Purpose

To allow the configuration of the Applicant Portal.

Use this form to configure the domestic and international correspondence address types which will be used by the Record Applicant Details portal application. It also allows you to set up the maximum number of preferences that an applicant can have while selecting the courses in an admission course application via the Applicant Portal.

When an applicant registers their address details using the Applicant Portal, these details will be stored as the address type specified in this form, according to whether they are a Domestic or International student. The format of the Address lines displayed for Domestic and International students in the Applicant Portal will be determined by the corresponding Address Types recorded in this form.

This form also controls a number of other functions, such as Email Address Type (even Reminder Emails), Default Alternative Person ID Type to link a Person ID to an Applicant ID, and various other settings. See the Field Types table below for further information.

This form is directly accessible via the Callista menu.

The Applicant Portal Configuration block contains:

Correspondence Address Tab

• Domestic Correspondence Address Type (LOV)
• Domestic Correspondence Address Type Email Line (LOV)
• International Correspondence Address Type (LOV)
• International Correspondence Address Type Email Line (LOV)

Email Address Tab

• Email Address Type (LOV)
• Email Address Type Line 1 (LOV)
• Email Address Type Line 2 (LOV)
• Email Address Type Line 3 (LOV)
• Warn if Applicant Email differs from Person Email check box
• Record Email against the Person check box
• Transfer Type for Email mismatch when Record Email selected (poplist)
• Record Email against the Person Delivery Type Destination check box

Course Applications Tab

• Minimum Number of Preferences
• Max Number of Preferences for Course Transfer
• Submit Application Email Type
• Display Application End Date Alias
• Non-submitted Application Expiry Period
• Domestic Applicant Start Date Alias
• Domestic Applicant End Date Alias
• International Applicant Start Date Alias
• International Applicant End Date Alias
• Transfer Applicant Start Date Alias
• Transfer Applicant End Date Alias

Scholarship Applications Tab

• Application Start Date Alias:
• Application End Date Alias:
• Display Application End Date Alias:
• Non-submitted Application Expiry Period:

Miscellaneous Tab

• Registration Email Type (LOV)
• Reminder Email Type (LOV)
• Default Alternate Person ID Type (LOV)
• Display Password Security Question check box

Rules/Notes:

The Warn if Applicant Email differs from Person Email check box will determine if a warning message is written to the run log of ADMJ5000 when the email address specified by the applicant differs to the email address of the person record to which the applicant has been matched.

The Applicant Portal Transfer Type pop list determines if applicant data is transferred (by ADMJ5000) when the email address specified by the applicant differs to the email address of the person record that the applicant has been matched to. This parameter will only be considered if the Record Email against the Person check box is selected.

Selecting the Include Unavailable COO's in Course Search Results check box means that in Applicant Portal, Course Offering Options that are not available will be displayed to the applicant.

Validations include:

• Email Address Type must not be closed.
• Registration Email Type must not be closed.
• Reminder Email Type must not be closed.
• Person ID Type must have a system value of APPLCNT_ID.
• Applicant Portal Transfer Status must not be closed.
• Email Address Lines must have the display indicator set to ‘Y’ for the Domestic Address Type, International Address Type and Email Address Type.
• Cannot define a domestic email address line if the Domestic Address Type, International Address Type or Email Address Type has not been defined.
• Must define an email address email line if the email address type has been defined.
• Warn if the domestic and international address type are defined in address groups and they are not a part of the same group.
• Email Address Lines can not be the same value.
• Email Address Line 2 can only be populated if Email Address Line 1 is populated.
• Email Address Line 3 can only be populated if Email Address Line 1 and Email Address Line 2 are populated.
• Date Alias must have a System Calendar Category of ‘ADMISSION’.
• Date Alias must not be closed.
• Submit Application Email Type must not be closed.
• Domestic, International and Transfer Start and End Date Aliases must not be closed and must have a System Calendar Category of ADMISSION.
• If the Application Start Date Alias or Application End Date Alias fields are changed, a message is displayed advising that existing Scholarship Offering Instances will not be affected and that these dates will need to be adjusted individually for each Scholarship Offering Instance, if required.

Processing

When an Address Type field is changed, the associated Email Address Type Lines will be made NULL. For example, if the Domestic Correspondence Address Type field is altered to a different Address Type, the Domestic Correspondence Address Type Email Line will be made NULL.

Rules/Notes:

Only Address Types that are Correspondence Address Types and are not closed are available for selection/can be recorded in this form.

Applicants with an Australian Postal Address will not be able to record their Address Details using the Applicant Portal unless a Domestic Correspondence Address Type is recorded in this form.

Applicants with an Overseas Postal Address will not be able to record their Address Details using the Applicant Portal unless an International Correspondence Address Type is recorded in this form.

If neither a Domestic or International Correspondence Address Type is recorded in this form then the Applicant Portal will not be available.

The Maximum Number of Preferences is a compulsory field and defaults to its maximum value of 99.

Domestic Correspondence Address Type Email Line

This option will be used to specify the address line of the configured Domestic Address Type in which to insert the email address if the applicant has a domestic address.

International Correspondence Address Type Email Line

This option will be used to specify the address line of the configured International Address Type in which to insert the email address if the applicant has an international address.

Email Address Type

This option will be used to specify the Email Address Type in which to insert the email address of the applicant.

Email Address Type Line 1

This option will be used to specify the address line of the configured Email Address Type in which to insert the email address.

Email Address Type Line 2

This option will be used to specify the second address line of the configured Email Address Type in which to insert any remaining characters of an email address that has a greater length than 40 characters.

Email Address Type Line 3

This option will be used to specify the third address line of the configured Email Address Type in which to insert any remaining characters of an email address that has a greater length than 80 characters.

Record Email Against the Person Delivery Type Destination checkbox

This option will be used to specify if applicant email addresses should be stored in the Person Delivery Type Destination (messaging) table.

If this option is selected, the transfer process will insert the applicant’s email address into an EMAIL Person Delivery Type Destination record.

Record Email Against the Person checkbox

This option will be used to specify if applicant email addresses should be stored in the Person table.

The email address will only be recorded against the Person if the transfer process creates a new person record; it will not be recorded if the Person record already exists in SMS.

Transfer Applicant Start and End Date Aliases

Registration Email Type

This option will be used to specify the Email Type to be used for account confirmation email messages sent to applicants when they successfully create an applicant account.

Reminder Email type

This option will be used to specify the Email Type to be used for username/password reminder email messages sent to applicants when they successfully request reminder details.

Display Password Security Question checkbox

This option will define if the user has to enter the security question / answer in the Create Applicant Account and Request Account Details Applications.

Default Person ID Type

This option will be used to specify the Person ID Type to be used as the default Person ID Type for all Alternate Person ID records created by the system to link a Person ID to an Applicant ID.