Skip to main content

Return to TX Community

Liaison

Working with the App Configuration

  1. Last updated
  2. Save as PDF

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 and App Deadlines, the applicant is then directed to the appropriate Application Form. Each active configuration will display as an available option to students when they select New Application.  

The following information is available on the App Config page:

  • 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 in which the various App Configs will appear 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

app config field display

  1. Enable or disable the available settings based on your business practices.
  2. Save your changes.
  3. Choose App Config Builder from the menu to build your Key Questions:

Setting up Key Questions

Your applicants' responses to the key questions drive which application form they complete. Each unique combination of values in the key questions must lead to a single application type.

  1. From the Application Forms tab, select your Application Form.
  2. Select the App Configuration button.
  3. A list of all available App Configurations will be displayed.
  4. Select New App Configuration.
  5. Enter the following information:
  • Name
  • Prevent Multiple Applications
  • Active
  • School Name
  • Program Name
  1. Save the information.
  2. Select the App Config Builder button.
  3. A list of fields available for the Key Questions will be displayed.
  4. ​Drag the fields you want to be presented to an applicant onto the form.

Note: The following field types can NOT be used for Key Questions:

  • 'Checkbox'
  • Date
  • Date/time
  • Lookup
  • Auto number
  • Number
  1. Select the App Forms button.
  2. Select your Application Form from the list. Once selected, the Application Form Name will display in the top of the right-side pane along with the Key Questions selected.
  3. For each of the fields selected in Key Questions, indicate the values which will apply to the Application Form you are configuring. For example, if you have an application form which is for Graduate Programs you might have a Key Question of Program and the Value set to ‘Graduate’.
  4. Save your changes.

For additional information on Key Questions, see Working with Key Questions.

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.

 

  1. Back to top
  • Was this article helpful?

Recommended articles

  1. Page type
    Topic
    Media
    Image
    Content Reuse
    Reused Content
  2. Tags
    This page has no tags.