GRADESMATCH WIKI

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WHAT IS EMAIL CONFIGURATION

Email configuration is receiving an email and being able to do something about it.

1.1 Contextualize a message for the consultant
example:
	institutionId: 22
		This is the institution Id
	subject: Chemical Engineering Assessment
	intent: ConsultantMessage
		The intent is meant to send the contextualized "message" to a consultant
	scope: []
	message: "Urgent: UP Engineering Assessment. Encourage the learner to take the assessment before the closing date". 
	QA: true
		If QA is true, the config has been tested and is working. If false, the config has not been tested
	bodyFilter: Chemical Engineering Assessment
		This is a unique text taken from the Body/HTML of the email
	pdfFilter: Online Chemical Engineering Assessment
		This is a unique text taken from the attachment of the email. Recommended that you use REster, pdftext API to select the text

		
1.2 Contextualize a message for the learner
	example:
		institutionId: 22
			This is the institution Id
		subject: Chemical Engineering Assessment
		intent: ApplicantMessage
			The intent is meant to send the contextualized "message" to the learner
		scope: []
		message: "Hi {name},
				Thank you for paying your booking fee. Your room is secured! 🎉
				In the new year, if you choose to reside at the Respublica residence of your choice, you will have to check in before lectures commence. 
				Tips on check-in will be provided, closer to the time."
				
			This is the message that will be on the ticket
		QA: true
			If QA is true, the config has been tested and is working. If false, the config has not been tested
		bodyFilter: "Chemical Engineering Assessment"
			This is a unique text taken from the Body/HTML of the email
		pdfFilter: "Online Chemical Engineering Assessment"
			This is a unique text taken from the attachment of the email. Recommended that you use REster, pdftext API to select the text

NB: This email configuration will create a ticket for a consultant/ team. The ticket will be sent via email to the technical support consultant. Then the technical support consultant will forward it to the relevant team lead

1.3 Validate the status of an application
	example:
		institutionId: 22
		subject: Acceptance Letter
		intent: ValidStatus
			Check what is the current status of the application 
		scope: [
				name: applicationstatus
					name: reference relates to what will be extracted from the email
				section: constant
					constant means this value remains the same
				value: Provisionally Accepted
				]
		pdfFilter: been conditionally allocated to you
		QA: true

This email config verifies that when we receive this email with all these settings it will create an intent_discovery for the user to the value Provisionally Accepted as well as add the institution to the PAInstitution & SoftOffer columns for the user

	
	
1.4 Validating the data
	example:
	institutionId: 22
		subject: Confirmation of Application
		intent: ValidData
			Verify if the data from an email was captured correctly to the matrix
		scope: [
				name: username
					name: reference relates to what will be extracted from the email
				section: body
					body means everything that appears in the freeform box, including salutation and all the content in the email
				startafter: enter your username (
					startafter setting tells the code to start after the words
				endlength: 9
					endlength is how long the username is
				endbefore: ) and newly
					endbefore setting tells the code to end before the words
				]
		QA: true

This email config verifies that when we receive this email with all these settings it will create an intent_discovery for the user to have username. It will include the password and reference if the settings for these were included.

1.5 Ignoring an email
	example:
		institutionId: 22
		subject: Chemical Engineering Webinar
		intent: Igonre
			Do nothing once this type of email has been received
		scope: []
		QA: true
			If QA is true, the config has been tested and is working. If false, the config has not been tested

This email config will ignore the email if it comes through and do nothing about it. Of course, you are allowed to include more settings like pdfFilter or bodyFilter

NB: All email configurations should be unique so that there is no confusion in the code. All ApplicantMessage intents should be reviews yearly as some of them contains date and these needs to be reviewed.

USEFUL INFORMATION

Please review this yearly and always read the emails as this is subject to change

SMU Offers: +/-3 days —- Sent both SMS and email
UWC Offers: +/-3 days
Wits Offers: +/-5 days
Unisa Offers: +/- 10 days
UFS Science Faculty Offers: +/- 5 days
UFS Other Faculties: +/- 3 days
SPU Offers: +/- 5 days —- Sent by SMS first then by email
VUT Offer: +/ 5 Days

When you search for an email from the message collection

1. Wits(Attachment): (exact match)

UW_AD_UGAA_N.pdf —- Outstanding Docs (Application fee, HS certificate)
UW_AD_UGF0_N.pdf —- Firm Offer
UW_AD_UGD6_N.pdf —- Waiting for Gr12 results
UW_AD_UGD4_N.pdf —- Submit final academic record and certificate of good conduct
UW_AD_UGD3_N.pdf —- Waiting for Gr12 results (Education)
UW_AD_UGPR_N.pdf —- Provisional Acceptance
UW_AD_UGS2_N.pdf —- NBT reminder for HS
UW_AD_UGS1_N.pdf —- NBT reminder for BSc & Speech
UW_AD_UGS4_N.pdf —- Architectural Studies' exercise → link provided in the attachment
UW_AD_UGR15N.pdf —- ???
UW_AD_PGDF5.pdf —- Postgraduate Outstanding documents (For learners applied for PG studies)
UW_AD_UGR11N.pdf —- Architectural Rejection based on not submitting the exercise or attending the interview
UW_AD_UGD8_N.pdf —- Waitlist
UW_AD_UGR19N.pdf —- Rejected
UW_AD_UGD4_N.pdf —- registered learner applying for another qualification
UW_SF_BALSPO.pdf —- Overdue fees for registered learners
UW_AD_UGR7_N.pdf —- Rejected (Grade 14 or transitioning from another university)
UW_AD_PGA2_N.pdf —- Postgraduate qualifications

2. SU(Attachment): (partial match)

PROVISIONAL_OFFER_LETTER_ —- Provisional Acceptance
Offer_Letter_ —- Firm Offer

3. UCT(HTML): (partial match)

CONDITIONAL OFFER OF A STUDY PLACE FOR —- Provisional Acceptance
OFFER: CONDITIONAL OFFER OF A STUDY PLACE —- Provisional Acceptance
OFFER: STUDY PLACE FOR —- Firm Offer
CONFIRMATION OF OFFER —- Firm Offer

4. RU (Attachment): (partial match)

TT —- deposit has been waived because, on the application, you indicated you would be applying for NSFAS
AP —- Waitlist
O1 —- Provisional Acceptance (Ask Lusani, this is a conditional offer between
FF —- Outstanding documents
RE —- Rejected
LW —- Offer that will expire in the next two weeks

5. UP(Attachment): (partial match)

_M06.PDF —- Medicine email that only you will be considered if medicine was the first choice
_M08.PDF —- HS Scie Conditional Acceptance
??.PDF —- HS Waitlist
_A67.PDF —- Confirmation email that you meet the minimum requirements and doesn't guarantee admission to the program
_AA5.PDF —- Confirmation email containing student number
_M40.PDF —- Biographical Information for Health Qualification
_A44.PDF —- Conditionally Admitted
_A42.PDF —- Conditionally Admitted (Computer Science & Engineering) - department specific
_A41.PDF —- Admitted
_A31.PDF —- Rejected because Medicine or HS qualification was not a 1st choice
_W00.PDF —- Residence placement reservation
_V00.PDF —- Vet Scie
_H17.PDF —- Drama auditions
_H12.PDF —- Mandotary selection ID
_AI5.PDF —- Visa Issuity Authority (Not config)
_A68.PDF —- Waitlist or Programme Full (For Engineering and Computer Science) - department-specific

6. NWU(pdf): (exact match)

PVA006.pdf —- Conditionally Acceptance
PVA014.pdf —- Acceptance
PVA002.pdf —- Programme Full (Met requirements, however, due to capacity) for education
PVA002.pdf —- Rejected based on a selection process (For selection programs)
PVA007.pdf —- Assessment/Interview
PVA018.pdf —- Outstanding Docs
PVA003.pdf —- Referred to the relevant faculty (Pending) — could also mean that there are docs missing
AAA103.pdf —- Application deleted (welcome to apply again)

7. UFS (Attachment): (exact match)

DENYUGRD2019.pdf —- Rejected
UFS_DDEF.pdf —- Pending
CONDLETCOV.pdf —- Conditional
UV_ADMIT_COV.pdf —- Accepted

CPANEL NAVIGATION

What to do when emails are stuck, and no user is receiving any incoming emails?

Log in to the cPanel account
Click on “Email Accounts”
In the search textbox, enter “unlimited”
Click “Check Email” for the respective domain. This action will lead you to the unlimited account

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.

From cPanel, navigate to Professional Spam Filters
Click on the admin.bridgeapp.co.za domain
n the left-side menu bar, click on “Spam Quarantine”

Use the Query Rules:

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 whether to use an exact match or contains. These options can be chosen from the drop-down list.
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, we received it, and grey the email has been deleted. The list gets deleted every 10 days. In this case, reach out to Lusani

This is to check if the email was received or not. If also, the email address does not appear here, it means the issue is not Gradesmatch but the external