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Liaison International

WA for AMCAS Transfer Settings Guide

Overview

WebAdMIT for AMCAS's Transfer Settings feature allows you to transfer templates from a previous cycle to a current cycle. The feature is accessible to all users who are in a Work Group that includes the Configure Software permission (this includes any users assigned to the WebAdMIT for AMCAS Administrators Work Group).

Important note!

The Transfer Settings feature is an advanced feature in WebAdMIT for AMCAS and can be used by a single user once per cycle for each organization. Review this document in its entirety before using this feature.

Why run a Transfer Settings?

Transferring your settings can make the process of starting a new cycle easier for you. Instead of rebuilding templates cycle-to-cycle, you can use a simple 3-step process to pull forward templates from one cycle to the next. Once your templates are in the new cycle, you can review and edit them to reflect any updated processes.

What gets transferred? 

Active templates from the following WebAdMIT for AMCAS 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? 

The following WebAdMIT for AMCAS features are excluded in the transfer, and need to be rebuilt in the new cycle:

  • Applicant Header
  • Report Manager
  • PDF Manager
  • Cycle-specific fields, such as Applicant Gateway questions
How do users get transferred?

When a new cycle opens, users in the WebAdMIT Administrators work group are automatically added to the new cycle by Liaison. Users who are not WebAdMIT Administrators are added to the new cycle through the Transfer Settings process, and their previous Work Groups are re-assigned. Note that any users who have already been created in the new cycle will not be re-added during the Transfer Settings process.

Important Considerations and Recommendations

Before initiating the Transfer Settings feature, consider the following:

Consideration Recommendation
  1. The Transfer Settings process can only be completed by a single user once per cycle for each organization.

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.

  1. All active templates are included in a Transfer Settings.

When transferring your settings, first review templates in your previous cycle to confirm that you'll want to carry them forward in the new cycle. If you don't want to carry a template forward, simply deactivate or delete it in the old cycle before transferring your settings. You can deactivate or delete templates in the new cycle if you later decide you don't want to use them.

  1. Naming conventions matter. 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.

Initiate the Transfer Settings process before creating features in the new cycle, or at least be sure any newly created items do not use the same name as items from the previous cycle. 

  1. Several templates in WebAdMIT for AMCAS have a visibility option. This means they can either be set to be visible to all users, just the user who created them, or to users within a specific Work Group. Features with this functionality include:
  • Lists
  • Exports
  • Email Templates

 

If you wish to transfer these items, share them with the Work Group of the user who is running the transfer.

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. They are activated for all programs the user running the Transfer Settings has access to. Features with this functionality include:

  • Custom Fields
  • Local Status
  • Local GPAs
  • Prerequisite GPAs
  • Requirements
  • Scoring
  • Assignments
  • Interviewing
  • Email Addresses
  1. 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).

  1. Cycle-specific fields, are not included in List or Export templates and will need to be re-added in the new cycle. For example, you built question A for your program in the Applicant Gateway for the 2019 cycle, and included question A field in a List and Export in WebAdMIT. Question A is cycle-specific, and therefore doesn't carry forward into the 2020 cycle in WebAdMIT. 

If you choose to include the same question in the Applicant Gateway for the new cycle, you will need to edit your List and Export and re-add that same question.

7. Once the transfer is complete, you may need to perform additional edits.

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. Where necessary, update dates listed in Email Templates. Program-specific fields created in the Applicant Gateway are not 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.

Initiating the Transfer Settings Process

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 settings-aamc1.png

  1. Click Transfer from 201X WebAdMIT for AMCAS, then review the templates that will be carried over.

transfer-settings-approve.png

  1. When you are finished, approve the transfer.

Transfer_Approve.png

Get Ready Checklist

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

When What Where

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.

WebAdMIT for AMCAS

2 months before the new cycle starts

Instruct all users in WebAdMIT for AMCAS 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.

WebAdMIT for AMCAS

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.

WebAdMIT for AMCAS

1 month before the new cycle starts

Decide who is the Institution Manager for your organization. This person can edit all users' accounts to ensure they are placed in the appropriate Work Groups and have the appropriate program(s) added to their account.

WebAdMIT for AMCAS

Day of the new cycle start

Look out for an email alerting you that the CAS application and WebAdMIT for AMCAS have opened.

WebAdMIT for AMCAS

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.

WebAdMIT for AMCAS

After the transfer has completed

Check all features to ensure they carried forward correctly, and make edits as needed.

WebAdMIT for AMCAS

FAQs

I approved the Transfer Settings, but I don't want some of my templates to carry over. What do I do?

Once you click Approve settings transfer, you can't change which templates will carry over. You can deactivate or delete templates once they appear in your new cycle, or rebuild templates that were not originally included in the transfer.

Why didn't my Applicant Gateway items carry over in my List and Export templates?

These fields are tied to the program in the Applicant Gateway, and are therefore cycle-specific. You will need to add the Applicant Gateway items you created for the new cycle to your templates.

Why do I have to edit templates in the new cycle?

Transfer Settings is designed to help you save time and effort in the new cycle, but it is not a perfect copy of your settings from the previous year. Moreover, admissions processes change from cycle to cycle, and templates that you used in the previous cycle might not reflect your new needs. For this reason, all templates should be reviewed to ensure that the correct fields and criteria are included. Examples of features to check include:

  • Dates in Email Templates
  • Program-specific fields in Lists and Exports
  • Operators and criteria values in Lists
  • Order of templates in Local Statuses, Lists, Custom Fields, and Email Templates
  • Order of questions in Assignments and Interviews
I used to own a List in a previous cycle, but after Transfer Settings, another user owns it in the new cycle. How do I edit it now?

The person who initiates the Transfer Settings for your organization becomes the owner of the transferred Lists and Exports, and has editing and deletion abilities. 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.

Another user at my institution initiated the Transfer Settings. Can I undo/redo that?

No, Transfer Settings can only be used by a single user once per cycle for each organization. Transfer Settings can't be undone or reset either.

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