Ellucian Advise: Classic vs. New UI Guide

Helping you find what you know and complete your daily tasks in the new interface

The new Ellucian Advise interface introduces a modern layout, improved filtering, and integrated timelines.
This guide is designed for staff moving from the Classic Advise interface and explains:

• Where to find features you already use

• How to complete common tasks in the new UI

• Quick-reference maps and cheat sheets for navigation

Table of Contents

Navigation Basics

• Left Navigation Bar: Replaces the old top tabs. You’ll see People, Engagement, Dashboards, Configuration, etc.

• Top Search Bar: Global search — type a student name, ID, or email.

• Command Bar: Appears on lists and records for actions like Email, Assign, Export, Add Activity.

• Right Sidebar / Timeline: Displays all recent activities — notes, emails, appointments — in one scrollable panel.

• Tabs on Record Pages: Replace long scrolling forms; data is grouped under Details, Academics, Related, Indicators, etc.

Understanding the Layout

Area	Purpose	Example Actions

Home Dashboard

Personalized landing page

Monitor alerts, KPIs, lists

People / Contacts

All student records

Filter, view, assign advisor

Engagement

Lists, plans, and emails

Build audiences and send communications

Configuration

System setup

Indicators, workflows, templates

Settings / Security

Admin functions

Assign security roles

Activities / Timeline

Student interactions

Log notes, send emails, add tasks

Top Command Bar

Page-level actions

Save, Share, Assign, Run Workflow

Quick Reference: “Where Things Are Now”

Classic Advise Area	New UI Location	How to Access
Home Page	Home Dashboard	Left Nav → Home
Contacts / People	People	Left Nav → People
Engagement Lists	Engagement → Lists	Left Nav → Engagement → Lists
Communication Plans	Engagement → Plans	Left Nav → Engagement → Plans
Email Templates	Configuration → Templates	Left Nav → Configuration → Templates
Indicators	Configuration → Indicators	Left Nav → Configuration → Indicators
Assign Indicator	On Person record → Indicators tab	Open student → Indicators
Advanced Find	Filter / Advanced Filter	Any List → Filter icon → Add group
Activities	Timeline (on record)	Open person → Right sidebar
Notes	Timeline → +New → Note	On record → Timeline panel
Tasks	Timeline → +New → Task	On record → Timeline panel
Appointments	Timeline → +New → Appointment	On record → Timeline panel
Dashboards	Dashboards area	Left Nav → Dashboards
Workflow / Process	Settings → Processes	Left Nav → Settings (admin only)
Exports	Export to Excel	List view → … → Export
Assign Advisors	Assign command	List → select → … → Assign
Alerts	Person record → Alerts tab	Open person → Alerts
Engagement Emails Sent	Engagement → Emails	Left Nav → Engagement → Emails

Finding Students / People

To find a specific student:

1. Use the top global search bar — type name, ID, or email.

2. Or go to People → use filters or views (e.g., “My Advisees”).

3. Click the student name to open their record.

4. Tabs: Details, Academics, Indicators, Timeline.

Tips:

• Click Columns in the People list to add or remove columns (Term, Advisor, GPA).

• Click the pin icon to save a favorite view.

Working with Lists & Views

To create a custom View (for quick filters):

1. Go to People.

2. Click Filter → Add row (choose fields).

3. Save as a New View and Pin it.

To create an Engagement List:

1. Engagement → Lists → New.

2. Choose Dynamic (auto-updates) or Static.

3. Add conditions (e.g., Term GPA < 2.25).

4. Save → Run list → Ready for communication or workflows.

To share a list:

• From the List → … → Share → choose users or teams.

Sending Individual or Bulk Emails

Send to one student:

1. Open student record → Timeline → +New → Email.

2. Enter subject/body or choose a template.

3. Select the correct From address (shared mailbox or advisor).

4. Click Send.

Send to many students:

1. Open Engagement List.

2. Select all students or use filters.

3. Command Bar → Email.

4. Choose a template and confirm sender.

5. Send → Check status in Engagement → Emails.

Indicators, Alerts & Flags

Add or View Indicators:

• Student record → Indicators tab → +Add Indicator.

• Choose type (At Risk, Registered, Successful).

• Save and close.

View or Clear Alerts:

• Alerts tab → open alert → mark resolved.

Tip: Use filters like “Has Indicator = At Risk” in Lists or Views.

 

Notes, Tasks, and Appointments

• Note: Quick comment or update.

• Task: Something to complete later.

• Appointment: Scheduled meeting (can sync to Outlook).

Add one:

1. Open student → Timeline → +New → choose type.

2. Complete the form → Save.

3. It appears on your Timeline and My Activities list.

Communication Plans

Used for ongoing or automated messaging.

To create:

1. Engagement → Plans → New Plan.

2. Add steps (emails, reminders, reassignment).

3. Choose frequency (weekly, bi-weekly).

4. Activate to begin.

Example:
A “Registration Reminder” plan runs every Monday and Thursday until deadline day.

Dashboards & Custom Views

Access dashboards:

• Left Nav → Dashboards.

Create your own:

1. New → Dashboard → Choose layout.

2. Add components (charts, views, lists).

3. Save → “Set as Default.”

Tip: Use a mix of visuals and data grids for a daily summary.

Exporting Data

1. Open any list or view.

2. Command Bar → Export → Static or Dynamic.

3. Confirm column layout.

4. Download Excel file.

Workflow & Automation

Admins can still automate tasks.

• Settings → Processes → New Process / Workflow.

• Trigger: Record creation/update or condition (e.g., GPA < 2.25).

• Actions: Assign advisor, apply indicator, send email.

• Save → Activate.

Note: End users can trigger workflows manually from the Command Bar if allowed.

Security Roles and Ownership

• Record ownership defines who sees and manages a student.

• Assign action changes ownership.

• Admins manage roles under Settings → Security → Roles.

FAQs / Troubleshooting

Q: Where is Advanced Find?
A: Use Filter → Advanced Filter on any list.

Q: My email sent from another person.
A: Check From in the email dialog — pick your mailbox.

Q: My dashboard won’t load.
A: Ensure your role has access to that dashboard.

Q: I can’t add conditions after “Does Not Contain Data.”
A: In the new UI, create a new filter group and apply a NOT condition.

Quick-Reference Tables

Record Tabs Overview

Tab	What You’ll Find
Details	Name, contact, demographics, term info
Academics	GPA, course sections, credits
Indicators	Flags and statuses
Related	Relationships, documents, applications
Timeline	Notes, emails, tasks, appointments
Alerts	System or advisor alerts

Common Tasks Summary

Task	Where to Go	Click Path
Email student	Student record	Timeline → +New → Email
Add note	Student record	Timeline → +New → Note
Add indicator	Student record	Indicators → +Add
Assign advisor	Any list	Select → … → Assign
Export to Excel	Any list	… → Export
Filter students	Any list	Filter → Add row/group
Create workflow	Settings	Settings → Processes → New
Send bulk email	Engagement	Engagement → Lists → select → Email
Build dashboard	Dashboards	Dashboards → New

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