Differences

This shows you the differences between two versions of the page.

--- start [2024/01/08 09:30] – admin
+++ start [2024/01/20 18:38] (current) – admin
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-**CPanel Navigation**
+**CPANEL NAVIGATION**
 What to do when emails are stuck, and no user is receiving any incoming emails?
@@ Line 203: / Line 204: @@
 Check if the mailbox is empty. If it is, this indicates that emails are coming through. Alternatively, the emails might be in the spam filters.
-**Navigating to Spam Filters** (You would only use this if a specific email doesn't come through. Examples of emails that were stuck here in the past were Sasol emails, WSU emails, and mostly bursary emails.)
+**Navigating to Spam Filters**
+You would only use this if a specific email doesn't come through. Examples of emails that were stuck here in the past were Sasol emails, WSU emails, and mostly bursary emails.
   - From cPanel, navigate to Professional Spam Filters
@@ Line 210: / Line 213: @@
 Use the Query Rules:
-  * You can search using a From, Recipient, Subject, etc. These can be selected from the drop-down. Use anything that that you have.
+  * You can search using a From, Recipient, Subject, etc. These options can be selected from the drop-down menu. Use any information available.
-  * You can decide if you'll use an exact match, contains. These can be chosen from the drop-down list.
+  * You can decide whether to use an exact match or contains. These options can be chosen from the drop-down list.
-  * Then on the textbox, you may paste the From or Recipient or Subject
+  * Then, in the textbox, you may paste the From, Recipient, or Subject.
+If the email(s) are found, you need to add the email address to Global Filters (This is explained at the bottom, describing what it is and how to work with it). Adding it to Global Filters ensures that the From address is not considered as spam anymore.
+If the email is not found in the spam quarantine, navigate to Track Delivery.
+**Track Delivery Navigation**
+Here, you are checking if the email did come through; however, it is not visible to the user.
+  - From cPanel, navigate to Track Delivery
+Here you'll see all emails that have come through for users
+    * The Event column is color-coded:
+    * the green email has been received,
+    * the red email did not get sent; however, gradesmatch received it. In this case, reach out to Lusani.
+    * and the grey email means the email has been greylisted.
+The list gets deleted within 10 days of receiving the email.
+This is to check if the email was received or not. If the email address does not appear here, it means the issue is not with Gradesmatch but is external.
+**Global Email Filters**
+Global Email Filters are emails that usually arrive broken; they come either without a To address or are marked as spam, and Gradesmatch wants them not to be marked as spam. Additionally, these emails come via the queue. Queued emails mean that they first come to cPanel and then go to the user's inbox, while piped emails go straight to the user's inbox.
+  - From cPanel, navigate to Global Email Filters
+  - Click on "edit"
+  - Scroll to the end, click the "+" button if you want to add or "-" if you want to remove an email address
+  - When you add, make sure the rules follow exactly like others. Change "or" to an "and" and "contains" to "does not contain"
+  - Click save
+**When Email Accounts (unlimited account) is Full**
+This indicates that emails are stuck and not getting sent to the user's inbox.
+In this case, you need to browse through all the emails. If you see an email with the subject "[Uj-febe]" or "[Uj-listvj]" this is what causes emails to be stuck. You need to manually remove all the emails from the inbox, move them to another folder, and then manually move other emails back to the inbox. Watch these emails move and disappear.
+If they don't disappear, navigate to MongoDB, gradesmail.reademailsession.
+In the document, check the InSession field. If it's false, this means that there will be no movement of emails from cPanel to the message collection. Change the InSession from false to true. The system usually does this change automatically. However, when the emails have been stuck for a long time, as the sessionLength will confirm, the InSession will give up and remain false.
+This unfortunately needs to be done manually.
+These emails, "[Uj-febe]" or "[Uj-listvj]" I let them sit in the moved folder as they are not urgent and the users have a backup to see the emails through institution email. These emails are mostly for registered users.
+**Navigation of failed_messages**
+From MongoDB, navigate to "failed_messages." These are emails that we received but without a To-address. You can sort by CreatedTime:-1. You'll then find how many learners should receive the email. If the message is important and the learner should receive it, you need to email the institution and request all the email addresses from the Gradesmatch domain.
+//Here is a template message://
+__Good afternoon Megan__,
+My name is __Nqophisa Mtshonisi__, an email _data consultant_ from Gradesmatch. At Gradesmatch we produce educational technologies that assist students with career guidance and applying to higher learning institutions. As part of the process, we provide our users with a unique email address that they can access and we notify them via WhatsApp or SMS when a new email is received so they may read it and track it. The domain name we use is @gradesmatch.com, for example, __nqophisam@gradesmatch.com__ could be a version for myself if I were a student.
+We received an email with the subject "__Provisional Acceptance to study at Nelson Mandela University 2024 - Medical Evaluation and Acceptance of Offer Forms__" from you, however, our technology was unable to allocate the email to the correct learner and thus notify them as it did not have a clear "To" address. I would like to assist with helping you connect with the correct learners with this subject. As mentioned earlier, our email domain is @gradesmatch.com so if you send emails to those learners, you may share it so I may ensure they receive the correct emails and are able to adequately take note or respond to your email.
+If you have any questions please feel free to contact me
+NB: You will always need to edit the underlined. When you send the email always cc Unathi and Lebo. Remember that Stellies, NWU, and UFS will not share any information because of the POPI Act. Institutions other institutions are more accepting.
+**APS Calculator**
+[[https://docs.google.com/document/d/1P-TBXKihbQ40zWhjeML_bb-PIRytZGPMqDqnM5UgzoA/edit]]
+**Institutionemail**
+This is a collection on MongoDB, gradesmatch_reference.institutionemail
+If an institution on message collection has the field of InstitutionName as "other" then the institution email needs to be added to the institutionemail collection.  Follow how other documents are done.
+**Central Application Institution**
+This is a collection in MongoDB, gradesmatch_reference.central_application_institution. The collection is designed for different institutions that share the same email address, allowing Gradesmatch to distinguish their communication.
+If the institution belongs to CAO or Coltech, it needs to be added to the relevant document within central_application_institution.
+Assuming we want to add "Gradesmatch Institution" to Coltech:
+  - From the central_application_institution collection, navigate to the "Coltech Application Admin" document.
+  - Add the InstitutionId of "Gradesmatch Institution" to the InstitutionIds field.
+         - If you don't know the Gradesmatch Institution Id, find it in the gradesmatch_reference.institution collection by filtering it by its name.
+  - Add the settings to the Institutions field.
+{
+      "ID": 896254,
+      "Abbreviation": "GM Inst",
+      "Name": "Gradesmatch Institution",
+      "Search": [
+        "Gradesmatch Institution",
+        "Gradesmatch"
+      ]
+    }
+Search is an array, and you need to find the unique text within the email that differentiates the institution from other communications originating from the From address.
+**MONGO QUERIES FOR FIRM OFFERS**
+Query to find the offers for: VUT, UNIZULU, SPU, SMU, CUT, UFH
+{CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 37,$or: [{ Subject: 'Application Admitted'},{ Subject: 'Application Offered'}]}
+Query for Wits:
+{CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 30, Attachments:"UW_AD_UGF0_N.pdf"}
+Query for UP:
+  - {CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 22, Attachments:/_A41.PDF/}
+  - {CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 22, Attachments:/_AT4.PDF/}
+  - {CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 22, Attachments:/_A39.PDF/}
+Query for UWC:
+{CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 31, Subject:/Offer to study at UWCCK Ref:/}
+Query for UJ:
+{CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 28, $or: [{ Subject: 'Univ. of Johannesburg - Orange Carpet Admitted'},{ Subject: 'University of Johannesburg - Admittance Letter'}]}
+Query for NWU:
+{CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 14, Attachments:"PVA014.pdf"}
+Query for NWU:
+{CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 14, Subject:/Final Acceptance/}
+Query for RU:
+  - {CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 17, Attachments:"Offer Confirmed"}
+  - {CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 17, Attachments:/O1/}
+Query for UFS:
+{CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 21, $or: [{ Attachments: 'UV_ADMIT_COV.pdf'},{ Attachments: 'NAS_FINAL.pdf'}]}
+Query for UCT:
+{CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 19, Html:/OFFER/}
+Query for SU:
+{CreatedTime: {$gt: ISODate('2024-01-19')},InstitutionId: 12, Subject:"ADMISSIONS COMMUNICATION FROM STELLENBOSCH UNIVERSITY", Attachments:/Offer_Letter_/}
+**In all the queries you'll need to amend the time and institutionId where applicable**
-If the email(s) are found. You need to go add the email address to Global Filters (This is explained at the bottom what it is and how to work with it). You add it to Global Filters so that the From address is not considered as spam anymore.