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Liaison

Prelaunch Environment Reference Guide

 

Overview of Environments

There are three WebAdMIT environments that are used for specific purposes:

Environment

What is it?

When do I use this environment?

Who can use this environment?

Where does the data come from?

Production

The "live environment" is where you perform your applicant review processes. 

Daily or as required – this is the environment you use to perform your admissions review processes. 

All users 

Because this is the live environment, the data comes directly from your applicants via the information they enter into their application.

Sandbox

Sandbox is a copy of the WebAdMIT production environment with obfuscated sensitive applicant data (e.g., surnames, email addresses, etc.). 

As needed – you can use sandbox to test new workflow configurations, etc. Sandbox is useful for current CAS/WebAdMIT schools that are live and accepting applications; prospective CAS schools that are not live or accepting applications may find that there is limited value in using sandbox due to a lack of applicant data.

Review the Sandbox Environment Reference Guide for more information.

Schools with programs in the production environment. 

The data that appears in sandbox is copied from the data in production. Sensitive information such as surnames is obfuscated.  

Since it's isolated from production, sandbox is useful for testing and training purposes; any actions performed in sandbox will have no effect on the live data in production. This provides users with a safe, "near-production" environment for testing or training purposes. For example, you can submit test applications and run sample exports.

Prelaunch

Prelaunch is a "staging" environment that allows you to configure programs for the new cycle without impacting the current cycle. 

Prior to "going live" with your cycle – this is the environment you use to "stage" your program in the Configuration Portal for the new cycle before it goes live. Once you’re ready to launch the cycle, these programs are "promoted" to production.

Note that only your programs built in the Configuration Portal are promoted to the live environment. User accounts and WebAdMIT templates, such as Lists, Exports, Email Templates, etc., aren't moved into production.

First-time schools that have not had programs in production and are configuring their programs during the CAS's standard configuration period.

Any data that appears in prelaunch is data that is generated in prelaunch. 

Since it's isolated from production, prelaunch is useful for testing and training purposes; any actions performed in prelaunch will have no effect on the live data in production. This provides users with a safe, "near-production" environment for testing or training purposes. For example, you can submit test applications and run sample exports.

Accessing Prelaunch

When preparing for a cycle rollover, you now configure programs in the WebAdMIT prelaunch environment ("prelaunch"). You can access prelaunch after your CAS opens the Configuration Portal. This timeframe is generally determined and communicated by your CAS's Association and/or your Liaison Account Manager.  

When your CAS's Configuration Portal opens, you can access prelaunch by:

  1. Visiting https://prelaunch.webadmit.org and using your existing WebAdMIT credentials to log in.
  2. From the Dashboard, click CAS Configuration Portal under the Management (or Administration) panel.

Functionality

The following functionality is fully enabled in prelaunch, and you can perform actions as you normally would in production: 

  • Perform Search functions
    • Search for applicants 
    • Search Assignments
    • Search Interviews
    • Search Correspondence
  • Add applicants to the Clipboard 
  • Use the List Manager to generate Field and Composite Lists
  • Manage Work Groups and Admissions Users
  • Create, manage, and use Local StatusesCustom FieldsRequirementsAssignmentsInterviews, and Scoring Models
  • Create and manage Email Templates and Email Addresses
  • Modify the Applicant Header
  • Run Reports and Exports
  • Use the Configuration Portal
  • Use the WebAdMIT API (though the root of API calls must be changed to sandbox.webadmit.org instead of api.webadmit.org)

The following functionality is disabled in prelaunch: 

  • Document Downloads & PDF Generation, except for documents that are part of prelaunch test applications that you created (described below)
  • Liaison Transcript Scanning & Processing
  • Sending Emails
  • SSN Downloads

Deployment Window

Prelaunch is deployed between 8 and 11 AM ET every Monday; if Monday is a US or Canadian holiday, deployment is the next business day. During this time, you can access prelaunch but may experience slow performance or brief service interruptions. This deployment includes all system changes from the preceding release. 

Configuring Programs in Prelaunch

Review the Configuration Portal guide for more information on configuring your programs.

Note that all program pages from the current cycle will be automatically rolled over to the new cycle. The academic year for these rolled-over programs will be set to the new cycle and the program will be set to draft status for you to edit. When reviewing the Configuration Portal guide, you can jump to the Edit Program Data section for information on editing the rolled-over pages; however, we recommend reviewing the entire guide to help you determine what edits to make.

Previewing Program Configurations

After configuring your program, use the Preview buttons under Program Settings to view how each page will appear to applicants. You can continue to make changes to your program pages/options and then use the Preview buttons until you are satisfied. 

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Configuring a Test Program

Important note: this section applies to schools that require the ability to preview applicants in WebAdMIT as part of the cycle preparation and testing process. Before configuring a test program you must contact your CAS Association contact or Liaison Account Manager.  

If instead of previewing your program configurations you must test the program configurations in the Applicant Portal and WebAdMIT, you'll need to create a test program as follows:

  1. Log in to prelaunch.
  2. Enter the Configuration Portal and navigate to the program you wish to test.
  3. Copy the program and update the WebAdMIT name to include "TEST –" as the prefix (e.g., “TEST – Fall Program”).
  4. Submit the test program for review, then contact the CAS Association or Liaison for approval. 
  5. When approved, the program start date will be set to the current date to allow the program to display on the prelaunch applicant portal.

You can begin submitting test applicants to your program only after the first three quadrants of the application (i.e., Personal Information, Academic History, and Supporting Information) have been created and approved by your CAS's Association (specific dates are determined by the Association). Once these quadrants are approved, you can submit test applications in your CAS’s prelaunch Applicant Portal environment. 

Submitting Test Applications

Important note: in order to submit test applications, you must configure a test program. Do not submit any applications until you receive notice that the first three quadrants have been approved. If in doubt, contact your CAS association contact or Liaison Account Manager.  

As noted above, you can submit test applications in your CAS’s prelaunch applicant portal environment only after the first three quadrants of the application (i.e., Personal Information, Academic History, and Supporting Information) have been created and approved by your CAS's association. 

Once an application is ready for submission, use the following test credit card information to mock a payment and submit the application:

  • Name on Card: test test
  • Card Type: Visa
  • Card Number: 4111 1111 1111 1111
  • Expiration Date: 06/2020 (any future date should work)
  • CVV: 111

Following submission, the application will appear in WebAdMIT prelaunch. 

Finalizing Program Updates After Testing

If after verifying your test program configurations you wish to make additional edits, you'll need to reconfigure the program (note that you cannot reconfigure the test program because it will have been approved).

Once you've completed the reconfiguration, you'll need to follow steps 3–5 under Configuring a Test Program section above only if you still require the ability to preview applicants in WebAdMIT as part of the cycle preparation and testing process.

Moving Programs from Prelaunch to Production

When configuring your programs in prelaunch, it's important to note the following:

  • Outside of the Configuration Portal, anything you create will not carry over when the program is pushed to production. For example, any users, Exports, and Lists that you create in prelaunch will not carry forward into the next cycle. 
  • Any programs that include the "TEST –" prefix in the WebAdMIT name (e.g., “TEST – Fall Program”) will not be pushed to production. Conversely, any programs that exclude this prefix will be pushed to production and will become available to applicants.  
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