Advise Common Tasks Guide

Table of Contents

Searching for a Student Record

Locate the Search Bar: Find the search icon in the top-right of the Advise interface.

Enter Search Criteria: Type in any of the following:

• First Name

• Last Name

• Banner ID (Student ID)

• Email Address

Select the Student: From the results, click the student’s name to open their record.

Switch to a Custom View (Optional): Use the drop-down next to Person to select SJRSTATE Student View for additional fields relevant to advising.

Use an Advanced Find

Advanced Find allows staff to create customized queries and data views.

Click the Advanced Find (funnel) icon.

Choose your Entity (e.g., People for student data)

Select Fields to search/filter by (e.g., ERP ID, Last Name, Email).

(Optional) Load a Saved View to reuse previous search parameters.

Terminology Explained:

As you build your view, it’s important to understand the terminology used in Advise to accurately interpret and work with student data:

• ERP ID = Student Number: This is the unique identifier assigned to each student in the system.

• Alert: Refers to any alerts that have been added to a student’s record in Advise. Alerts may indicate important student statuses or actions required by advisors or administrators.

• Restriction = Holds: Holds are administrative or academic restrictions placed on a student's account. These can prevent registration or access to other services until resolved.

• Indicator: An indicator is a reference note that can be added to a student’s record, typically to highlight a particular status or situation. For example, a student might have an indicator that shows they are "Not Registered for Spring/Fall," indicating an important enrollment status.

Tip: Use Advanced Find to build lists for reporting, dashboards, or communication campaigns.

Adding a Task to a Student Record

Tasks help track follow-up actions such as student withdrawals or advising notes.

Steps

1. From a student record, scroll to the Activities section.

2. Click Add Task.

3. Fill in:

   • Subject: Example — “Withdrawal – John Smith”

   • (Optional) Due Date/Priority

4. Save the task.

5. Once addressed, click Complete to finalize it.

Creating Saved View from Advanced Find

Creating Saved Views from Advanced Find

Once you’ve built a query in Advanced Find, save it for reuse.

Steps

1. Build your query (example: Active Undergraduate Students with a specific attribute).

2. Click Save As.

3. Enter a descriptive name (e.g., Active SON Majors).

4. Save for future use — your view will appear in the drop-down list.

Adding a Phone Call to a Student Record 

⚠️ Important: Do not use the “Add Phone Call” button — it doesn’t allow for Activity Codes. Always use Grid View.

Steps

1. Open the student record and scroll to Activities.

2. Switch to Grid View.

3. Click New Activity → Phone Call.

4. Fill in details:

   • Student auto-populates as recipient.

   • Select the correct Activity Code (required at SJR State).

   • Add notes in Subject/Notes fields.

5. Save and click Mark Complete.

6. Verify the entry is logged (phone icon will appear).

Setting a Default Dashboard

Personalize your Advise experience by setting your preferred dashboard.

Steps

1. Log into Advise with your MySJRState credentials.

2. From the dashboard, open the drop-down next to the current dashboard name.

3. Select your preferred dashboard (e.g., SJR State Student Dashboard).

4. Click Set as Default.

5. Log out/in to confirm.

Adding an Appointment to a Student Record

Appointments help document scheduled advising meetings or follow-ups.
Steps

1. From the student record, scroll to Activities.

2. Click New Activity → Appointment.

3. Enter:

   • Subject (e.g., “Advising Session – Registration Prep”).

   • Start/End Date and Time.

   • Location (physical office, phone, or Teams/Zoom link).

4. Save and Complete once the appointment occurs.

Sending an Email to a Student through Advise

You can log email communications directly into the student record.
Steps

1. Navigate to the student record → Activities section.

2. Select New Activity → Email.

3. Fill in:

   • To: Student (auto-populated).

   • Subject and Body.

   • (Optional) Add attachments.

4. Click Send or Save & Complete to log the email.

Adding/Resolving an Alert

Alerts flag important student statuses that require advisor attention.
Steps

1. In the student record, locate the Alerts section.

2. Click Add Alert.

3. Choose an appropriate Alert Type (e.g., Academic Concern, Financial Aid Issue).

4. Add notes to clarify the situation.

5. Save.

6. To resolve, open the alert and select Resolve when the issue is addressed.

Adding a Note to a Student Record

Notes provide additional context that may not fit under tasks or alerts.
Steps

1. In the student record, scroll to the Notes section.

2. Click Add Note.

3. Enter a title and detailed information.

4. Save the note.

Exporting Data from a View

For reporting or sharing purposes, you can export student lists from Advise.
Steps

1. From a saved view or Advanced Find results, open the Command Bar.

2. Click Export to Excel.

3. Choose:

   • Static Worksheet (snapshot at time of export).

   • Dynamic Worksheet (updates when reopened in Excel with connection).

4. Save the file to your computer.

Sharing a Saved View with Colleagues

Saved Views can be shared across advising staff for consistency.
Steps

1. Navigate to Advanced Find → Saved Views.

2. Select the view you’d like to share.

3. Click Share.

4. Select the colleague(s) or security roles.

5. Define permissions (Read, Write, Assign, Share).

6. Save.

Creating a Personal Dashboard

Dashboards consolidate multiple views for quick access.
Steps

1. From the main dashboard screen, click New Dashboard.

2. Select a layout (2-column, 3-column, etc.).

3. Add components (e.g., Saved Views, Charts, Activity Lists).

4. Save your dashboard.

5. Use Set as Default if desired.

Tracking Student Progress with Indicators

Indicators help track ongoing statuses like “At Risk” or “Needs Tutoring.”
Steps

1. From the student record, scroll to the Indicators section.

2. Click Add Indicator.

3. Select the appropriate category (Academic, Financial, Advising).

4. Add a brief description.

5. Save.

What if I need additional assistance?

SJRstate IT is here to help! Reach out to us by:

• Calling the Helpdesk at (386)312-4142

• E-mailing Helpdesk@SJRState.edu