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Working with the App Configuration

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Introduction

The App Configuration window stores advanced configuration details for your online applications. and is used to define Key Questions for your Community. Depending on the values selected for Key Questions, as well as App Deadlines, the applicant is then directed to the appropriate Application Form. Each active configuration will display as an available option to a student when they select New Application.  

The following information is available in the App Config screen:

  • Config Number is a system-generated number assigned to each record.
  • Name is the name that will display when a student selects to start an application.
  • Prevent Multiple Applications will prevent a student from submitting more than one of these applications when checked.
  • Default indicates if the Config is currently active. Only Active configurations will be available to the student.
  • School Name will appear in bold text at the top of the Online App pages.
  • Program Name will appear below the School Name for the Online App.
  • Active indicates if the Config is currently active. Only Active configurations will be available to the student.
  • Display order is a number value that determines the order the various App Configs will display to students when they select New Application.
  • One Application Per Term will, when selected, prevent an Applicant from starting a second application for the same term.
  • Community Theme allows you to specify which Community Theme(s) will use this App Config.  For details on updating the Community Theme, see Updating the Community Theme.
  • Allow Student to Withdraw will, when selected, allow an applicant to Withdraw their application once it’s been submitted.
  • Allow Change Key Questions will allow an applicant to change their responses to Key Questions so they can apply for a different term without having to start a new application. When enabled, applicants can access an Update Key Questions button with the option to Update Application. When Key Questions are updated, the application record will be associated with the new application form.

Creating an App Configuration

  1.  Navigate to the Application Forms tab.
  2. Create an Application Form or choose an existing form by clicking on the Application Form Name.
  3. Click the App Configuration button.
  4. Click the New App Configuration button.
  5. Enter the following:
  • Name
  • Active
  • Program Name
  • School Name
  • Community Themes
  • Display Order
  1. Enable or disable the available settings based on your business practices.
  2. Save your changes.

app config field display

Allowing applicants to withdraw their application

Once an applicant starts an application, the Community can be configured to display an option for the applicant to Withdraw the application.

  1. Navigate to Application Forms.
  2. Select the Application Form you want to allow applicants to withdraw.
  3. Click the App Configuration button.
  4. Click Edit for the appropriate configuration.
  5. Click the Allow Student to Withdraw checkbox.
  6. Save your changes.

Note: Students cannot withdraw once the Reply Offer is displayed in the Applicant Dashboard.

If Withdraw Application is selected:

  • The applicant is presented with a confirmation message to confirm that they want to withdraw. 
  • If they select Yes, their application will no longer be visible in the Community. 
  • The application record remains in the CRM, but the Application Status is updated to Withdrawn. 

Note: When an Applicant withdraws an Application, the application will be displayed as greyed out UNTIL the page refreshes and no longer displays.

If you wish to prevent certain scenarios where students are not permitted to withdraw, you can create a Validation Rule on the Application object. 

Example: 
Students can not withdraw an application where Application Decision = Accepted. This type of validation rule would look like this:

ISPICKVAL(TargetX_SRMb_Application_Decisionc, "Accepted") && ISPICKVAL(TargetX_SRMbStatus_c,"Withdrawn") && $User.ProfileId ="00e36000001bCtT"


Replace ProfileId with the ID of your user's community profile ID.


For more information on Validation Rules, see the Salesforce Help & Training article Define Validation Rules.

Preventing Multiple Applications Per Student

To prevent a student from submitting more than one application, you must first add the 'Prevent Multiple Applications' field to your Online App Configuration page layout:

  1. Navigate to Setup and select Object Manager.
  2. Click the App Configuration object.
  3. Edit the Page Layout for 'Online App Configuration Layout.'
  4. Add the 'Prevent Multiple Applications' field to the layout and Save.
  5. Navigate to the App Configuration tab.
  6. Select the appropriate configuration record.
  7. ​Select the 'Prevent Multiple Applications' checkbox and Save.

Note: Applications with an Application Status (TargetX_SRMb__Status__c) of Withdrawn are excluded from this setting. So withdrawing an existing application allows a student to start a new application for that app configuration.

Preventing Multiple Applications Per Term

To prevent a student from submitting multiple applications per term, you must first add the 'One Application Per Term' field to your Online App Configuration page layout.

  1. Navigate to Setup and select Object Manager
  2. Click the App Configuration object.
  3. Edit the Page Layout for Online App Configuration Layout.
  4. Add the One Application Per Term field to the layout and Save.
  5. Navigate to the App Configuration tab.
  6. Select the appropriate configuration record.
  7. ​Select the 'One Application Per Term' checkbox and Save.

Note: The system will look for existing applications within the same period deadline.

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