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Liaison International

Transfer Settings Guide

Overview

This document reviews how programs are carried forward each cycle in the Configuration Portal and what templates (also referred to as items in this document) are carried forward each cycle in WebAdMIT. Review this document in detail – including the checklist at the end – to ensure you are prepared for the new cycle.

Note that this document may not apply to your CAS/UniCAS. If you have any questions, contact your Account Manager for further clarification.

Configuration Portal: Program Transfers

Approximately 3-4 months before the launch of a new cycle, Liaison automatically carries forward programs from a previous cycle into a new cycle. This includes all open, closed, and archived programs, but excludes any deleted programs.

All program data, including any custom branding, instructions, questions, documents, prerequisites, and/or evaluations, are included in the transfer.

Program open and close dates are automatically adjusted to reflect the new cycle. For example, if your program open date in the previous cycle was 01/01/2017, then it will be 01/01/2018 in the new cycle.

Once a program is transferred into the new cycle, the data can be edited via the Configuration Portal. Each program must be submitted for review and approval before it is made available in the new application cycle.

WebAdMIT: Transfer Settings

The Transfer Settings feature in WebAdMIT allows you to transfer templates from a previous cycle to a current cycle. 

The Transfer Settings feature is accessible to all users who are in a Work Group that includes the Configure Software permission (this includes any user assigned to the WebAdMIT Administrators Work Group). The feature is typically available within the first week of the CAS application launch. Please see your Account Manager with any questions.

What gets transferred? 

Active templates from the following WebAdMIT features are included in the transfer (deactivated templates are excluded from the transfer):

  • List Manager
  • Export Manager
  • Work Groups
  • Custom Fields
  • Local Status
  • Local GPAs
  • Prerequisite GPAs
  • Requirements
  • Scoring
  • Assignments
  • Interviewing
  • Email Templates 
  • Email Addresses

What doesn’t get transferred? 

Applicant Header, Report Manager, and PDF Manager templates don’t transfer and need to be rebuilt in the new cycle. Additionally, Admissions Users don’t transfer; instead, an Institution Manager must add the new cycle to each user’s account. To add a user to a new cycle:

  1. Click Admissions Users under the Management panel.
  2. Click the pencil icon to edit a user’s account. 
  3. Click the green plus sign next to the cycle year you would like to add.
    Transfer_OrgAssignments.png
  4. Be sure this added cycle displays in the Modify Assignments for Organization drop-down.
  5. Assign the appropriate Work Group and program(s) for the user.

Important Considerations

Before initiating the Transfer Settings feature, consider the following:

  • The Transfer Settings process can only be completed by a single user once per cycle for each organization. 
  • Transfer Settings can only be completed within the same CAS. For example, a user can transfer settings from CSDCAS 2016-2017 into CSDCAS 2017-2018, but cannot transfer settings from CSDCAS 2016-2017 into PharmCAS 2017-2018.
  • Several templates in WebAdMIT have a visibility option. This means, for example, they can be set to be visible to all users, or to just the user who created them.
    • Features with this functionality include Lists, Exports, and Email Templates. If you wish to transfer these items, set them to “visible by Everyone.” Lists, Exports, or Email Templates that are private or inaccessible to the person initiating the transfer will not copy into the new cycle. 
  • Templates without a visibility option are applied to specific programs. This means they are activated for programs of your choosing.
    • Features with this functionality include Local Statuses, Custom Fields, and others. Note that template transfers are impacted by a user’s program access. For example, if the template is active for programs A, B, and C, but the user only has access to programs A and B, then the template will automatically be activated for programs A and B, but not program C.
    • Ensure that the user who initiates the transfer has access to all programs in the previous and new cycles, to avoid any discrepancies. Also, review all templates after the transfer to ensure that they are assigned to the correct program(s).
  • The user who initiates the transfer becomes the owner of any transferred Lists and Exports, which allows them to edit and delete, as necessary. If other users wish to edit or delete these items, they can use the Copy feature to create and edit their own copies of these items.

Program-Scoped Transfer Settings

Some CAS's have program-scoped transfer settings, where WebAdMIT will automatically activate your templates for the same program(s) that they were activated for in the previous cycle. To learn if your CAS is one of these, reach out to your Account Manager. If you belong to a program-scoped transfer settings CAS, below are some important considerations:

  • Templates without a visibility option, meaning that they can’t be set to be visible to specific users, but are instead applied to programs of your choosing, are impacted by a user’s program access when transferring settings. 
    • For example, if the template is active for program A and the user has access to programs A and B, then the template will automatically be activated for program A. However, if the template is active for program A and the user has access to program B, then the template will not automatically be activated for program A. 
  • If your Application Service has program-scoped transfer settings, you will want to ensure that the Program Code field, viewable in the Configuration Portal, matches from cycle to cycle. If the Program Code does not match, then the templates associated with the program in the previous cycle will not automatically be activated for the same program in the new cycle.
    • For example, if program A’s program code is 9999 in the previous cycle, and program A’s program code is 9998 in the new cycle, templates selected for program A in the previous cycle will not automatically be activated for the same program in the new cycle.
  • If your Application Service allows applicants to be deferred from one cycle to the next, the applicants must be placed in the "Deferred" decision code in the previous cycle before the transfer is initiated. These applicants are then placed in the "Deferral" application status in the new cycle. Additionally, the Program Code field (viewable in the Configuration Portal) must also match from cycle to cycle. If the Program Code that the applicant’s application is associated with does not match, the applicant will not carry forward into the new cycle. 
    • For example, if the applicant applied to program A in the previous cycle and program A’s program code is 9999, then the program code for program A in the new cycle must be 9999 in order for the applicant to carry forward.

Initiating the Transfer Settings Process

You should initiate the Transfer Settings process before creating features in the new cycle. If, for example, you create an export called “All Applicant Data” in the new cycle, and then attempt to transfer an export from the previous cycle with the same name, the template will not carry forward. Please refrain from setting up transferrable items prior to the Transfer Settings, or at least be sure they do not have the same name as templates from the previous cycle. 

To initiate the Settings Transfer:

  1. Locate the Transfer Settings from Previous Setup panel in the center section of the dashboard. At the beginning of a new cycle, this feature is accessible to all users who are in a Work Group that includes the Configure Software permission.
    • Note: Clicking the dismiss it permanently link indefinitely removes the option to transfer settings for all users in the organization for the duration of the application cycle. Proceed with caution.
      Transfer_Panel.png
  2. Click Transfer from 201X - 201X WebAdMIT, then review the templates that will be carried over.
    Transfer_Review.png
  3. When you are finished, approve the transfer.
    Transfer_Approve.png

After transferring your templates, be sure to review them to ensure they transferred correctly. Discrepancies can occur if the application was updated and new data was collected from applicants. Review lists and exports to confirm if updates are needed. Program-specific fields created in the Configuration Portal will not be included in the transfer, and will need to be re-added to Lists and Exports. Templates and data within templates may also be listed in a different order than the previous cycle.

Get Ready Checklist

Use the recommended checklist below to follow your progress through each Settings Transfer process.

Configuration Portal

  • 4-6 months before the new cycle starts, review which program(s) you have listed in the Configuration Portal and delete any that you are not using and do not want to be carried forward into the new cycle.
  • 2-3 months before the new cycle starts, look for an email alerting you that the Configuration Portal has opened.
  • 1-2 months before the new cycle starts, review your program(s) in the Configuration Portal and make any changes as needed. Submit your program(s) for review and alert your Account Manager and Customer Solutions Manager.

WebAdMIT

  • 2 months before the new cycle starts, review all templates created by you and other users, and delete/deactivate any that you are not using and do not want to be carried forward into the new cycle.
  • 2 months before the new cycle starts, instruct all users in WebAdMIT to change any lists, exports, and email templates to be “visible by Everyone” if they would like to have these items carried forward into the new cycle.
  • 1 month before the new cycle starts, decide who will initiate the transfer for your organization. This person will become the owner of the transferred lists and exports, and will have editing and deletion abilities. Ensure that they are placed in a Work Group with the Configure Software permission set or in the WebAdMIT Administrators Work Group for the previous and new cycles. Also ensure that they have access to all programs in the previous and new cycles.
  • 1 month before the new cycle starts, decide who is the Institution Manager for your organization. This person will add the new cycle to all other users’ accounts, place them in a Work Group, and add the appropriate program(s).
  • Day of the new cycle start, look out for an email alerting you that the CAS application and WebAdMIT have opened.
  • First week after the new cycle starts, look for the Transfer Settings from Previous Setup panel on the dashboard. Alert the individual who will be transferring your settings that this is available.
  • After the transfer has completed, check all features to ensure they carried forward correctly, and make edits as needed.
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