Recruitment Manager Upgrade

Item 1: Review/Update RM Preferences (optional)

Before enabling the new settings, review your automations, particularly if you have created Flows or custom Workflows, to ensure uninterrupted functionality. This will help prevent any disruptions to your established processes.

To make use of the new triggers in Recruitment Manager Preferences, review the new triggers and determine if you want to enable the new settings:

1. Navigate to the RM Preferences tab.
2. Enable the following triggers:

• Auto-Update EH Name
• Auto-Update Test Type
• Auto-Update Test Name
• Set App Fee Received Date
• Set App Submitted Date

Item 2: Review and Disable Managed Workflows

You should disable the managed workflows as they are now deprecated:

1. Navigate to Setup and search for Workflow Rules.
2. Click Deactivate for the deprecated Workflows:

• Auto-Update EH Name
• Application Fee Received Date
• Application Submitted Date                
• <Test> Record Type, such as ‘SAT I Record Type’
• Test Name Update

Item 3: Your Upgrade is Complete

1. No further configuration is required.

Note: The Duplicate Contact Workflow Rule, which you may or may not have in your Org, was mistakenly marked as 'deprecated and relocated to a trigger'. While the workflow was deprecated, no trigger was created as a replacement. If the Duplicate Contact Workflow Rule exists in your Org, it should be deactivated, and no corresponding trigger needs to be activated.

Item 1: Update Test picklist

You need to add the Cambridge Certificate value to the Test field picklist:

1. Navigate to Setup and select Object Manager.
2. Click the Test object (TargetX_SRMb__Test__c).
3. Select Fields & Relationships.
4. Click the Test field.
5. In the Values section, click New to add a new value for Cambridge Certificate.

Item 2: Update Permissions

Read/Edit Permissions must be granted to the new Test fields on the user’s Profile/Permission Set for Administrators and Students.

1. Navigate to Setup and search for Profiles.
2. Click the Admin and Student Profiles that need access to the new Test fields.
3. Click Object Settings.
4. Click the Tests object (TargetX_SRMb__Test__c).
5. Click Edit.
6. In the Field Permissions section, click Read Access and Edit Access for the following fields:
   1. Cambridge Certificate Level (TargetX_SRMb__Cambridge_Certificate_Level__c)
   2. Cambridge Listening score (TargetX_SRMb__Cambridge_Listening_score__c)
   3. Cambridge Overall score (TargetX_SRMb__Cambridge_Overall_score__c)
   4. Cambridge Reading score (TargetX_SRMb__Cambridge_Reading_score__c)
   5. Cambridge Speaking score (TargetX_SRMb__Cambridge_Speaking_score__c)
   6. Cambridge Writing score (TargetX_SRMb__Cambridge_Writing_score__c)
   7. Cambridge Use of English score (TargetX_SRMb__Cambridge_Use_of_English_score__c)
7. Save your changes.
8. Repeat for any other Profiles that need access to these new fields.

Note: You MUST add EDIT permission to any field referenced in your Application that the student is expected to populate.

Item 3: Your Upgrade is Complete

1. No further configuration is required.

Item 1: Update Relationship Page Layout

The new Mobile Phone field must be added to your Page Layout for users to access.

1. Navigate to Setup and select the Object Manager.
2. Click the Relationship (v1) object and select Page Layouts.
3. Select Edit next to the Layout you want to update.
4. Select Fields and drag the Mobile Phone field onto the Page Layout.
5. Save your changes.

Item 2: Update Permissions

You must update any Profiles that need access to the new Mobile Phone field.

1. Navigate to Setup and search for Profiles.
2. Select the Profile that needs access to the new field.
3. Click Object Settings.
4. Click the Relationship (v1) object and then select Edit.
5. Check the Field for Read and/or Edit access for the Mobile Phone field.
6. Save your changes.

Item 3: Your Upgrade is Complete

1. No further configuration is required.

Item 1: Enable In Progress Checklist Item Status setting (optional)

If you would like to display an ‘In Progress’ status for checklist items, enable the setting in RM Preferences:

1. Navigate to the RM Preferences tab.
2. In the Application Requirements Manager Configuration section, locate and check the checkbox for the Enable in Progress Checklist Item Status.
3. Save your changes.

Notes: 

• If the associated object (essay, enrollment history, test, etc.) checkbox 'applies to requirement' and the associated checklist item marked as "in progress", the new status of "<checklist item name> received and in review." will display. This is important to note if you utilize "applies to requirement" as a hidden field in the online application. 
• If a document is not required to be submitted, the checklist item could falsely display the document has been received and in review. If your online application requires a document to be uploaded into the online application, marks the hidden checkbox field 'applies to requirement' as true, the new status will appear informing the applicant the document has been submitted and it is in review.

Item 2: Your Upgrade is Complete

1. No further configuration is required.

Note: During the installation of the February ’25 Recruitment Manager package, a batch class will populate the Access Key fields for the objects listed below. All records in these objects will be updated. Please review any workflows, process builders, and flows that trigger updates to these objects, as this mass update may trigger them. If the automations perform actions that you do not want occuring on these records, you may want to deactivate the automations temporarily while the batch job is running. This batch class will be removed in the May 2025 release. If you'd rather not have the batch class run automatically, you may choose to delay the Recruitment Manager upgrade until May. At that point, you can run the access key creation script manually by object if needed.

Access keys are used as a security measure to ensure that the person viewing personal information through sites cannot view another user's data by changing the Salesforce Id:

• Application
• Enrollment History
• Essay
• Extra Curricular Activity
• Financial Aid
• Inquiry
• Recommendation
• Relationship (v1)
• Test

Item 1: Create a Flow to update Access Keys for custom objects (optional)

To update Access Keys for your custom objects, add an Access Key field to your custom object then create a flow to handle the key updates:

Notes:

• The user creating the Flow must have Access permission to the TargetX_Base.Access class.
• This flow should only be used for Unmanaged Custom objects.
  • Managed objects should NOT be included because the upgrade automatically generates Access Keys or when new records are created.

1. Navigate to Setup and search for Flow.
2. Click New Flow.
3. Choose Start from Scratch.
4. On the Select Type page, choose Record-Triggered Flow; and click Create.
5. In the Select Object picklist, select the object where the Access should be updated.
6. Set Configure Trigger to trigger the Flow when a record is created.
7. In Set Entry Conditions, select the following options:
   1. Condition Requirements = None
8. Optimize the Flow for: select Actions and Related Records.
9. Click + below the Start element
10. In the Add Element search box, type Action and select it.
11. Search for Create Access Key and select Create Access Key (apex-Access).
12. Enter the following:
    1. Label: Create Access Key Action
    2. API Name: Create_Access_Key_Action
13. Under Set Input Values for the Selected Action section, enable sObjectIds.
14. For sObjectId, click within the text box and scroll to the bottom of the popup to select Triggering <object> eg., Triggering MyCustomObject.
15. Scroll to the Record Fields of the object within the popup and select Record Id for your custom object.
16. Click the Save button. 
17. In Save the Flow popup, set the following (replacing the items in < > with your custom object) and click Save:
    1. Flow Label: Create <Sobject> Access Key (eg., Create <object> Access Key)
    2. Flow API Name: eg., Create_<object>_Access_Key
18. Click Activate at the top right corner of the builder.

Item 2: Run Access Key Update in Base Settings for Custom objects (optional)

To update existing Access Keys for your custom objects, run the Access Key Update in Base Settings:

1. Note your Salesforce URL up to the salesforce.com. Example: https://na10.salesforce.com
2. Append /apex/TargetX_Base__baseSettings to the URL. 

Example: https://na10.salesforce.com/apex/TargetX_Base__baseSettings

3. Locate the Access Key Update section.
4. Enter your Object API Name and choose Update Access Key. 
5. Check the status of the job by navigating to Setup and searching for Apex jobs.
6. Look for the UpdateAccessKeys Apex job.

Item 3: Your Upgrade is Complete

1. No further configuration is required. You may proceed to the Email Upgrade.