Set Up Cases for Appointments and Student Tasks

Configure the Appointments Related Lists

The Student Record Case Lightning page layout that Student Success Hub installs includes three Appointments related lists on the Appointments tab of the page: Upcoming Appointments, Past Appointments, and Cancelled Appointments. If you're using a different Case page layout, learn how to add the three related lists to the page.

1. In the Student Success Hub app, go to any Student Record Case record.
2. From the page header, click the gear icon. Select Edit Page to open the Lightning App Builder.
3. Go to the Appointments tab.
4. From the menu of components, drag the Appointments Related List component to the Appointments tab in the page canvas.
5. In the component's Properties pane:
   1. Set the Status to Upcoming, Past, or Cancelled.
   2. If desired, change the value of the Show New Button field to show or hide the New button in the related list.
6. Repeat Steps 4 and 5 to add the other two Appointments related lists.
7. Save your changes and exit Lightning App Builder.

Configure the Tasks Related Lists

You can give support staff the option to create tasks from the Tasks related lists in a Student Record Case. Specify in the Task Related List component whether to show or hide the button for creating a new task.

1. In the Student Success Hub app, go to any Student Record Case record.
2. Go to the Tasks related list and see whether each instance of the related list shows the New button.

3. To show or hide the New button:

   1. From the page header, click the gear icon. Select Edit Page to open the Lightning App Builder.
   2. In the Tabs component, select the Tasks related list. You may need to first click More and select Tasks from the menu.

   3. Select an instance of the Task Related List component, such as Completed Tasks, and then in the Properties pane, change the value of the Show New Button field.

   4. Save your changes.
4. Activate the page before you return to the Student Record Case and verify your updated configuration.

Consider Displaying the Activity Related List

The Activity related list in the Activity tab shows both Tasks and Events related to the Student Record Case. If you display the Activity related list in the app, make sure you review with your support staff members these details about using it.

• The Activity related list lets support staff manage all the Tasks related to a student, including Tasks assigned to the student and Tasks assigned to other people, such as someone on the student's success team. In contrast, the Tasks related list shows only the Tasks assigned to the student. If you don't display the Activity related list, support staff are limited to viewing Tasks assigned to the student in the Tasks related list.
• Appointment data is shown on the Appointments tab in the Upcoming Appointments and Past Appointments related lists. The Activity related list does not show Appointments. If your school tracks any Events that are related to the Student Record Case (that is, Events other than Appointments), and it's useful for support staff to see those Events, then it can be useful to display the Activity related list.

• Do not use the New Event button on the Activity related list to create Appointments.

Add the Task Mass Action Button to Cases List Views

Give support staff the option to create a task for one or more students from Cases list views.

Note Keep in mind that any mass actions you add to Cases list views are visible by all users.

1. Add the custom task button to Cases list views.

   1. From Setup, in Object Manager, click Case.
   2. On the Search Layouts for Salesforce Classic page, click the action menu for the List View row and select Edit.
   3. Add the Create Student Task custom buttons to the Selected Buttons list.
   4. Save your changes.

2. Give support staff access to the page that opens when they click the Create Student Task button.

   1. From Setup, search for then select Profiles.
   2. Click the support staff profile.
   3. In the Visualforce Page Access section, verify that the CreateTaskMassAction item is in the Enabled Visualforce Pages list.
   4. Save your changes

3. Verify that the button appears in the app and works as expected.

   1. Log in to the Student Success Hub app as a support staff member and click Cases.
   2. Select a Cases list view, such as My Students.

   3. Confirm that the Create Student Task button appears at the top of the page.

   4. Test the button by selecting the checkbox next to one or more students, and then clicking Create Student Task.

      

      Note The selected Cases must be Student Record Cases and their associated Contacts must also have an associated Customer Community Plus or Customer Community Plus Login user.
   5. Enter task details and save your changes.
   6. Verify that the selected students are assigned the task.