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Criteria Distribution Lists

Creating and Editing a Criteria Distribution List

To build a Criteria Distribution List that reflects the type of recipients desired, first identify who will receive the instrument. For example, the recipients of a Course Evaluation could be identified by the Course they are taking and the Course Section they are enrolled in, as well as a date range for that Section. This determines the list type selected and the specific attributes available to form the query that selects the recipients of the instrument.

Administrators access existing lists and create new lists using the Distribution Lists link on the Discover page. When creating a Criteria list, selecting Automatic Versions will create a new version of the recipient list at the time of deployment, ensuring that any newly qualifying recipients are included. If Automatic Versions is not selected, manual versions of the recipient list must be created so that the list can be used.

The type of recipients selected here directly impacts the criteria that can be used to build the list. Criteria can be based on any of the attributes that are part of the template forms for the various entities in the system. The following table lists the entities available for each type of list.

Available Entities
List Type Available Entities
Persons Person Record
Persons affiliated with Units Person Record, Unit, Unit Affiliation
Persons affiliated with Programs Person Record, Program, Program Affiliation, Unit
Persons affiliated with Course Sections Course, Course Section, Course Section Affiliation, Person Record, Unit
Persons affiliated with Educational Experience Sections Educational Experience, Educational Experience Section, Educational Experience Section Affiliation, Person Record, Unit

When adding criteria to the Distribution List, operators and values are dynamically generated based on the attribute selected. The following table lists each available attribute type and its operators and values.

Available Attribute Information
Attribute Type Available Operators Values
Short String Equals, Starts With, Ends With, Contains, Does Not Equal, Does Not Start With, Does Not End With, Does Not Contain 100-character maximum. Supports multiple values when separated by commas.
Medium String Equals, Starts With, Ends With, Contains, Does Not Equal, Does Not Start With, Does Not End With, Does Not Contain 255-character maximum. Supports multiple values when separated by commas.
Long String Equals, Starts With, Ends With, Contains, Does Not Equal, Does Not Start With, Does Not End With, Does Not Contain 1,000-character maximum. Supports multiple values when separated by commas.
Unlimited String Equals, Starts With, Ends With, Contains, Does Not Equal, Does Not Start With, Does Not End With, Does Not Contain Supports multiple values when separated by commas.
Formatted Text Equals, Starts With, Ends With, Contains, Does Not Equal, Does Not Start With, Does Not End With, Does Not Contain Supports multiple values when separated by commas.
Integer Equals, Less Than, Less Than or Equal to, Greater Than, Greater Than or Equal to, Does Not Equal Whole numbers only.
Float Equals, Less Than, Less Than or Equal to, Greater Than, Greater Than or Equal to, Does Not Equal Floating point numbers, including decimal points, exponential representations, and positive and negative values.
Date Equals, Before, After, On or Before, On or After, Does Not Equal Date or Calendar picker.
Time Equals, Before, After, On or Before, On or After, Does Not Equal Time or Clock picker.
Date/Time Equals, Before, After, On or Before, On or After, Does Not Equal Date or Calendar picker and Time or Clock picker.
Boolean Equals, Does Not Equal Drop-down list with two values.
Unique ID Equals, Does Not Equal Supports multiple values when separated by commas.
Selector Equals, Does Not Equal Corresponding drop-down list or picker. For example: Units picker.
Attachment No operators available No values available.

Multiple criteria can be added to the query. Multiple criteria always take the form of "AND," narrowing the scope of the query.

Individual recipients can be added to a Criteria Distribution List so that they are always appended to the list. Use this feature to include recipients who may not be selected by the matching criteria.

To add individual recipients, click the appropriate button (such as Add Person) on the Criteria page and enter the ID. Doing so will create the list definition, but it does not actually create a list by running the query to select and assemble email addresses.

To run the query to add email addresses to a list definition, add a version to the list. The number of recipients in each version of the list definition appears as a link. Clicking the link displays the recipient addresses and provides options for downloading the file to a local drive or exporting a copy to the Content Collection. The number of recipients in each version of the list definition appears as a link. Clicking the link displays the recipient addresses and provides options for downloading the file to a local drive or exporting a copy to the Content Collection.

Version information can be changed by clicking Edit in a version's contextual menu.

Using a Criteria Distribution List for Deploying Instruments

After a Criteria Distribution List has been created, it can be used to deploy instruments by users within a context. For example, a Criteria Distribution List has been created by the Outcomes Assessment Administrator with data from the Registrar’s Office and the Undergraduate Studies Office. This data will be used to select all freshman and sophomores who have enrolled in remedial courses and have English as a second or other language. These students will receive a special survey evaluating their experiences with being prepared for college work. These same students will be sent a follow-up survey when they are seniors. This list has been made available to selected undergraduate courses for deployment. Users with a manager role in any of those contexts will be able to use this list to deploy the survey, but they will not see how the recipients were selected, keeping that data confidential.