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Customer Success Webinar Series

Welcome Back!

Goals of this Webinar Series:

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  1. Enable customers to get the most out of your products by mastering important concepts and functionality

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  • Steer customers towards successful outcomes by preventing issues, sharing our troubleshooting tips, best practices, and FAQs

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Intended Audience:

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  • Materials and content are tailored for Coursedog super admins at institutions, product champions, and power users on functional teams that are already using Coursedog

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Objectives for Today:

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  1. Discuss the difference between Revisions and Versions and other key terms you may come across when dealing with Effective Dating
  2. Best practices for Effective Dating
  3. Review our troubleshooting tips and FAQs in order to help you prevent issues

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Today’s Presenters:

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  • Courtney Voss, Customer Success Manager at Coursedog
  • Tiffany Winters, User Education Manager at Coursedog

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Customer Success Webinar Series

Today’s Session: Effective Dating

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What is Effective Dating and why is it important?

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  • It gives you the ability to create and edit objects in present and future date ranges, while also creating multiple versions of those objects for each date range.

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  • Thanks to Effective Dating, you can work on and plan for multiple terms at the same time. You can say, for example, “This course revision only applies to Fall 2023, whereas this other course revision applies to Fall 2024.” This can be important when you are making updates to your curriculum as well as your catalog.

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There are some key concepts that are important to understand with Effective Dating, so let’s dive in…

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Effective Dating

What is it?

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Revisions vs. Versions

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  • Revisions: Created when you change the effective start date for an object, so long as a revision doesn’t already exist with that start date…in other words, “Edits made include a new Effective Start Date”.
    • Think: “The ‘16’ in iOS 16.4.1”
  • Versions: Created when you make changes to an object – but the effective start date remains unchanged…in other words, “Edits made DO NOT include a new Effective Start Date”.
    • Think: “The ‘4.1’ in iOS 16.4.1”

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Effective Dating

Key Concepts

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Revisions vs. Versions in Coursedog

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You can switch between different revisions and versions when viewing effective dated objects. For example, in Curriculum, you’ll see a menu like this on your page.

Effective Dating

Key Concepts

1. Status - active or inactive

3. Versions - Click here to view/access different versions of a listed revision

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2. Revisions - Click into “effective dating” to view/access different revisions

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Revisions vs. Versions in Coursedog

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Effective Dating

Key Concepts

Versions

Revisions

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Effective Date vs. Effective Term

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  • Either the “Effective Start Date” or the “Effective Start Term” field needs to be on your templates in order for you to leverage Effective Dating.

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  • Which one you use is determined by your SIS’s terminology.

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  • If you search/filter for results using the “Effective Term” option, the system is looking at the effective date(s) assigned to that term on the backend.

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  • If you don’t define an Effective Start Date for a term, the system will search the term’s “Start Date”.

Effective Dating

Key Concepts

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Search Functionality

Effective Dating

Key Concepts

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When we talk about "Search Functionality", we're referring to whether or not a course or program comes back in a search.

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For example: When you're looking for a course when building a program requirement (shown below) or looking for a program in your catalog

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Search Functionality

Effective Dating

Key Concepts

The object/revision’s effective start date is on or before the effective start date of the lookup window.

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In the above example, the course WILL be accessible to a program because the course begins before the program.

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An object (or revision of that object) WILL be returned in a search - or appear in a Catalog if…

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Search Functionality

Effective Dating

Key Concepts

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In the above example, the course WILL be accessible to a program because the course has the same effective start date as the programs.

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The object/revision’s effective start date is on or before the effective start date of the lookup window.

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Another example…

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Effective Dating

Key Concepts

The object/revision’s effective start date is after the effective start date of the lookup window.

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In this example, the course will NOT be accessible to a program because the �course’s effective start date is after the program’s.

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An object (or revision of that object) WILL NOT be returned in a search – or appear in a Catalog – if…

Search Functionality

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Troubleshooting, Tips, and FAQs

Search Functionality - Best Practices

Always check the displayed term and/or dates before conducting a search to ensure results will be as needed/expected.

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Note: Adding any “effective end date/terms” to your search will have no impact on your results unless you are one of the few institutions that use effective end date filters. More on that later….

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Troubleshooting, Tips, and FAQs

Search Functionality - Best Practices

Similarly, when you edit a catalog, it will always default to displaying the “Effective Start Term” even if you have assigned an Effective Start Date, so you will want to check both the terms AND dates.

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There are several tooltips located throughout Coursedog to remind you that Effective Dating is playing a part of the UI. To see a tooltips message, hover over the “i” icon.

Troubleshooting, Tips, and FAQs

General

Curriculum

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Troubleshooting, Tips, and FAQs

General

Catalog

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Troubleshooting, Tips, and FAQs

General

Scheduling

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Troubleshooting, Tips, and FAQs

Search Functionality - FAQs

Are there any other settings that might impact search results?

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  • Yes! There are actually several product settings that can be configured by an admin that can change how this functionality works for you.
  • These all have very specific use cases and whether or not they’re right for you will vary by SIS and sometimes on a school-by-school basis but include:
    • Enable Effective End Date Filters
    • Fetch Requisites Using Latest Revision Even If Future Dated
    • Fetch Courses in Degree Maps Using Latest Revision Even If Future Dated

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Before changing the default configuration on any of these, we recommend speaking with your Coursedog contact.

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Need a reminder on how to define dates for your next catalog?

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  • Check out our April Customer Training Webinar on Archiving & Starting a New Catalog for more info!

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Troubleshooting, Tips, and FAQs

Catalog

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Effective Dating is a powerful tool that makes it possible to plan for multiple terms at once in Coursedog.

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In order to get the most out of it, it's helpful to know a few key concepts.

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Knowledge Check!

Effective Dating

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Discussion Questions

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Please share your questions on any of the functionality or topics we discussed today by using the Q&A feature in Zoom.

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Connecting with Support

For technical issues, please submit a support ticket including details through the Help Center and the support team will be glad to provide assistance.

Questions & Answers!

Use the Q&A Feature

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We’ve selected a handful of articles to supplement today's call; we'll email all of those shortly, but they'll include:

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  • A handy overview that captures key effective dating concepts, so you or your end users can get more familiar with the concept without getting too in the weeds
  • A more detailed article that provides all the bullets and sub-bullets
  • Related FAQs
  • Effective Dating Knowledge Check

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Knowledge Base Resources:

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*Article currently undergoing edits; a refreshed version will be available soon.

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Lookout for an email from cassie@coursedog.com with a brief survey about this webinar, a link to the recording, and information about our next webinar!

Wrapping Up

Helpful Resources

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Thank you!

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