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required admissions documents

Campus Café Cafe can prompt an applicant that a particular document is required as part of the admissions process. The system can be configured to allow You determine whether the the applicant to may upload the document, staff to upload the document or either via the Applicant Status Portal. Campus Café Cafe also supports an integration with DocuSign that will place a link to the DocuSign envelope in the applicant center for the applicant to follow. When signed, the completed document will return to the center.

These are documents that are required as part of the admissions review process. For example, an essay or letter of reference. Documents that are required post acceptance - e.g. an enrollment agreement - should be associated with the Document Portal instead.Before setting up the required documents, you must have semesters set up for your application, and you must ask the "

Prerequisites

• Create semesters students can apply to admission to.

• The application must include the Anticipated Entering Semester" question. Without this

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• question, the required documents will appear under Admissions Activity but

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• not under the Applicant Status Progress Bar.

• The permission group used by applicants must have access to the activity tracking member associated with the activity hosting the document. 

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Required permissions

Create required document

Follow this four-part process involves creating a trigger, creating a workflow, creating an activity and, finally, tie it to an to create a required document and associate it with a specific application.

1. Admissions

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portal config

The admissions form controls what activity tracking members may be associated with the application. 

1. Navigate Go to Admissions > Portal Configuration.

2. Next to the application for which to attach activities, click the pencil.

3. In the Default Manager Member select
   --choose one-- for an activity in any member to be associated with the application OR
   choose a specific member to limit activities that may be attached to only that member

4. Click Save.

2. Create trigger

1. Navigate Go to Admissions > Adm Portal Template Requests.

2. Click Admissions Portal Template Request Triggers.

3. In the Group Id to Add box, select the group Apply.

4. Click Add.

5. Give the trigger a name Enter a Trigger Name (e.g. the document nameEssay).

6. In the description box, Description enter the document description the applicant will see (e.g. Personal Essay).

7. Click Save.

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3. Create activity and workflow

1. Navigate Go to All Users > Workflow DefinitionsIn Member, choose the member (note the member must correspond with the member selected as the default Activity Tracking Templates.

2. Choose a member. If you selected a member on the admissions portal, you must select the same member here. If you left the member on the admissions portal config, unless the portal does not have a specified member then any member is permitted.)

3. In the Definition Name enter a description (e.g. the trigger name)

4. Click Add

5. In the Type box, select Missing Documents

6. In the Category box, blank, choose any member but ensure your applicants have permission to see this member.

7. In Template Name enter a short description of the required document.

8. Click Add. A new screen appears.

9. Select Auto-create Workflow.

10. In Description enter text about the document. For example, Personal Essay.

11. In Admissions Portal Request Trigger select the trigger you created earlier.

12. Optionally, if only certain applicants must upload this document, configure a constraint. For example, you may only require students applying to your nursing program to upload proof of residency for regulatory purposes. In this case, you’d select the constraint ADMAST.APPLIED_FOR_MAJOR then Equals then enter the major code associated with nursing. In this example, NUR. All constraints must be true for the document to be required of the applicant. Put another way, think of the word “and” appearing between each constraint.

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13. Click Save.

14. At the bottom of the screen under Added Workflows click the paper and pencil icon. A new screen appears.

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15. In Type select Missing Documents.

16. In Category select Missing Information (or any category established in Custom Control APPSTATCAT)In the Description box, enter a description (e.g. the document name)In the Attachment area, choose

17. Under Attachment select who can attach/view/delete the document.

    • Tracked person refers to the applicant.

     Admin

    • Admin refers to a staffer with the appropriate permission for the workflow.

18. Optionally, set up the workflow to notify someone when the document is requested by completing the Email section.

19. If this will prompt the applicant to complete a DocuSign envelope scroll go to the bottom and under DocuSign Template, choose the desired envelope (DocuSign template).

20. Click Save

Create activity

1. Navigate to All Users > Activity Tracking Templates

2. In Member, choose the member (note the member must correspond with the member selected as the default on the admissions portal config, unless the portal does not have a specified member then any member is permitted.)

3. In the Template Name box, enter a name (e.g. the workflow name)

4. Click Add

5. In the description, enter a description (e.g. document name)

6. In the Admissions Portal Request Trigger choose the trigger you created

7. Uncheck Auto-create workflow

8. In the Work Flow Name drop down, select the workflow you created

9. Optionally in the Optional URL box enter a web address that will appear next to the missing document. For example, a link to bring the applicant to a form on your website or additional information. All links must start with http:// or https://

10. Click Save

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4. Require document on application

The same document may be requested by any application by utilizing the same trigger and workflow.

1. Navigate Go to Admissions > Portal Configuration.

2. For the application to edit, click the pencil under edit.

3. Click Edit Fields.

4. Click Jump to Tracking Options that will bring you to the bottom of the pagescreen.

5. Locate the group Apply Check and select the included checkbox to .
   

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6. To the left of ApplyClick , click the + to the left of ApplyCheck the included checkbox to .
   

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7. To the left of the trigger associated with the document you want prompted

Require document based on application answer

To only require the document based on a certain response, set the document’s activity tracking template constraints.

1. Navigate to All Users > Activity Tracking Template

2. Locate the activity you created for the document

3. Use the Constraint fields to define when the document will be required. The fields all work together so the application must evaluate as true on all constrains to appear.

4. Click Save

Permissions

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1. document to require, select the box.
   

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