Regroup Documentation
- David Richert
- Gerald Jumper (Unlicensed)
Regroup Message Guidelines and Information
If a student wishes to opt-out of any general regroup messages. They can reply “Stop” to the text message. This will block regroup from sending messages to them.
When sending Text Messages, start the text with something along the lines of “Hello Giants” or anything that allows the student at a glance to see the message is related to COS.
If you wish to send out a message to all students, contact Lauren Fishback to send out that message. This will not require a helpdesk ticket as she is an authorized sender for the campus groups.
If you do not have access to Regroup, you will need to be approved for regroup access from Michele Brock and Lauren Fishback.
If your department has need for a reoccurring demographic of students, please submit a separate helpdesk ticket requesting an Argos report to fulfill this need at least two weeks prior to a regroup message needing to be sent out.
If you would like more information that this documentation does not include, please submit a helpdesk ticket.
Regroup overview instruction video.
Below is a link to a Zoom recording of one of the training sessions led by Regroup staff on the functionality of Regroup 2.0. Access requires the use of the passcode listed below. Please copy the passcode before clicking the link for the training session.
Recorded Regroup training session.
Passcode:
6BbfMBu*
Preparing your target students for upload
Retrieve the Banner IDs of your target demographic of students from a report of your choice.
If you have the need for a specialized demographic of students, please submit a helpdesk ticket at least two weeks prior to when your regroup messages are requested to be sent out.
Navigate to the Regroup Banner ID Entry ARGOS report.
If you do not have access to this report, please submit a helpdesk ticket.
Paste up to 1000 Banner IDs in the box on the left section of the page.
After you have inserted the Banner IDs of your target demographic, click the Run Report button just above where you entered in the Banner IDs. Your data should then show up in the large box on the right side of the page.
To export the report as a CSV file designed for Regroup imports, (1) select the Regroup Import File option from the Reports dropdown on the top of the window and then (2) click the Run button just to the right of the dropdown menu.
This process will place a csv file formatted for to import into Regroup in your downloads folder. Please proceed to the “Uploading students to Regroup” section of the documentation.
Uploading students to Regroup
Navigate to the Regroup Icon in My Giant.
If you do not have access to this icon, please submit a helpdesk ticket.
If prompted to login, please click the “ADMIN LOGIN” button.
Click “RECIPIENTS” at the top of the navigation bar.
Select your designated group which has you listed as an Admin or Sender.
If you do not have a group where your status is Admin, please submit a helpdesk ticket for a new group or to be admin of a preexisting group.
If your group is associated with a campus location in Regroup, it may be listed underneath that location. In the example above, the groups associated with Visalia will be listed underneath that location. You can click the + sign to toggle the list of groups on that location open and closed.
Once you have your group selected, click “Contacts” on the left pane of the page under Group Members.
If there are currently any students from a previous run, click the “Select all X items” link to select all contacts then click the “Remove(X)” link.
After clicking Remove, you need to confirm by typing Yes on the confirmation page and clicking the Ok button.
After all students have been removed from this group, click the “Add Contact” button or the “+ Import & Add Contacts” link on the left pane.
Select “Import Contacts from CSV File” on the left pane.
Click browse and navigate to your regroup upload csv that you download from the previous section and click the “Upload” button.
If you used the Regroup Banner ID Entry report in Argos to export your data, the data should map to the appropriate attributes. You will need to scroll down and confirm that attributes are assigned correctly or map the attributes from your csv file to the appropriate attributes in Regroup. Once you have them mapped, as shown below, click the “Add Contacts” button.
You should see a confirmation pop up window in the upper right of your screen letting you know that the file is being processed. Please allow 5 min. per 1000 students being uploaded to be imported into the regroup.
Please continue to the “Sending a Regroup message” after all students have been imported.
Sending a Regroup message
After all students have been imported into your Regroup Group, Click the “New Message” button at the top of the page.
Select the appropriate message type. For most messages you will select “Ad Hoc Message”. If you have a predefined message saved as a template, you can choose that and access the saved quick messages from the “Select from a Quick Message…” dropdown.
Select the recipients for your message by selecting the group you wish to send to using the “Add a Group” dropdown. You can search for your group then click the checkbox next to your group and continue down the form.
Select the delivery methods you wish to use. For most messages, you will likely choose Email and sometimes Text/SMS as this will provide the largest coverage. If you choose Text/SMS, you should select the Phone Type of “Cell”.
Select the sender profile already defined for your group or you can use the ADHOC Email Sender Profile. If you like, you can define a custom profile. If you want to display the values set in the profile, you can click the “Show Profile Info” link to expand that section and see the values.
Enter the message contents by either choosing a template if you have built one, or by entering the message content in the message body section of the screen. If you are sending via Email and Text/SMS, by default Regroup will use the same message content for both or you can click the “Custom content for each delivery method” checkbox and enter in separate text for each delivery method by clicking on each method in the left pane of the message body window. If you wish to use the same content in each method, please check the “Include Lind to Full Post in SMS/Text Message” checkbox so the SMS/Text will not send multiple messages if the text goes over the character limit.
Look over each of the settings and change them as needed.
If you wish to save your message as a template, or schedule for later, select those options at the bottom of the form.
If you schedule a message for later, you cannot change the group members until that message has been sent or it may be sent out to an unintended demographic of students.
When you are ready to send out your regroup message, click the “Preview” dropdown and select “Send Test to Myself”. After you have verified your message is formatted correctly, click the “Send Now” button and your message will be sent out to the recipients you selected.
NOTE: The “Send Now” button has no confirmation screen and will send out your message to all members of the group. Only click it when you are certain your message is ready to be sent!!!