Configuring Recommendations

Step 1: Configure an Org-Wide Email address 

1. Navigate to Setup and search for Organization-Wide Addresses.
2. Select the Add button.
3. Enter a Display Name and Email Address.
4. Select Allow All Profiles to Use this From Address.
5. You will receive an email at the specified address and will need to verify the email address.
6. Navigate to Setup and search for Deliverability.
7. Set the Access Level to All Email.
8. Save your changes.

Step 2: Setup a Recommender Response Form 

Create an Application Form that is flagged as a ‘Recommendation.’ This will be the form the recommender will complete.

1. Create an Application Form.
2. Enter an Application Form Name that will be descriptive enough to understand the type of recommendation (e.g., Employer Recommendation Response)
3. Check the Recommendation checkbox.
4. Specify the Org-Wide Email address you configured in the previous step.
5. Save the Application Form.
6. Select the Form Builder button.
7. Add a new Section.
8. Select the Recommendation card, which will be available on the left.
9. Click the > to select the fields you want the Recommender to complete (such as Academic Achievement) as part of the Recommendation.

10. Preview the Recommendation.

11. Save the Recommendation.

Notes:

• Do NOT change a 'Checkbox' field to a Picklist field as it will produce unexpected results.
• If you are using picklist fields, the Value should match the valid picklist values set up in the TargetX aCRM.

Step 3: Setup an Email Template 

Create a Recommendation Email Template that will be used to send an email notification to the Recommender with a link to complete the Recommendation Response form.
A Recommendation Request email template is included; you must enter your Application Site URL where it states [PUT SITE URL HERE]. You can further customize this template as needed. A Recommendation Email Template Folder from Email Templates contains basic templates for Recommendation requests. For details on creating emails, see the article Creating an HTML Email.

Step 4: Recommendation Request form 

Create a Reusable Application Form which the Applicant will use to enter the name and contact information of the Recommender. This will link to the form flagged as a ‘Recommendation’.

1. Select the Application Forms Tab.
2. Select New.
3. Specify the Application Type.    
4. Select the Reusable checkbox.
5. Specify the Org-Wide Email address you configured in the previous step.
6. Save the new Application Form.
7. Click the Form Builder button
8. Add a new Section to the form.
9. Drag the Recommendation object into the new Section.
10. Name the Section Recommendation Request.
11. Add the following fields:

• Element - include instructions to the user, such as ‘Please provide the information of your recommender below. When you click Save, an email will be sent to your recommender.’
• First Name
• Last Name
• Email
• Type
• Applies to Requirement - set to Hidden and Applies to Requirement checked:

12. Add any additional fields you would like the Recommender to complete.
13. Click the gear icon on the Recommendation object.
14. Select a Recommendation Form - this would be the Recommendation Response form you set up previously.
15. Select an Email Template. This will be the email that goes to the Recommender.
16. Click Ok.
17. Save the form.

Step 5:  Create the Primary Application Type/Form 

Finally, you’ll need to create a ‘primary’ Application Type/Form that will include the Recommendation Request form created previously.

Note: When an applicant enters an email address for a Recommender, an email is sent out immediately to the Recommender. It is recommended that you add instructional text to the primary Application Form to alert applicants to this fact.

1. Create a new Application Form.     
2. Specify the Org-Wide Email address you configured in the previous step.
3. Save the form.
4. Select the Form Builder button.
5. Select the Reusable tab to display a list of the available Reusable forms.
6. Scroll to or search for the Reusable Recommendation Request form you created previously and drag it onto your form.
7. Select the Setup icon.
8. Enter a label for the section (e.g. ‘Advisor Recommendation Request’).
9. Select the Recommendation Form that will be used when a recommendation is submitted. This will be the Recommender Response form you created previously.
10. Specify the Email Template that will be used to email the Recommender.
11. Specify the Max Count - this is the maximum number of recommendations required.
12. Specify the Min Count - this is the minimum number of recommendations required. If NO restrictions apply, enter 0.
13. Indicate any Filter Criteria.
14. Select Ok.
15. Save the form.

Notes: 

• Once an applicant submits an Application with a Recommender, the requirement status will display in the Community Portal. Applicants will then have the option to ‘Remind’ the Recommender and Change the Recommender. When an applicant changes the Recommender, it will remove the Checklist item, not the recommendation record.
• Recommendations can continue to be changed or submitted AFTER the Deadline.

Changing a Recommender after Submitting the Application 

After submitting the application, a student can change his/her recommender information from the Applicant Dashboard or Portal, as long as the recommendation has NOT been submitted. 

Note: You must be using both the TargetX Online Application and TargetX Application Requirements Manager to support changing a recommender after submission. 

1. The applicant will see an option to Change Recommender in the list of application checklist items. 

2. Once clicked, a modal will display and the applicant must select Continue

3. The Applicant can then enter the information for the new recommender, and the new recommender will receive the Recommender template email specified in your application configuration.

Before you Begin 

In order to use Recommender Communities, there is an assumption that you already have:

• Configured Recommendation forms for your Online Application. For information on setting up Recommendations for your Online Applications, see Configuring Recommender forms for an Online Application.
• Your Online Application Community has been configured
• The Online Application Site User has been assigned the TX Online Application (Site User) permission set.
• Your Org has Portal enabled.

Step 1: Create a Recommender Community User Profile 

Begin by creating a new Profile with the  User License = Customer Community Plus and add the permissions outlined in the Permission Viewer as follows:

1. Navigate to Setup and search for Profiles.
2. Click New Profile.
3. Select an Existing Profile to copy for the new Profile.
4. Enter a Profile Name, such as Recommender Community Profile.
5. Add the permissions outlined in the Permission Viewer for Portal.
6. Add the permissions outlined in the Permission Viewer for Online Application (Recommender Community User).
7. Save your changes.

Step 2: Create a Contact Sharing Rule 

Create a Contact Sharing Rule with Read/Write access:

1. Navigate to Setup and search for Sharing Settings.
2. In Managed sharing settings for, select Contacts.
3. Under Sharing Rules > Contacts Sharing Rules, select New.
4. In the Step 1: Rule Name, enter Label = RecShare.  The Rule Name will automatically populate with this value.
5. In Step 2: Select your rule type, select the radio button option Based on record owner.
6. In Step 3: Select which records to be shared > Contact: owned by members of, select All Internal Users.
7. In Step 4: Select the users to share with > Share with, select All Customer Portal Users.
8. In Step 5: Select the level of access for the users > Contact Access, select Read/Write.
9. Select Save.

Step 3: Create/Update Email Templates  

1. Navigate to Setup and search for Classic Email Templates.
2. Click on the email you use for Recommendation requests such as Recommendation Request.
3. Click Edit.
4. Include a line on the email template for New Users, referencing the TX_ForgotPassword page so that new users can create a password to log in to the Recommender community.

For example: 

Hi {!TargetX_SRMb__Recommendation__c.TargetX_SRMb__First_Name__c},
Please provide your feedback https://[Site URL]/OnlineApp/TargetX_App__RecommendationForm2?id={!TargetX_SRMb__Recommendation__c.Id}&app={!TargetX_SRMb__Recommendation__c.TargetX_App__Recommendation_ProcessId__c}&hash={!TargetX_SRMb__Recommendation__c.TargetX_App__Link_Security_Hash__c}

New user url:

https://[Site URL]/recommend/apex/TX_ForgotPassword

5. Save your changes.

Note: You can include the link to the "Forgot Password" page (<BASEURL>/<SITEPREFIX>/TX_ForgotPassword) for new Recommender community users to prompt them to set up their password.

Step 4: Update Online Application Recommendation Form(s)

Recommenders can be added as Community Users by checking the Create Community User checkbox in your Application Form:

1. Navigate to the Application Form Tab.
2. Select the Application Form you wish to update.
3. Click the Form Builder option from the picklist.
4. Click on the Recommendation card.
5. Click on the gear icon at the top right.
6. Click the Create Community User checkbox.
7. When checked, you must enter a Community User Profile or a Community User Permission Set.
8. When Create Community User is checked, the system will:
   1. Create a User for added recommender when the recommendation record has been saved on that card (requires email address).
      • If only email address is included on the card, the lastname will populate with the email address.
   2. Assign the Profile to the User selected in Recommendation card settings.
      • If the User record already exists, add the permission set to grant access to the community.
   3. If the User record already exists, the system will add a permission set to grant access to the community.
   4. Adds time zone of running User.
9. If you want to enable Contact matching for the creation of Community Users, click the Enable Contact Matching checkbox.

Note: The profile used to access the community must have read/create/edit/delete permissions at object level for Recommendations, else the recommender's submission will not be saved. For detailed information on Field Level Security, see: TargetX Permission Scanner.

Step 5: Configure a new Recommender Community 

Step 6: Create a Community Theme 

1. Navigate to the Community Themes tab.
2. Select New.
3. Enter a Theme Name, such as Recommenders Portal.
4. For the Template Name, enter:  c__TX_CommunitiesTemplate
   1. If you have multiple communities, the template must be unique.  Clone the TX_CommunitiesTemplate VisualForce page, give it a unique name, and enter that name with the “c__” prefix in this field.
5. For the Static Resource, enter: TargetX_App__NewResource
6. Set the Homepage to: TargetX_Portal__PB

Note: If you don’t see the Home Page field,  you may need to add it to your Page Layout.

7. If you have multiple communities set up,  you will need to specify Related Sites. Related Sites are the Communities that will use the selected Community Theme:
   1. In the Related Sites related list, select New Theme Site.
   2. Enter the following:
      • Site = enter a descriptive name for the related site, for example: Recommend.
      • Community Theme = This will default to the Community Theme you selected.
      • Base URL = the URL of the site that will use this theme.

Note: If you are using Custom CSS, Guest Site Users will need access to Read the Custom CSS field.

Step 7: Create a new Portal 

When you create your Portal, Include any announcements, messaging and the REC widget. For more information on the REC widget: Recommendation widget.

1. Navigate to the TargetX Builder tab.
2. Select the Portal Builder option.
3. Click the + in the top right of the window. When you create a new Portal you will need to define the following information:
   • Name (required) will display to your constituents when they navigate to the Portal.
   • Description (required) is for internal use to describe the purpose of the Portal.
   • Category is a picklist of values that allow you to order and group your Portals into common categories.
4. Select Create to move to the next step to define your Portal Layout and content using widgets. Once your portal is created you’ll see it in the list of available portals.  Click the icon to delete , copyor edit  the portal.
5. Add the REC widget to your Portal.

Note: The Display Application Snapshot option on the REC widget will display a link to view a snapshot of the submitted application for the Applicant requesting recommendations. Be aware that the application will contain private information about the applicant.

6. Publish the Portal to the Recommender Community you created earlier.

Notes: 

• If the data on the application changes, the application snapshot is NOT updated. The data will be a snapshot of the application at the time of submission.
• After recommendations for a given year have been completed, you may want to disable previous recommendation forms in order to ensure that Recommenders only see the latest applicants. See Disabling a Recommendation.

To enable Contact Matching for Recommenders

1. Navigate to Application Forms and select your Recommendation Application Form.
2. Click on the Recommendation card to view the details.
3. Click the gear icon.
4. Check the box for Enable Contact Matching.
5. Save and Publish your form.