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Configure the Student Success Chatbot's Custom Fields
Configure the chatbot's custom fields on the Contact and Activity objects.
- Bot Messaging Custom Fields on Contact
The Student Success Hub chatbot installs these custom fields on the Contact object. Students set values on these fields through conversations with the bot. Admins and support staff can also set some of the fields through the Student Success Hub app. Add these fields to the Contact page layout that you and your support staff use, and then assign the necessary permissions to users, including the bot. - Create a Bot Messaging Quick Action
When signing students up to the Student Success Chatbot, use a quick action to send them a text message that makes them aware of the chatbot's number. Sending the message also creates a relationship between the student's Contact record and the Messaging User record. - Bot Messaging Custom Fields on Activity
The Student Success chatbot installs these custom fields on the Activity object, and includes them on the default Task page layout. Set permissions for these fields by going to the profile or permission set and then updating the Object Settings for Tasks. - Bot Messaging Custom Field Permissions
Give yourself, your staff, and the Student Success chatbot user the necessary permissions for the chatbot's custom fields.
Bot Messaging Custom Fields on Contact
The Student Success Hub chatbot installs these custom fields on the Contact object. Students set values on these fields through conversations with the bot. Admins and support staff can also set some of the fields through the Student Success Hub app. Add these fields to the Contact page layout that you and your support staff use, and then assign the necessary permissions to users, including the bot.
- Bot Messaging Advanced Notice
- The number of days before a Task is due for the student to receive a reminder. By using the bot, students can set the value as 1, 3, or 7 days. The default is 3 days. Administrators and support staff can also set this field in the Student Success Hub app on behalf of a student.
- Bot Messaging Allowed
- Indicates whether Bot Messaging Include Student and Bot Messaging Opt-In are both true and the student has not paused messaging. It's a formula field, and it controls outbound messages.
- Bot Messaging End Pause
- The last day of the messaging pause period. By using the bot, students can pause notifications for 3, 7, or 14 days.
- Bot Messaging Include Date
- The date when the last update was made to the Bot Messaging Include Student checkbox.
- Bot Messaging Include Modified By
- The last person who updated the Bot Messaging Include Student checkbox.
- Bot Messaging Include Student
- When selected, the student receives the initial opt-in message with the next scheduled flow. By default, this checkbox is deselected. Administrators, support staff, or automation can set this field.
- Bot Messaging Opt-In
- Indicates whether the student has opted to receive messages. Students opt-in by engaging with the bot. Administrators and support staff can also set this field in the Student Success Hub app on behalf of a student.
- Bot Messaging Opt-In Date
- The date when the last update was made to the Bot Messaging Opt-In field.
- Bot Messaging Opt-In Modified By
- The last person who updated the Bot Messaging Opt-In field.
To allow chatbot communication with a student:
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In Student Success Hub, open a student's Contact record.
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Select Bot Messaging Include Student.
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Save your changes.
The next time that the scheduled Student Success Chatbot: Welcome flow runs, it will include the student. The student receives an SMS inviting them to manage their chatbot preferences, update their Success Plans, or reach out to a member of their success team if additional setup is required.
Create a Bot Messaging Quick Action
When signing students up to the Student Success Chatbot, use a quick action to send them a text message that makes them aware of the chatbot's number. Sending the message also creates a relationship between the student's Contact record and the Messaging User record.
Right now, let's configure the Contact page layout with the quick action. You'll use the quick action later, to send the welcome email to the student.
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From Setup, in Object Manager, click Contact.
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Click Page Layouts, and then click the page layout assigned to your support staff. For example, click Support Contact Layout.
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Drag Sign up to Bot Messaging from the Quick Actions palette and to the Salesforce Mobile and Lightning Experience Actions section of the page.
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Select Related Lists in the palette and confirm or add the Messaging Users and Messaging Sessions related lists to the page.
The Messaging Users related list shows you the connection between the Contact and the messaging platform. The Messaging Sessions related list shows the history of conversations. Messaging Session transcripts are populated after sessions end.
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Save your changes.
Bot Messaging Custom Fields on Activity
The Student Success chatbot installs these custom fields on the Activity object, and includes them on the default Task page layout. Set permissions for these fields by going to the profile or permission set and then updating the Object Settings for Tasks.
- Bot Messaging Remind Date
- The date when the bot sends a Task due reminder to the student. The value is based on the Task's Due Date and the student's reminder preference as indicated in the Bot Messaging Advanced Notice field, and is populated by a flow.
- Bot Messaging Remind Today
- A system field that indicates that the bot needs to send a Task Due reminder today.
Bot Messaging Custom Field Permissions
Give yourself, your staff, and the Student Success chatbot user the necessary permissions for the chatbot's custom fields.
Object Settings for Contacts
Your admin, support staff, and chatbot users need these permissions.
Field Name |
Permission |
|---|---|
Bot Messaging Advanced Notice |
Read and Edit |
Bot Messaging Allowed |
Read |
Bot Messaging End Pause |
Read and Edit |
Bot Messaging Include Date |
Read and Edit |
Bot Messaging Include Modified By |
Read and Edit |
Bot Messaging Include Student |
Read and Edit |
Bot Messaging Opt-In |
Read and Edit |
Bot Messaging Opt-In Date |
Read and Edit |
Bot Messaging Opt-In Modified By |
Read and Edit |
Object Settings for Tasks
Your admin, support staff, and chatbot users need these permissions.
Field Name |
Permission |
|---|---|
Bot Messaging Remind Date |
Read and Edit |
Bot Messaging Remind Today |
Read |
