Set up Required Admissions Documents
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Set up Required Admissions Documents

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Article Summary

About Required Documents

Campus Café can prompt an applicant that a particular document is required as part of the admissions process. The system can be configured to allow the applicant to upload the document, staff to upload the document or either via the Applicant Status Portal. Campus Café 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 "Anticipated Entering Semester" question. Without this step, the required documents will appear under Admissions Activity but NOT under the Applicant Status Progress Bar. 

This four-part process involves creating a trigger, creating a workflow, creating an activity and, finally, tie it to an application.

Important
This process does not apply to transcripts if using the delivered functionality.

Admissions Portal Config

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

  1. Navigate to Admissions > Adm Portal Config
  2. Next to the application for which to attach activities, click the pencil
  3. In the Default Manager 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

Create trigger

  1. Navigate 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 (e.g. the document name)
  6. In the description box, enter the document description the applicant will see
  7. Click Save

Create workflow

  1. Navigate to All Users > Workflow Definitions
  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 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, select Missing Information (or any category established in Custom Control APPSTATCAT)
  7. In the Description box, enter a description (e.g. the document name)
  8. In the Attachment area, choose who can attach/view/delete the document
    Tracked person refers to the applicant
     Admin refers to a staffer with the appropriate permission for the workflow
  9. Optionally, set up the workflow to notify someone when the document is requested by completing the Email section.
  10. If this will prompt the applicant to complete a DocuSign envelope scroll to the bottom and under DocuSign Template, choose the desired envelope (DocuSign template)
  11. 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

Tie document to application

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

  1. Navigate to Admissions > Admin Portal Config
  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 page
  5. Locate the group Apply
  6. Check the included checkbox to the left of Apply
  7. Click the + to the left of Apply
  8. Check the included checkbox 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

Applicants must belong to a permission group with access to the activity tracking member under Admin > Tracking Perms for which the workflow/activity is associated.


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