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Working with the PDF Manager

Video Overview

Working with the PDF Manager

The PDF Manager tool allows users to download full applications, scanned transcripts, foreign evaluations, letters of reference, and applicant uploaded documents in bulk, making it simpler for participating programs to work with them outside of WebAdMIT for AMCAS.

You can download up to 1,000 applicants at a time in .zip file format. Batches exceeding the 1,000 applicant limit fail while processing, so if your batch exceeds this limit, you will need to create multiple exports. Note that if you're working with a list of more than 1,000 applicants, any filters you include are applied before the 1,000 applicant limit is imposed. See the Document Last Printed Date section for more information.

The maximum size of the .zip file is 1 GB; if that size is exceeded, multiple .zip files are generated.

Controlling Access

The PDF Manager is available under the Reports & Exports panel and access to this tool is controlled through Work Groups. You must have access to the Manage Lists, Reports, and Exports permission to use the PDF Manager.

When you access a PDF in WebAdMIT for AMCAS within the applicant’s profile or through the PDF Manager, it will limit the data available in the same way that WebAdMIT for AMCAS limits access to panels on the Applicant Details page. This means that you can use Work Groups to redact information from the PDF for faculty reviewers and other staff to better mirror your local admissions policies.

Note that if your CAS doesn't include certain additional document types in the full application PDF (e.g., transcripts or letters of evaluation), you can't override this configuration and add them in through the PDF Manager. Additionally, be aware that Admissions Uploaded Documents are not included in the full application PDF.

Creating a PDF Template

You must create a PDF template before you can generate and download a .zip file of PDF documents.

  1. Using the Menu Bar, open the Reports & Exports panel, then click PDF Manager.

  2. Click New PDF File.

    PDF Manager Owner New PDF File.png
  3. On the PDF Settings page, select the list you want to use from the Create from List drop‐down. Then, name the file.
  4. Select the Document Type; see Document Descriptions and Naming for more information. Only one document type can be downloaded in each .zip file.
  5. When you select a list from the Create from List drop-down, a new option, PDF Template will not/will honor Designation criteria from the list., appears. If this is set to will, and your list filters applicants by any field in the Designations field grouping (e.g., Designation, Application Status, etc.), then you can extract the full application PDFs that adhere to your list's criteria. Previously, the PDF Manager extracted the full application PDFs for all designations, regardless of the Designation fields you filtered by in the list.

    For example, suppose an applicant applied to both Program A and B, and you create a list that searches for applicants in Program B. In that case, when you extract the full application PDFs, only the applicant’s Program B full application PDF will be included in the PDF file. Note that this feature is only available for full application PDFs.
  6. The attributes used in each PDF file name display in the File Name Pattern field and are customizable. For more field options, click the pencil button. See Document Descriptions and Naming for default naming patterns.

    Note that if you created a Custom Field with special characters in the label (i.e., name) field and use that Custom Field label as a merge field in the File Name Pattern, then the special character will be removed from the merge field name on screen. The special characters will still be included in the file names for any PDF Manager jobs you run and download.
  7. Decide who else can access this template (only you or select Work Groups). Note that users in the WebAdMIT Administrators Work Group who are also Institution Managers can view and delete any PDF Manager templates created within their organization.

    PDF Settings 2021.png
  8. Next, determine the contents of the PDF files by selecting which sections to include under Available Panels and Sub-Panels. The panels and subpanels available to select from here are dependent upon the permissions of the current user. If you cannot view certain panels based on your Work Group, then those panels are not available to select from when configuring the PDF Settings template. Also, if you don't select any panels and subpanels, then all panels and subpanels that are available to you through Work Groups are automatically included in the PDF Manager job.

    pdf-manager-panel-select 1.jpg
  9. Once complete, click Save PDF Settings.

Document Last Printed Date

In some environments, a Document Last Printed Date logs the last date you downloaded a batch of documents using the PDF Manager. When creating your download, you log the Document Last Printed Date by selecting will under the Running this template drop-down. You must have the Update Last Printed Date Timestamp via PDF Manager permission in your Work Group to do this.

PDF Last Date.png

Once you process the download, the Document Last Printed Date updates with the current date.

The Document Last Printed Date becomes useful when combined with a filter, as it allows you to create batches for integration with document management systems. Additionally, by applying a filter, you can prevent duplicate documents from downloading (which also helps keep your document batch sizes smaller). For example, as you create a download, you can filter for documents that do not have a Document Last Printed Date recorded, or documents that were printed in the previous month. To apply a filter, select the Include documents where the Last Printed Date is checkbox, then select a filter:

PDF Last Date Include.png

Selecting an appropriate filter depends on your institution’s processes. For example, your campus may download applications only once toward the end of the cycle. When the time comes to process the download – and because you haven’t previously downloaded these documents and recorded a Document Last Printed Date – you can use the Null filter option to download all PDF applications.

As described above, the PDF Manager has a 1,000 applicant limit, but the limit is only imposed after any filters (e.g., Document Last Printed Date) are applied.

As an example, consider this scenario. You're attempting a batch document download on a list containing 1,001 applicants. Of those applicants, 1,000 of them have been previously downloaded, so their Document Last Printed Date has been updated. You've set the Document Last Printed Date filter so that only applicants with a Null last printed date are included in your batch download. In this scenario, your filtered list does not exceed the limit, as only one applicant will be included in the batch download.

Applicable Document Types

You can log the Document Last Printed Date for the following document types:

  • Electronically Submitted Evaluations
  • Foreign Evaluations
  • Full Application PDF
  • Transcripts

Transcripts and Evaluations are only marked as printed if you download a batch of Transcripts or Evaluations; they won’t be marked as printed if you download the Full Application PDF that contains these items.

Additional Information

  • To use this feature, you must be assigned to a Work Group with the Update Last Printed Flag via PDF Manager permission set.
  • Although the Document Last Printed Date is logged in WebAdMIT, it’s not visible anywhere in the WebAdMIT user interface. This means you can’t view it in the PDF Manager or on the Applicant Details page, and you can’t include it in Lists or Exports.
  • You can’t log the Document Last Printed Date when you download a document from the Documents panel on the Applicant Details page.
  • If an applicant is applying to more than one program (i.e., designation), a date is recorded for each program-specific document. For example, if you download a batch of full application PDFs for Program A, a date is recorded for Program A but not Program B.
  • If you make a copy of a PDF Manager template that includes Document Last Printed Date settings, the copy does not retain the settings. This helps avoid accidental updates.
  • You can clear the Document Last Printed Date in batch using the Clear Last Printed Date for ALL Docs for Checked Applicants option under List, Search, and Clipboard Actions. When you use this option, you clear the date for all documents for the selected applicants.

Managing PDF Manager Templates

To manage existing PDF Manager templates, click PDF Manager from the Menu Bar.

PDF Manager Page Owner.png

  • To reorder a PDF Manager template, use the grip icon to drag and drop the PDF Manager template into the preferred order.
  • To modify a PDF Manager template, click the pencil icon. Note that only PDF Manager template owners can perform edits. If you need to modify a PDF Manager template of which you are not the owner or view its settings, you can make a copy of it instead.
  • To copy an existing PDF Manager template, click the duplicate icon.
  • To delete a PDF Manager template, click the remove or trash icon. Note that only PDF Manager template owners can delete PDF Manager templates.

Generating and Downloading PDF Zip Files

To generate the .zip file of PDF documents:

  1. Click the template name in the PDF Template column. Depending on document size, number of applicants, and other factors, it may take anywhere from a few minutes to a few hours for WebAdMIT to create the .zip file. You can monitor its progress and any errors in the Status column on the Recent Files page. Once generated, the .zip file is stored for seven days.

    PDF Manager Page Owner.png
  2. Download the .zip file by clicking the file name in the Download column.

    Recent Files PDF Manager.png

Document Descriptions and Naming

Each document in the downloaded .zip file has a default file name. The variables used for each name are listed below. The name can be customized as needed.

Applicant Gateway Document

If your CAS uses the Applicant Gateway, you can download applicant documents here.

Default format: <CAS ID>_<FirstName>_<LastName>_Applicant Gateway_<Source>.pdf
Example: 123456789_Jane_Smith_Applicant Gateway_Supplemental Application.pdf

Applicant Uploaded Document

If applicants uploaded documents to your program in the application, you can download the uploaded documents here.

Default format: <CAS ID>_<FirstName>_<LastName>_Applicant Uploaded Document_<Source>.pdf
Example: 123456789_Jane Smith_Applicant Uploaded Document_Personal Statement.pdf

College Transcript

If your CAS collects any of the following transcript and foreign evaluations, you can download them here. Transcripts include:

  • Official domestic transcripts received electronically or via mail.
  • Official foreign transcripts or evaluations received via mail.
  • Unofficial transcripts or foreign evaluations uploaded under the Colleges Attended section of the application.

High school transcripts are not included in this document type.

Default format: <CAS ID>_<FirstName>_<LastName>_Transcript_<Liaison college code>_<College Name>.pdf
Example: 123456789_Jane_Smith_Transcript_2345_Watertown University.pdf

Electronically Submitted Evaluation

If your CAS collects letters of recommendation (i.e., reference, evaluation), you can download the completed recommendations here.

Default format: <CAS ID>_<FirstName>_<LastName>_Letter of Reference_<Evaluator Name>.pdf
Example: 123456789_Jane Smith_Letter of Reference_Hank McCoy.pdf

Foreign Evaluation

If your CAS collects electronic official foreign evaluations from World Education Services (WES), Inc. or Educational Credential Evaluators, Inc., you can download the foreign evaluations here. Foreign evaluations sent via mail are available in the Transcripts document type.

Default format: <CAS ID>_<FirstName>_<LastName>_Foreign Evaluation_<Evaluation Agency>.pdf
Example: 123456789_Jane Smith_Foreign Evaluation_Education Credential Evaluators.pdf

Full Application PDF

You can download an applicant's full application PDF here. The full application PDF mirrors the panels and sub-panels allowed for viewing for the user, based on their Work Group. Note that:

  • Applicant Uploaded Documents from the Supporting Information and Program Materials quadrants are included.
  • Admissions Uploaded Documents are not included.
  • Some CASs don't include certain additional document types in the full application PDF (e.g., transcripts or letters of evaluation).

Default format: <CAS ID>_<FirstName>_<LastName>_Full Application_<CAS Side Program ID>_<Program Name>.pdf
Example: 123456789_Jane Smith_Full Application_3579_Epidemiology.pdf

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