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Use Cases
In this guide, we explore various ways you might integrate Staff Assistants into your daily workflow with Element451. Focused on real-life applications, it offers concise, clear examples of how Staff Assistant features can enhance efficiency, improve communication, and simplify task management.
As an AI assistant, every interaction with Staff Assistants will be different, as is each specific interaction you have with your coworkers, even around similar work.
In this article, we'll share just a few examples of how you might leverage Staff Assistant shortcuts and other interactions to assist you in your day-to-day work.
Start Your Day with Staff Assistants
Start Your Day with Staff Assistants
This use case guides you through utilizing the 'Catch Me Up' feature in Staff Assistants, ensuring you are quickly up-to-date with your important tasks, conversations, and decisions.
User Profile: This feature is ideal for any internal user who uses Conversations, Tasks, or Decisions, especially those being regularly assigned, and need to stay organized and informed.
Scenario: At the beginning of the workday, you need to quickly catch up on the most relevant and urgent items from the last 24 hours, including conversations, decisions, and tasks.
Step-by-Step Instructions:
Access Staff Assistants: Click the BoltAI button located on the far right of the orange navigation bar.
Navigate to Shortcuts: Once inside the BoltAI interface, click on the 'Shortcuts' tab at the top.
Use 'Catch Me Up': Click on the 'Catch Me Up' shortcut.
Review Items: BoltAI will display:
Assigned and open conversations from the last 24 hours.
Decisions assigned to the user that are not in the release stage from the last 24 hours.
The user's tasks that are due today or overdue.
Take Action: If there are new items, you can directly view conversations, tasks, or decisions with a single click.
Expected Outcome: You will be able to quickly review and prioritize their immediate tasks, conversations, and pending decisions, ensuring that you start your day focused and well-informed.
Manage Your Tasks Efficiently
Manage Your Tasks Efficiently
This use case focuses on how to effectively manage and navigate through tasks using the 'User Tasks' shortcut in the BoltAI interface, which is ideal for individuals and managers overseeing task progress.
User Profile: Suitable for any user who is assigned tasks or a manager who needs to track the status of tasks assigned to their team members.
Scenario: You have an hour between meetings and decide to use that time wisely to work through completing your tasks that are overdue and due today. Since you only have an hour, you need to be strategic and organized in your workflow.
Step-by-Step Instructions:
Access BoltAI: Click on the BoltAI button, located on the far right of the orange navigation bar.
Navigate to Shortcuts: In the BoltAI interface, select the 'Shortcuts' tab.
Select 'User Tasks' Shortcut: Click on the 'User Tasks' shortcut.
Select Assignee: You will be the prepopulated user, but this can be changed if you or a manager want to view someone else's task list.
Review and Open Task Mode: BoltAI will display a list of pending tasks. Select the option to open Task Mode for a more detailed view and management options.
Navigate with the Task Mode Ribbon: If you choose to open Task Mode, the Task Mode Ribbon will appear at the top of the page so you can systematically navigate through each task. This feature provides a streamlined interface to manage your tasks efficiently.
Task Example - Follow Up with Annie:
View Task: Imagine a task instructs you to follow up with a prospective student, Annie, whom you met at a college fair.
Open Student Profile: Click 'View Profile' in the Task Mode Ribbon to access Annie's profile.
Activate Smart Contact Association: Upon opening Annie’s profile, BoltAI's smart association feature activates, associating any future Contact Shortcuts or Prompts with the relevant student record for accuracy and contextual awareness.
Utilize Staff Assistants for Task Completion:
Prompt Staff Assistants: For instance, input a prompt like, “Draft an email to Annie following our meeting at her high school's college fair, reminding her of the upcoming scholarship deadline next Friday.”
Review and Manage Draft: The Assistant will generate a draft email, including a subject and body. You can:
Request edits from the Assistant for any refinements.
Copy and paste the draft into your email system if you prefer a manual approach.
Instruct the Assistant to send the email directly, ensuring a seamless and efficient communication process.
Expected Outcome: Utilizing BoltAI for task management transforms your daily workflow into an efficient and streamlined process. With the enhanced Task Mode and smart features, you can easily navigate through pending tasks, access relevant student profiles, and activate smart associations for contextual accuracy. This leads to quicker, more precise task completion, especially in communications. For example, drafting personalized follow-up emails becomes effortless with Copilot's ability to generate and, if needed, send tailored messages on your behalf. The outcome is a significant saving of time and effort, allowing you to focus on more strategic aspects of your role while Copilot handles the details of routine tasks.
Prepare for a Student Meeting
Prepare for a Student Meeting
This use case guides you through the "Summarize Contact" shortcut in BoltAI, designed to provide a quick and comprehensive summary of a student's profile, including demographics, traits, and contact information.
User Profile: Ideal for admissions officers, counselors, or any professional who needs to prepare for meetings with students or requires a quick overview of a student's journey through the admissions funnel.
Scenario: You need to prepare for a meeting with a student and want a quick reference to the student’s application history, engagement level, and current stage in the admissions process.
Step-by-Step Instructions:
Access BoltAI: Click the BoltAI button on the far right of the orange navigation bar.
Navigate to Shortcuts: Once inside the BoltAI interface, click on the 'Shortcuts' tab at the top.
Use the 'Summarize Contact' Shortcut: Click on the 'Summarize Contact' shortcut.
Selecting a Student:
If viewing a student's profile: BoltAI will automatically associate the shortcut with the student's record and pre-populate the information.
If not viewing a profile: You will be prompted to select a student from a list. Choose the relevant student to generate a summary.
Review Summary: The shortcut will provide a detailed summary that includes:
Demographic information
Traits
Contact details
Application history and engagement with the institution
The student’s current stage within the admissions funnel
Expected Outcome: You will quickly and efficiently gather essential information about a student, aiding in preparation for meetings and ensuring a personalized and informed interaction. This feature facilitates a better understanding of students' backgrounds and needs, enhancing the quality of engagement and support provided.
Enhance Student Engagement Using Recent Activity
Enhance Student Engagement Using Recent Activity
This use case demonstrates how to use the "Contact Activities" shortcut in Copilot to fetch a student's latest activities and leverage Copilot's recommendations for the next best steps in engagement.
User Profile: Ideal for admissions officers, student affairs personnel, or anyone in roles requiring close monitoring and responsive communication with students.
Scenario: You need to stay updated on a student's recent interactions with the institution, such as event attendance and digital engagement, and determine the most effective follow-up action.
Step-by-Step Instructions:
Access Copilot: Click on the Copilot button on the far right of the orange navigation bar.
Select 'Contact Activities' Shortcut: In the Copilot interface, choose the 'Contact Activities' shortcut from the 'Shortcut' tab.
Fetch Student Activity: Copilot will display the latest activities of the selected contact, including event participation and digital engagement details like email opens and website clicks.
Prompt Copilot for Recommendations: Ask Copilot to suggest the next best action or communication channel by using a prompt like, "Can you recommend the next best action or communication/channel to engage this student?"
Receive and Act on Copilot’s Recommendation: Copilot analyzes the student's activity and, for instance, might inform you that an email to the student bounced. It then recommends a more suitable approach, such as sending a text or making a phone call, and asks if you would like assistance in drafting a text message.
Drafting the Message: Respond 'Yes' to Copilot’s offer, and it will draft an SMS message for you to review.
Review and Send SMS: After reviewing and approving the message, instruct Copilot to send the SMS directly to the student.
Expected Outcome: The 'Contact Activities' shortcut empowers users to make informed decisions about student engagement strategies. With Copilot’s analysis and suggestions, users can effectively overcome communication challenges and ensure that students receive timely and appropriate follow-ups, thereby enhancing overall engagement.
Customize Student Engagement with AI-Driven Analysis
Customize Student Engagement with AI-Driven Analysis
This use case guides you through using custom prompts in Copilot to analyze a student's record and obtain AI-recommended actions for personalized engagement.
User Profile: Ideal for admissions counselors, student advisors, or any staff who engages directly with students and requires a detailed understanding of their interests, activities, and engagement levels.
Scenario: You need to assess and determine the best next steps for engaging with a student, Annie, using her profile data.
Step-by-Step Instructions:
Navigate to Student Profile: First, go to Annie's student profile. Doing this before entering your custom prompt activates Copilot's smart association feature. Therefore when you send a Prompt, you could simply say, "Tell me the engagement score for this student," instead of having to type the student's name or select it from the drop-down.
Open Copilot Interface: Click on the Copilot icon in the top right of the navigation bar.
Navigate to New: In the Copilot interface, select the 'New' tab if not already selected.
Enter Custom Prompts:
Analyze Notes: Ask, "What are the notes for Annie?" Copilot will provide a summary of all notes related to her.
Check Latest Activities: Follow up with, "What are her latest activities?" You'll get a summary of Annie's recent engagements.
Summarize Contact Info: Follow up once more with, "Can you summarize her contact info?" Copilot will give you a comprehensive summary, including her application status, event attendance, funnel stage, last touch point, and more.
Get AI Recommendation: Finally, ask Copilot, "Can you recommend the next best action I can take based on all of this information?" Copilot will analyze the provided data and suggest personalized actions. For instance, it might recommend personalizing communication with Annie and facilitating a connection with the Director of Nursing because of the context of the note.
Draft and Manage Communication: After receiving Copilot's suggestion, you can ask it to draft a message. Review Copilot's draft, and then choose to either send it directly to Annie or make revisions before sending it.
Expected Outcome: By utilizing Copilot's custom prompts, you can efficiently analyze a student's engagement and receive tailored suggestions for the next steps. This personalized approach enhances the effectiveness of your communications, ensuring they are relevant and impactful.
Quick Access to Institutional Knowledge
Quick Access to Institutional Knowledge
Learn how to use the "Knowledge Base" shortcut in Copilot to swiftly access specific information from your institution's private knowledge base, enhancing efficiency and accuracy in your daily tasks.
User Profile: This use case is ideal for admissions counselors, administrative staff, or any member of the educational institution who requires immediate access to detailed internal policies and procedures.
Scenario: An admissions counselor needs to recall the institution's travel request procedures, particularly the lead time required for submitting travel requests.
Step-by-Step Instructions:
Access Copilot: Click on the Copilot icon in the top right corner of the navigation bar.
Select 'Knowledge Base' Shortcut: In the Copilot interface, find and select the 'Knowledge Base' shortcut from the 'Shortcut' tab.
Enter Your Query: Type in a custom prompt like, "How far in advance must I submit my travel request form according to our recruitment travel policies?"
Review Copilot’s Response: Copilot will access the private knowledge base and provide the specific information regarding the travel request procedures at your institution.
Expected Outcome: You will receive a quick and accurate answer from Copilot, drawn from the institution's private knowledge base. This ensures you adhere to internal policies and helps in planning your recruitment travel efficiently.
Review a Student's Event Registration History
Review a Student's Event Registration History
This use case focuses on the "Contact Events" shortcut in Copilot, which provides a detailed list of events a specific contact (student) has registered for, along with their attendance status.
User Profile: Ideal for campus events and visit coordinators, admissions counselors, and other staff who monitor student engagement through event attendance.
Scenario: You are an admissions counselor, and you want to assess and dive a bit deeper into a particular student's engagement with your institution. You decide to check to see if they have attended any events, a crucial activity for assessing the engagement and interest levels of prospective students.
Step-by-Step Instructions:
Access Copilot: Click the Copilot button on the far right of the orange navigation bar.
Select 'Contact Events' Shortcut: Choose the 'Contact Events' shortcut in the Copilot interface.
Choose a Contact: If you're already viewing a student's profile, Copilot will automatically associate this with the shortcut. If not, you'll be prompted to select a contact from a list.
Review Event List: The shortcut will display a list of events the selected student has registered for. For each event, the status (attended, canceled, did not attend) will be shown.
Analyze Engagement: Use this information to gauge the student's level of engagement and interest in campus activities, which can be valuable for personalized follow-ups or admissions evaluations.
Seek Follow-Up Advice from Copilot: Ask Copilot for advice on how best to follow up with the student. Copilot will recommend a communication approach and offer to draft an email.
If you choose "Yes," Copilot will create a draft email tailored to the student's engagement pattern.
You can then review the draft, ask Copilot for any edits, or directly have Copilot send the email to the student on your behalf.
Expected Outcome: You will not only understand a student's engagement but also effectively communicate with them, thanks to Copilot's tailored advice and assistance in drafting follow-up communications. This enhances the quality of interaction and supports student relationship building.
Manage Your Decisions Efficiently
Manage Your Decisions Efficiently
This use case explains how to utilize the "User Decisions" shortcut in Copilot, specifically designed to provide you with a comprehensive list of all decisions assigned to you that have yet to reach the release stage.
User Profile: Perfectly suited for members of an admissions processing team or any individual responsible for reviewing and evaluating applications, especially those assigned as reviewers.
Scenario: You are part of the admissions processing team and need to efficiently work through a list of your assigned application decisions, ensuring timely and accurate evaluations.
Step-by-Step Instructions:
Access Copilot: Click on the Copilot button, located on the far right of the orange navigation bar.
Navigate to 'User Decisions' Shortcut: In the Copilot interface, find and select the 'User Decisions' shortcut.
View Assigned Decisions: The shortcut will display a list of all decisions assigned to you that are not in the release stage.
Open and Evaluate Applications: You can go through each item in the list and click to open that specific application overview.
Expected Outcome: Users will efficiently manage and evaluate a significant volume of applications. This shortcut helps in organizing the workload, prioritizing applications that require immediate attention, and ensuring a smoother, more structured review process.
Leveraging AI for Event Marketing Strategies
Leveraging AI for Event Marketing Strategies
This use case demonstrates how you can use Copilot's integration with ChatGPT to obtain strategic insights and suggestions for enhancing event attendance, showcasing the tool's ability to assist in your day-to-day decision-making and planning.
User Profile: Perfect for marketing officers, enrollment services staff, or anyone involved in organizing and promoting campus events such as undergraduate open house events.
Scenario: You are part of the marketing or enrollment services team, aiming to increase attendance at your institution's upcoming undergraduate open house event.
Step-by-Step Instructions:
Open Copilot Interface: Access the Copilot tool by clicking its icon in the top right corner of your screen.
Navigate to the 'New' Tab: In the Copilot interface, switch to the 'New' tab where you can enter custom prompts.
Input Your Query: Type in a prompt like, "Can you provide 5 strategies to increase attendance at our undergraduate open house event?"
Receive AI-Driven Insights: Copilot, leveraging the capabilities of ChatGPT, will analyze your query and provide a list of strategies. ChatGPT sources information from a vast database of knowledge, incorporating best practices, industry trends, and creative ideas.
Expected Outcome: You will receive a set of actionable and innovative strategies tailored to enhance attendance at your open house event. These suggestions will be informed by current trends and effective marketing tactics, offering fresh perspectives to your event planning.