Define District (Root Organization) Communication preferences

Set district communication preferences to connect your users to a mail server. Also, set options regarding forum moderation, photos and scheduled job notifications.

To set district communication preferences:

  1. Log on to the District view.
  2. Click the District tab.
  3. On the Setup side-tab, click Preferences. The general preferences page appears.
  4. Click the Category drop-down to select Communication. The email and forums preferences appear.

  1. Use the following table to enter the information in the fields:

  2. Note: Follett enters values that connect you to the Aspen mail server. If you prefer to link to your district's mail server, you can change these values in the Aspen configuration file. Contact Aspen Technical Support for details.

  • Field

    Description
    Email Options

    Email recipient default

    Click this drop-down to select what type or types of email addresses are automatically included when a staff member creates an email through the Mass Email pop-up:

    • Primary: Recipients’ primary email addresses are included by default. This is the default setting for this preference.
    • Alternate: Recipients’ alternate email addresses are included by default.
    • Both: Both recipients’ primary and alternate email addresses are included by default.
    Note: This preference only sets which email types are automatically included in the Mass Email pop-up — meaning that the staff member creating the email is free to select different email types as needed. By selecting a commonly-used setting here, however, you can save staff members the trouble of selecting the appropriate checkbox each time they create an email.
    Email server recipient limit Set this to match your email server's "Recipients per message" limit. Aspen will automatically break up emails into multiple sends, if necessary, to obey this limit.

    "Reply to" email address

    This email address is listed on all emails sent from Aspen that are not initiated by a user, but by a subscription notification, published report, or other automated emailing. Be sure to use an email address that is checked regularly.

    For Follett-hosted districts : Type the Aspen administrator's email address.

    For self-hosted districts : Type your network administrator's email address.

    Example: If you enter PrincipalSmith@aspenschools@edu in this field, the following will appear on emails:

    From:aspen-sysadmin@aspenschools.edu on behalf of PrincipalSmith@aspenschools@edu[mailto:aspen-sysadmin@myfollett.com]

    BCC email address

    Type an email address to receive a copy of every email sent through Aspen from throughout the district. This email address is blind copied on every message that is sent from all areas of Aspen (including the Options menu, published reports, mass emailings, etc.).
    Forum Options

    Require moderation

    Select this checkbox to require all forums on your district's Pages to be moderated. If this checkbox is deselected, there is a school preference that allows each school in your district to require moderation for all forums or leave it up to the forum creator.

    Allow user photo control

    Select this checkbox to allow Aspen users to use their profile photo (if they have one) when they post to a forum. If this checkbox is deselected, no Aspen users will be able to use their photo that is in the system. A grayed-out headshot will be used instead.
    Notifications

    Enable push notifications

    		 When selected, this preference enables push notifications for the entire district. This preference is a universal on/off switch for push and manual notifications.

    Scheduled Job Notification

    Job failure delivery address

    		 Enter the email addresses, separated by a comma, of each person you want to receive job failure alerts.

    Delivery start time

    		 Enter the time of day when you want job failure alerts to start being sent. If you set a Delivery start time, you must also set a Repeat time.

    Delivery end time

    		 Enter the time of day when you want job failure alerts to stop being sent. Job failures that occur after this time are sent the next day at the Delivery start time. If you set a Delivery end time, you must also set a Repeat time.

    Repeat time in (minutes)

    		 Enter the interval, in minutes—minimum of 5, you want between batches of job failed alerts. You must set a Delivery start time and a Delivery end time to set a Repeat time. Thirty minutes is the recommended minimum repeat time.
  1. Click Save.