Application Creation Form

An application creation form allows an application to be created in Slate (either as an in-progress application or as a submitted application) through a form submission. No login is required to access or submit the form by default (although this is an additional configuration option). The uses of this form are varied: as a short version of an institution’s primary application (like a fast app), as a more user-friendly way of creating an application for a particular purpose (such as a scholarship application, an honors application, or an application to specific program), or as a way of enabling an applicant to start an application quickly (also known as an application “part one”), so that the applicant can subsequently be sent login credentials to finish the application through the traditional application architecture at a later date.

An application creation form can be used if applicants are not required to provide the following within the form in a "traditional" Slate-hosted application manner:

  • Recommendations
  • Portfolio
  • Video Essay
  • School Report
Periods and Rounds

Before creating an an application creation form, configure the following:

  1. Create an Application Period. Application Periods help to keep application Rounds organized. The application Period references the time frame during which an application is submitted. For example, if applicants may apply for Fall 2018 or Spring 2019 enrollment, the Period year to which they are applying is 2018.
  2. Create an Application Round. Application Rounds are used to classify a distinct category of application types within an application Period. Using separate application Rounds within a single application Period is useful if there are separate application deadlines and decision notification dates for your different types of applications.
Creating the Form
  1. Select Forms on the top navigation bar.
  2. Click New Form.
  3. Enter a Page Title to name the form and click Save.
  4. Click Edit Form and retain the default fields on the form.
  5. Click Edit Properties. In the dialog box, set the Scope to Application Creation. Setting this scope allows the form to serve as the foundation of your application.
  6. For Security, consider the two optional settings: 
    • Require secure link/login: When selected, the form submitter will be required to sign into their existing account to access the form. Additionally, filters for previously captured data points will be available for conditional logic. For example, a process might call for a form field to appear based on previously captured data points for Citizenship.
    • Allow secure link/login filters: When selected, the filters made available with "Require secure link/login" can be accessed, but no login is required for the form submitter. Slate can still access the record data, typically through query string parameters. Be aware that if a student who is not logged in opens the form through an open link, Slate will not b able to identify them, so some filters may not work. It is a best practice to fully test filters to be sure that form fields, sections, and prompts appear conditionally as expected.
  7. Click Save and continue editing the form.
Adding Form Fields

In addition to any of the application-scoped custom fields and personal information fields added to the form, it is absolutely necessary to include the App:Round and Generate PIN fields.

Required
App: Round








This field will include a selection list of all Rounds available in your database and must be a required field.

  • Add a field (such as a multi-select list) and map it to Application Fields > App: Round.
  • If only one Round should be selected, using prompt override will suppress the Rounds that do not pertain to the application creation form from the selection list.
  • If the applicant does not need to make a decision about the appropriate Round selection, the field can be marked as hidden, with a default round value set.
Generate PIN






This field is required to generate a merge field for the applicant's PIN that can be included in a form communication to send the applicant login credentials.
  • Add a select list or option buttons field and map it to Record > Generate PIN.
  • Set a default value of 'Yes' and configure the field as hidden.

Important

When mapping to the App:Round field, it is important to be sure to avoid setting the field to "Hidden" as well as "Read Only." If this combination is used, Slate will not create a value for the Round field, no application will be created, and the form will not work as intended.
Not required but should be considered
App: Submitted Flag

When the default setting is set to 'Yes', the application will be set as submitted. The submission date will be set to the date of the form submission.

If this field is not mapped, applicants can be directed to the apply page to complete and submit the entire application.

 

Consider if an applicant may have an application with the same type in progress
App: Round Always Create


When set to 'Yes,' Slate will always create a new application using the Round specified in the import and will not attempt to match onto an existing application in that Round. When set to 'No,' Slate will match on the rank one application regardless of Round.
App: Round Override 
If mapped, Slate will attempt to match onto an existing application using those mappings selected.
App: Round Use Existing

When set to 'Yes,' Slate will use the rank one application in an active application Period, even if the Round of the existing application does not match the Round specified in the import.
App: Round Use Existing and Update


When set to 'Yes,' Slate will use the rank one application in an active application Period, even if the Round of the existing application does not match the Round specified in the import. This setting will also update the existing application's Round to what was mapped in the import.

Important

Only one of these special field mapping destinations should be used at a time. When using one of these field mapping destinations, it should be marked as Hidden and set with a default value of "Yes."
Confirmation and Login Information

Because the scope of this form is Application Creation, use form communications to create communications that include applicant login information. This ensures that the applicant receives login credentials immediately, and that there is a consistent approach to communications for all applications created, and it potentially prevents a student from receiving “duplicate” communications if they submit applications through various means.

To set up the mailing to confirm the form submission or application creation, and to inform an applicant of login details:

  1. From the Application Creation form summary page, click Edit Communications.
  2. Click New Mailing.
  3. Enter the appropriate configurations and select Save.
  4. When editing the message, include the 'sys-pin' merge field.

    This merges the PIN generated during submission of the Application Creation form into the confirmation mailing so that the applicant receives their login credentials and is able to access the status page immediately.

  5. Add a hyperlink in the confirmation mailing to direct applicants to the status page. Append "?id=" and the 'Form-Person-ID' merge field to the end of the login URL. When configured this way, the hyperlink directs applicants to the login page, where they are asked to enter the PIN provided in the mailing, along with their birth date, before being prompted to create and set a new password.

 Tip

A separate form communication can be configured on the Application Creation form to create a confirmation page to acknowledge the form submission and instruct the applicant to check their email to receive their login credentials.

Additional Optional Form Fields

The Application Creation form provides access to some optional Slate standard settings that can be used for matching and submission functionality. The following can be found in the list of application fields on the form:

Optional for matching and submission functionality
App: Priority


When added, priority can be used to set the rank of an application.
  • Priority (high, then normal, then low)
App: Submitted Date

Captures the date the form has been submitted. If a form is submitted more than once, the most recent submission date is reflected.
App: Submitted Date (Force Update) If a submitted date exists, this option forces an update to an existing submitted date.
App: Deadline Override
Used in conjunction with the round field to override the deadline of the round.
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