Applicant Portal Configuration block:
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 (LOV)
- Warn if Applicant Email differs from Person Email checkbox
- Record Email against
the Person checkbox
- Transfer Type for Email mismatch when Record Email selected (pop list)
- Record Email against
the Person Delivery Type Destination checkbox
Communication Tab
To Agent Email Communication Type
- Account Registration
- Applicant Account Registration
- Submission
To Applicant Email Communication Type - (initiated by Agent)
- Account Registration
- Submission
To Applicant Communication Type
- Account Registration
- Submission
- Password Reset
- Password Change
Course Applications Tab
- Maximum Number of Preferences
- Max Number of Preferences for Course Transfer
- Automatically process as OK FOR NEW where possible? checkbox
- Automatically process as OK FOR RE-ADMIT where possible? checkbox
- Maximum Number of Unit Sets per Preference
- 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
- Include Unavailable COOs in Course Search Results (checkbox)
Scholarship Applications Tab
- Application Start Date Alias
- Application End Date Alias
- Display Application End Date Alias
- Non-submitted Application Expiry Period
- Communication Type
Agent Tab
- Agent Withdrawal Outcome Status
Miscellaneous Tab
- Password Complexity
- Password Reset URL
- Secure Token Timeout (secs)
- Default Alternate
Person ID Type (LOV)
- Display Password Security Question checkbox
- Save Email Address as Applicant Portal Username checkbox
- Max Total Document Size
- Step Configuration (JSON)
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Rules/Notes:
Correspondence Address Tab:
- If a 'Domestic Correspondence Address Type Email Line' and/or 'International Correspondence Address Type Email Line' are specified, the Transfer process inserts the applicant’s email address into the relevant address line of their correspondence address, depending on whether a domestic and/or international address is specified.
Email Address Tab:
- The 'Warn if Applicant Email differs from Person Email' checkbox is used to 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 is only considered if the 'Record Email against the Person' checkbox is selected.
- If an Email Address Type is specified, the transfer process creates an address of the specified type and inserts the applicant’s email address into the specified line. This will hold up to 100 characters in ENRF3030.
- If the 'Record Email Against the Person Delivery Type Destination' checkbox is selected, the Transfer process inserts the applicant’s email address into an EMAIL Person Delivery Type Destination record.
- If the 'Record Email against Person' checkbox is selected, 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.
Communication Tab:
To Agent Email Communication Type:
- 'Account Registration' - This Communication Type (set up in CORW0500) is used when the agent's account is created by the institution.
- 'Applicant Account Registration' - This Communication Type (set up in CORW0500) is used when the agent creates an account for an applicant (confirmation is sent to the agent).
- 'Submission' - This Communication Type (set up in CORW0500) is used when an application is submitted by an agent (the submission details are sent to the agent).
To Applicant Communication Type – (initiated by Agent):
- 'Account Registration' - This Communication Type (set up in CORW0500) is used when an agent creates an account for the applicant (confirmation is sent to applicant).
- 'Submission' - This Communication Type (set up in CORW0500) is used when an application is submitted by an agent (the submission details are sent to applicant).
To Applicant Communication Type:
- ‘Account Registration’ – This Communication Type (set up in CORW0500) is used for the communication to be sent to the applicant as confirmation that they have created an account.
- ‘Submission’ – This Communication Type (set up in CORW0500) is used for the communication to be sent to the applicant as confirmation that they have submitted an application.
- 'Password Reset' - This Communication Type (set up in CORW0500) is used for the communication to be sent to the applicant when they have forgotten their password and need to reset it.
- 'Password Change' - This Communication Type (set up in CORW0500) is used for the communication to be sent to an applicant when they have successfully changed their password.
Also, see SSFF2600 for other email set-up requirements.
Note: Any email generated as part of Agent Applicant Portal will always send immediately regardless of whether the template (Communication Type) has been flagged (in CORW0500) to 'Send Immediately' or not.
Course Applications Tab:
- The Domestic/International/Transfer Applicant Start and End Date Alias options are used to define the start and end dates of the availability of courses within Applicant Portal for the Applicant Type, and the particular Admission Calendar for which they are defined.
- If the 'Include Unavailable COOs in Course Search Results' checkbox is selected both available and unavailable Course Offering Options (COOs) are included in the Search Results list displayed in APAPPLCRS and APCRSTRNFR in Applicant Portal. If the checkbox is deselected, only available COOs are displayed.
- 'Display Application End Date Alias' is used to determine which Course applications should be displayed to the Applicant in Applicant Portal.
- 'Non-submitted Application Expiry Period' allows administrators to define the maximum number of days that a Course application can remain unsubmitted.
- The Maximum Number of Unit Sets per Preference field controls the number of unit sets that an applicant can select in Applicant Portal. There is a validation on the field to prevent any value other than 1, 2 or 3 from being inserted.
- Selecting the 'Automatically process as OK FOR NEW where possible?' and 'Automatically process as OK FOR RE-ADMIT' checkboxes means administrators don't need to review these applications in ADMF5400, in order to complete the transfer of these applications to Callista.
Scholarship Applications Tab:
- 'Display Application End Date Alias' is used to determine which Scholarship applications should be displayed to the applicant in Applicant Portal.
- 'Non-submitted Application Expiry Period' allows administrators to define the maximum number of days a scholarship application can remain unsubmitted.
- The Communication Type must be ACTIVE with a Delivery Type of EMAIL and a System Communication Type Context of APPLICANT.
Agent Tab:
- The Agent Withdrawal Outcome Status field is used to specify an Agent Withdrawal Outcome Status value by selecting an Admission Outcome Status (ADMF02F0) that is mapped to a System Admission Outcome Status of REJECTED, from the list of values.
This value is used when an Agent withdraws a Course Admission application on behalf of an applicant in Agent Applicant Portal. Once the application has been transferred to the SMS Admissions subsystem (via ADMJ5000), the Admission Outcome Status of each preference belonging to the withdrawn application is automatically updated to the Agent Withdrawal Outcome Status set in this form (ADMF0900) which is mapped to a System Admission Outcome Status of REJECTED.
(Note: Admission Course Application Instances with an Outcome Status of REJECTED (i.e. preferences belonging to an application withdrawn by an agent) are editable in ADMF3240.)
This field is optional.
- If no value is selected for this field, the Admission Outcome Status of a Course application withdrawn by an agent in Agent Applicant Portal, is automatically set to an Admission Outcome Status mapped to a System Admission Outcome Status of REJECTED.
Note: This does not apply to applications withdrawn by applicants in Applicant Portal.
Miscellaneous Tab:
- Password complexity settings define the requirements for Applicant Portal passwords (see Setting the Password Complexity below)
- Password reset URL is the Institution's URL to which a user is directed to reset their password.
This URL will be concatenated with a unique identifier and sent in a communication item.
For information refer to the 'Applicant Portal Objects to be Customised' page in the Callista Product Centre.
- Secure Token Timeout value is the number of seconds after which the
URL sent to the applicant to reset their password will expire. If the password is not reset within this time limit an error will be encountered and a new password reset request will be required.
- 'Default Alternate Person ID Type' is 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.
- If the 'Save Email Address as Applicant Portal Username' checkbox is selected, the applicant's emailaddress, entered as part of the applicant creationprocess, is saved as the user ID for the applicant. Note: When this checkbox is selected, the applicant canuse either their email address or their applicant ID to login.
- The 'Max Total Document Size' field is used to specify the total maximum size (MB) of all documents that can be uploaded for an applicant in Applicant Portal (APEDUPLD). Once the size limit is reached no further documents can be uploaded. (Note: This is an accumulative total and includes all previously uploaded documents for the applicant.)
- The Step Configuration field stores an institution’s configuration of the various type of application steps supported within the Applicant Portal (Gen2). For more details see Application Steps.
Validations
for this form include:
- Email Address 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.
- 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.
- Communication Type must be ACTIVE, have a Delivery Type of EMAIL, and a System Communication Type Context of APAGENT (i.e. Agent Person ID re: Agent-Applicant Portal).
- Communication Type must be ACTIVE, have a Delivery Type of EMAIL, and a System Communication Type Context of APPLCNTAG (i.e. Applicant ID re: Agent-Applicant Portal).
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| 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. |
