Files and Forms

For a visual look at Files and Forms, check out our overview video.

Files and forms compiles all files or forms that are uploaded in conjunction with the Admissions process and presents them in one, easy to use list. This includes all Inquiries, Applications, Recommendation forms, Candidate Attachments, and Miscellaneous files. Each section can be expanded or collapsed as well. Platform managers can find this under Admissions, Admissions setup, and then Files and Forms.

First, select a category such as Inquiry forms, Application forms, and more. Selecting an individual file brings up its information on the screen which includes its current status like Inactive, Active, and Archived, associated school years, as well as the number of submissions.

The Share to Core profile option allows schools to essentially send the selected file or form that is uploaded through the Admissions process to the Core user profile files and forms section accessible by platform managers.

Share to Core profile is set to off by default and is only accessible by admissions managers. This feature also has a role task that is enabled by default, but it can be disabled if needed.

Each file or form will have all associated school years listed out. Each year can be selected either individually or in bulk.

This is a permanent delete. Files and submissions associated with them cannot be recovered once deleted.

The school year also includes the submissions tied to them as well, so schools have more freedom of choice with how they choose to maintain them. Instead of having to delete all submissions on an individual level, they can bulk delete them based on the school year.

The current admissions year will not be shown in this list as a preventative measure for accidentally deleting them.

Selecting a school year makes the Delete user data button appear. Before the data is removed, a warning message appears with the number of submissions that will be impacted as well as a text field requesting a reason for the delete.

When data is deleted and a reason is given, schools can use the View history option to review changes made. Inside of View history, schools can see who deleted information, when it was done, as well as the reasoning for the deletion.

  1. If a form and/or file is deleted, is the data for that user also getting removed?

    1. No, in this case only the form/file is removed, not the user data. However, one thing to note is that with Application forms and Online Recommendations, there are some fields that do not appear anywhere else in the system like the Parent or Student statement. Removing the application will also remove this record since it is not kept anywhere else.

  2. Can I delete specific submissions from a school year instead of all of them that are associated?

    1. No, all submissions tied to that school year are removed. For example, if a school year has 20 submissions, it is not possible to only remove 15 of them and leave the remaining 5.

  3. Under View History, what name appears if a user is impersonating someone?

    1. This list will show the master user, not the name of the user being impersonated. This removes the ability for the person who is impersonating someone else to hide who they are.

  4. Speaking of files, what if I need to upload a file to my Student/Candidate's profile?

    1. See Student Checklist Profile View.