recommendations, which can optionally be set to required.
- This button marks the referral as completed. The title of this button can be changed to fit your preferred terminology. "Processed", "Completed", "Finished", etc.
- Hide followup info from entry
- Hide student contacted from entry
- Hide consultant linked on entry
- Hide processed info from entry
- Hide various fields from the referral creation window.
- Hide override and resend options
- The Override & re-send option allows users to re-send the alert emails as if the referral was just submitted, followed-up on, or processed. This setting hides this as an option in the referral creation menu.
- Use field [___] to autolink the referral to consultant
- This setting requires that the consultant's email address be stored in one of the student's custom fields. There's a drop-down menu for this setting that allows you to select which field this data is stored in. If a field is selected, when the referral is submitted, it will automatically link it to the consultant with that email address.
Reasons & Recommendations
Reasons and Recommendations can be one of the most important aspects in creating these referrals, as these options can also dictate which emails get sent out to whom. Typically, these would be configured to allow your faculty to quickly describe where the student is struggling and what they recommend as a solution. However, since these are entirely customizable, you can ask any questions you can think of to help make the referral creation process as straightforward as possible.
Place each reason/recommendation on it's own line in this field. No additional formatting is required, however, these fields do support some HTML tags, so you can customize these further if needed. As a commonly used example, the tag "{<BR>Category}" could be used to separate reason and recommendations into groups to keep everything organized, as seen in the screenshots below. Place the "<BR>" either side of the category name to control if the spacing appears before or after the category name.
Once you've finished testing and actually begin using your referral, your reasons/recommendations can no longer be modified. You can add new ones, but removing, reorganizing, or modifying existing reasons/recommendations will cause SAGE reports to no longer display the correct information, and can even cause email conditions to stop working. If you need to update reasons/recommendations on a referral, we recommend that you create a new referral type and retire the previous one.
 
Custom Questions
Custom questions allow you to add additional questions to your referrals, these questions can ask whatever you'd like and can be formatted as a write-in box or drop-down menu.
To begin creating the custom question, we simply need to click the "add new" button in our SAGE Management menu. This will open an options box allowing us to customize our question.
 
- Type your question in this box
- The Code will serve as an internal tag, so you can reference this question and its answer in SAGE emails or in reports. The Code can be any designation, such as “Question1”, “q1”, "FavoriteColor", etc.
- This field, along with some advanced prefs, can be used to change the question to a drop-down format.
- Advanced Prefs
- We need to create a new advanced pref containing the options for our drop-down menu. As we're creating a new advanced pref, we'll need to give it a name. Any name will work, as long as it's not conflicting with anything else. We recommend starting with the word "SAGE", so it's easier to sort through later. Next, we'll add our available options in the data box, each on its own line.
- Trac Navigation > Trac-Man > Utilities and Prefs > Advanced Prefs > Create New
- SAGE Management
- Within Sage, we need to tell it to use these options. Add the phrase "PULLDOWN:" in the type box, followed by the name of the preference, as seen in the following screenshot.
- Once everything is in place, the question will appear in the referral creation screen, just above additional notes.
- Type - Blank
- If this field is left blank, it will simply appear as a write-in box within the referral.
 
- This field allows you to change the size of the Custom Question text box using the phrase "size=#", as seen in the screenshots below. If this field is left blank, it will default to 30.
 
Email Recipients
These are the possible recipients of alert emails relating to this referral. For example, if this referral's automated emails can be sent to students, then you will need to add students to the list, as seen in the below screenshot. The name of this field doesn't matter, as long as the correct email tags are used.
 
Email tags will need to be used to add possible recipients, but you can also just type in a normal email address for a specific user. Here's a list of email tags available:
Student:
- #email# or #studentemail# - Student's email address
- #TxtMsgAddress# - Student's text message address (if Text Alerts is enabled)
Faculty:
- #FacEmail# - Faculty's email address, an email will only be sent to the faculty member if they created the referral themselves (unless #prompt# or a specific email address is used).
Advisor/Other
- #Field1# to #Field9# - This will use the email address located in one of the student's custom fields. Typically used for assigned advisors.
Consultant
- #tutoremail# or #advisoremail# - If a consultant is assigned to this referral, either of these tags can be used to send alerts to their email address.
Other:
- #prompt# - This will allow users to manually write-in an email address on the referral form itself. This could be used to include the last tutor the student worked with, or another faculty member that otherwise wouldn't be included.
 
Automated Emails
The Automated Emails tab allows you to create custom emails that can be sent to one or more of your Potential Email Recipients upon referral submission. Common examples might be an email that is sent to the student when a referral is created for them. Faculty or other Trac Users might also receive different versions of the same email, or a completely different email if configured that way.
Let's walk through creating a new automated email.
From the "Automated Emails" tab, click on "Create new email...". You may need to scroll down to see it. It will prompt you to choose a name, then once you click "Ok", the email will appear in the Automated Emails list.
 
We already have a few options available for this email.
- If this is left blank, SAGE will automatically use the default Trac System email address. However, if your mail server allows you to send mail from alternate addresses, you can specify the email address you want to use by clicking the "Email From:" button and typing in the pop-up prompt.
- Who should this email be sent to? The available options here are based on the Potential Email Recipients list that we mentioned earlier. You can also add more than one possible recipient here.
- Decide when this specific email should be sent out. We can send this email out upon creation, on follow-up, or when it's been processed/completed.
- The email contents will contain the actual message that gets sent out to users. As you can see in the following screenshot, we already have a sample email in place. We have a couple icons available as well, the
 icon allows us to begin editing this email block, the  icon will delete the block, and the  icon lets us add another block.
- To begin editing the email contents, we simply need to click the icon or click anywhere in the email box to enter the text editor. From this menu, we can write out our email contents for this block. An email block is a possible portion of this email that can be sent out if certain conditions are met.
Conditions
Email conditions are one of the most customizable parts of SAGE.
With email conditions, we can control exactly which email blocks are included in the email that gets sent to your recipients, based on choices made during the referral creation process. We have our list of available conditions below, we can have as many conditions as we want. We can also choose whether that email block is included when Every condition is met, or Any One condition is met.
When typing out the name of a Reason or Recommendation, always surround it with the @ symbol. If this isn't used, the condition can sometimes fail to take effect. "@reason@", "@recommendation@", etc, as seen in the screenshot above.
| Reason
|
Is / Is not
|
[Reason Name]
|
| Recommendation
|
Is / Is not
|
[Recommendation Name]
|
| Field
|
[Any student field]
|
Is / Is not
|
[Field Contents]
|
| On list
|
[Any list]
|
is True / is False
|
| Question
|
[Any question]
|
Is / Is not
|
[Answer Name]
|
Adding another email block
By adding another email block, we can setup a new set of email contents with new send conditions. For example, if you're using grade as your reasons, you can have one block send if the grade selected is A/B, and a different block send if the grade is C/D. To add another block, simply click on the , and repeat the above steps to configure it to your needs.
Adding another email
Instead of adding an email block, which will remain under the same umbrella for possible recipients and triggers, you can add a completely new email with it's own settings/blocks. You can add an additional email by clicking on the same "Create new email..." button as before, which will create the new email for you to customize.
From this point, you can go through the same setup process as before for this email instead. Typically, you would have a separate email for the "On Followed Up" trigger, and another for "On Processed". You can have as many emails as needed, and multiple emails can be sent out at once if all criteria is met.
Email Tags
Many of the standard email tags are used in the same way here, but there are a few SAGE-specific tags as well.
Student Fields
Student Full Name (last, first) -------------------------------- #student#
Student Full Name (first last) --------------------------------- #firstlast#
Student First Name --------------------------------------------- #first#
Student Last Name ---------------------------------------------- #last#
Student ID ----------------------------------------------------- #studentID#
Student Formatted ID ------------------------------------------- #formattedID#
Student Other ID ----------------------------------------------- #barcode#
Student Handle ------------------------------------------------- #Account#
Student Street ------------------------------------------------- #Address#
Student City --------------------------------------------------- #City#
Student State -------------------------------------------------- #State#
Student Zip ---------------------------------------------------- #Zip#
Student Street, City, State, Zip ------------------------------- #fullAddress#
Student Email -------------------------------------------------- #studentEmail#
Student Home Phone --------------------------------------------- #phone#
Student Work Phone --------------------------------------------- #phone2#
Student Text Message Address ---------------------------------- #txtMsgAddress#
Student Gender ------------------------------------------------- #gender#
Student Birthdate ---------------------------------------------- #birthdate#
Student Ethnicity ---------------------------------------------- #ethnicity#
Student Class -------------------------------------------------- #class#
Student College ------------------------------------------------ #college#
Student Cohort ------------------------------------------------- #cohort#
Student Major -------------------------------------------------- #major#
Student Grad_Und ----------------------------------------------- #gradund#
Student GPA ---------------------------------------------------- #GPA#
Student Accumulated Hours -------------------------------------- #TotalHours#
Student Graduation Date ---------------------------------------- #GradDate#
Student Graduation Degree -------------------------------------- #GradDegree#
Student Condition Code ----------------------------------------- #CondCode#
Student Flag Text ---------------------------------------------- #FlagText#
Student Special Status ----------------------------------------- #status#
Student ReferredBy --------------------------------------------- #referredby#
Student HS Name ------------------------------------------------ #HSName#
Student Degree Goal -------------------------------------------- #degree#
Student Custom Field1 ------------------------------------------ #Field1#
Student Custom Field2 ------------------------------------------ #Field2#
Student Custom Field3 ------------------------------------------ #Field3#
Student Custom Field4 ------------------------------------------ #Field4#
Student Custom Field5 ------------------------------------------ #Field5#
Student Custom Field6 ------------------------------------------ #Field6#
Student Custom Field7 ------------------------------------------ #Field7#
Student Custom Field8 ------------------------------------------ #Field8#
Student Custom Field9 ------------------------------------------ #Field9#
Student Custom Field10 ----------------------------------------- #Field10#
Current Date Fields
Current Date --------------------------------------------------- #date#
Current Time --------------------------------------------------- #time#
Current Day of Week -------------------------------------------- #apptday#
SAGE Specific
Referral Subject Field ----------------------------------------- #refSubject#
Referral Type/Name --------------------------------------------- #refType#
Referral Creation Date ----------------------------------------- #refDate#
Referral Creation Time ----------------------------------------- #refTime#
Referral Notes ------------------------------------------------- #refNotes#
Referral Additional Notes -------------------------------------- #refAddlInfo#
Followup Date Field -------------------------------------------- #refFollowUpDate#
Followup By Date Field ----------------------------------------- #refFollowUpBy#
Has this referral been processed/completed? (Yes/No) ----------- #refProcessed#
When was this referral processed? ------------------------------ #refProcessedDate#
Who processed this referral? ----------------------------------- #refProcessedBy#
Processed referral notes --------------------------------------- #refProcessedNotes#
Referral Reasons ----------------------------------------------- #Reasons#
Referral Reasons (Formatting Tags Included) -------------------- #sagereasons:formatted#
Referral Reasons (Formatting Tags Excluded) -------------------- #sagereasons:plain#
Referral Recommendations --------------------------------------- #Recommended#
Referral Recommendations (Formatting Tags Included) ------------ #sagerecommended:formatted#
Referral Recommendations (Formatting Tags Excluded) ------------ #sagerecommended:plain#
Custom Question Answer ----------------------------------------- #refQuest:[Your Question Code]#
- This is where the custom question codes can come into play, using this tag with the code you assigned to your question allows you to include the answer given during referral creation in the alert email.
- 1. Give your custom question a code
- 2. Add the above tag to your email with the correct code
- 3. The quesiton is answered in the referral
- 4. The answer shows up in referral email
Group Access
If a user needs access to a referral type, you will need to give their permission group access to that specific referral. Once you have the permission group open, scroll down to "Access to Referrals:", add the referral you want them to have access to, and save. This setting is only available to SysAdmins.
Trac Navigation > Search Glass > Center Profiles > [Your Profile] > Group Access > [Permission Group]
On the Admin / Modules tab, we have a few more options available.
- Allow Access to SAGE Management functions
- If enabled, these users will have access to the SAGE menu (Trac Nav. > Trac-Man > SAGE Management), allowing them to view and edit referral configurations.
- Allow User to View SAGE Referrals
- If enabled, the "SAGE" tab will appear in student profiles and users will be able to view referrals made for students.
- Restrict SAGE referrals to own
- If enabled, users in this group will only be able to view referrals they personally created.
- Allow User to Create/Edit SAGE Referrals
- If enabled, users will be able to create new or edit existing referrals for students.
All of these settings also rely on the Access to Referrals setting above, users will only be able to view/edit/submit referrals found in their group's Center Access tab, including their access to referrals listed in SAGE Management.
Reports
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