Submitting Faculty Early Alerts with TX Forms

Overview

TX Forms can be used to create Advising records for student contact records. By adding an Advising Record Type to a new or existing General Inquiry Form, any user with access to the form can submit advising records, such as Alerts and Kudos, to create Faculty Early Alerts. Advising records created using TX Forms can be viewed in the Student Success Center advising timeline for each student and on the contact record in Salesforce.

Before you Begin

The ability to create Advising record types using TX Forms is supported beginning with the September ‘23 (version 2309) or later Base package.

Using TX Forms To Create Faculty Early Alerts

Create your TX Form (or update an existing form). See the Sample Form Setup section below for more information.
Share the TX form with faculty members through email or hosted as a link in your staff-facing portal. For additional information, see Sharing a General TX Form.
Faculty members will then complete the form to create Alerts/Kudos for each student.
New Advising records will be created and related to the student contact record.
- Note: Records will show as created by “<Site> Site Guest User” (depending on your Site's name), but you can include an additional field to capture the submitter’s email address.
Staff and advisors can view and edit Alerts/Kudos in the Student Success Center.
Optional: You can set up Salesforce Flow(s) to notify the submitting faculty member when the Advising record they created has been closed.
- Note: This will require adding a separate field to the form to capture the submitter’s email address.

Sample Form Setup for Creating Faculty Early Alerts

Below are recommended fields and settings for using TX Forms to create Faculty Early Alerts:

Configure Advising records using Record Types in your TX Form:

You can define a Salesforce record type when creating records using a TX Form. This is accomplished by configuring a question or setting up a hidden field. For example, to allow users to enter Advising information such as Kudos or Alerts, configure the following:

Sample Label	Object	Field	Sample Values
Type of Advising record?	Advising (Student)	Record Type ID	Kudos, 01239000000XXXXXXW Alert, 01239000000AXfbXXG Referral, 01239000000XXfcXXG
Category?	Advising (Student)	Category	Academic, Academic Administrative, Administrative Financial, Financial Financial HOLD Registration, Financial HOLD Reg
Type?	Advising (Student)	Type	Attendance, Attendance Participation, Participation
What is this Alert/Kudo about?	Advising (Student)	Notes/Log	<text area field>
Hidden Field (optional)	Advising (Student)	Public?	The value must be set to True to ensure newly created records appear in Student Success Center.

Note: When using URL Pre-fill on a Record Type ID field, use the Label in the URL, not the ID. For example: txf1=Kudos

Your form would then present this to the user:

For details on submitting Faculty Early Alerts with TX Forms, see Submitting Faculty Early Alerts with TX Forms.

Additional Configuration

Use Option Groups to control which options appear based on selections made in the form.
Define Contact Matching criteria:
- Use a combination of contact fields to ensure the new Advising record is linked to the correct student record.
- We recommend using at least two contact matching fields to ensure accuracy and avoid record creation for the wrong student (e.g. Student Email, Student ID)
(Optional) Capture the submitting faculty member’s email address by including a custom field on the Advising object.