Forms

FormBuilder is an invisible portlet that is only accessible through the Make an Inquiry and Apply for Admission portlets.  It gives the Admissions Administrator the ability to build multiple online forms for inquiries, applications, etc.

For example, you may want to create two inquiry forms:  one for Candidates to complete and submit and one for Admission Officers/Counselors to complete and submit on behalf of Candidates.  You could also create several application forms:  one for undergraduates, one for graduates, one for the art department, one for the business department, etc.

Form to EX Database Mapping

Some question fields on the forms are mapped to the EX database, and when the admissions administrator clicks the "Process" button, the data goes directly to the EX database. However, some of the question fields on the form are not mapped by the back-end process. The data from those fields are stored in a holding file, which the admissions administrator can review at a later time. 

Questions in Online Applications that do map back to the EX database involve tags that relate as follows: 

• Form Question:  This is the text for the question as it appears on the form.

• Form Tag:  This is the XML tag that has been assigned to the question.

• EX Tag:  This is the column in the ERP database gets populated with the answer to a question on the form.  This is done through a plugin that converts the tag before it is saved to the database comtable.

The table below describes the relationship between form and EX tags for those questions that map back to the EX database:

Functions

• Create a new form

  • You can create a new form from the Make an Inquiry and Apply for Admission portlets.  Selecting the Setup menu option opens the Work with Forms screen.  This screen allows you to create a new form by clicking the green plus sign () in the Forms header.

  • On the Create a New Form screen, you can enter the name of the new form.  In addition, you can select a previously created form to use as a model for the new form (if desired).

• Modify an existing form

  • You can modify a form from the Make an Inquiry and Apply for Admission portlets.  Select the Setup menu option to open the Work with Forms screen.  This screen allows you to click the pencil icon () beside an existing form to open the Form Setup Checklist screen.

  • The Form Setup Checklist screen (see the Configuring Forms function in this topic) allows you to modify the setup for this form.

• Delete an existing form

  • You can delete a form from the Make an Inquiry and Apply for Admission portlets.  Select the Setup menu option to open the Work with Forms screen.  This screen allows you to click the trash can icon () beside an existing form to delete it.

  Warning:  The deletion occurs immediately after clicking the Go button.

  • The confirmation of the deletion displays.

• Configure forms

  When you create a new form or select a form to modify, the Form Setup Checklist screen allows you to configure the new forms or reconfigure existing forms.  A red X (x) in the Set Up Complete? column check box indicates that the configuration for that option has not been completed.  When setup is completed for each option, the check box is populated with a green check mark ().

  Define form

  Clicking this link allows you to:

  • Enter the name of a new form or change the name of an existing form.  This name will display as the hyperlink on the Make an Inquiry or Apply for Admission portlet.

  • Determine whether a Candidate can save this form in an incomplete status and submit it at a later date.

  • Enter activation and expiration dates for the form.

  • Indicate that setup is complete for this option.

  • Return to the Form Setup Checklist screen by clicking the Save button.

  Assign questions and headers to form

  Questions appear on the form, and headers are used to organize the questions on the form.  

  Clicking this link allows you to:

  • View assigned questions - Anticipated Academic Enroll Year and Term, Program of Interest, Enrollment Classification, Electronic Address, First Name, and Last Name questions are required for all forms.  If you selected a previously created form to use as a model, headers and questions used in the model are also displayed.

  • Select Questions and Headers - The Select Questions and Headers link from the Form Question and Headers Assignment screen opens the Select Questions and Headers screen.  This screen displays default headers [designated by (H)] and questions for a new form, headers and questions from the model you selected, or headers and questions for the form you are modifying.  Select the check box beside the headers/questions you want to include in the form.  The Select Questions and Headers screen also allows you to add a question and/or add a header.

  • Order Questions and Headers - The Order Questions and Headers link from the Form Question and Headers Assignment screen opens the Order Questions and Headers screen.  This screen allows you to enter the numeric order in which you want the selected headers and questions to appear on the form.

  Assign database mapping to questions on form

  • This link is currently available for CX, PX, and QX clients only.  The data that is requested on an inquiry or application within JICS is stored in temporary tablestablesdata files before it is inserted into the permanent CXPXQX  tablestablesdata files.  You can use this link to change the tablestablesdata files and columnscolumnsfields in QXPXCX that will accept this information, which then configures the mapping between JICS and QXPXCX.  In addition to making these changes for existing inquiry and application questions, you can also create new questions using the Assign questions and headers to form link and assign the appropriate tabletabledata file and columncolumnfield within QXPXCX that will accept the data elements.

  • When you click on the Assign database mapping to questions on form link, you will see only the questions that have been assigned to the selected form.  When you click on the Assign questions and headers to form link and then choose to add or edit a question or header, you will be able to change the default mapping for each question that will be used from that point forward and then assign those questions to forms.

  Assign form instructions, successful and unsuccessful submission messages

  You can use this link to open the Form Messages screen where you can create, edit, or delete school-specific instructions to appear at the top of the form.  Also, you can create custom messages that will be displayed to indicate whether the form was successfully or unsuccessfully submitted to your school.

  • Instructions Setup - This section allows you to edit, add, or delete the Instructions Template Name.  You can also enter the text you want the candidate to see in the Instructions that will appear on form text box.  When you delete an instructions template name, the instruction text for that template is also deleted.

  • Successful Submission Setup - This section allows you to edit, add, or delete the Message Template Name for a successful form submission. The text you enter in the Message that will appear on the form when a successful submission is made text box is the message the Candidate will see when an online form has been successfully completed and submitted. When you delete a message template name, the message text for that template is also deleted.

  • Unsuccessful Submission Setup - This section allows you to edit, add, or delete the Message Template Name for an unsuccessful form submission. The text you enter in the Message that will appear on the form when the submission of the form fails is the message the Candidate will see when an online form has been unsuccessfully submitted. When you delete an unsuccessful message template name, the message text for that template is also deleted.

  Assign form successful and unsuccessful submission email templates

  This link allows you to set up email addresses and email formatting options so that an email will or will not be sent to the Candidate to indicate whether or not the form was successfully or unsuccessfully submitted to your school.

  • Send Email Response

    You must select one of the four options in this drop-down list:

    Always - If you select this option, a submission email will always be sent to the Candidate.

    Never - If you select this option, a submission email will never be sent to the Candidate.

    Optional default to send - If you select this option, the default is that the Candidate will receive an email; however, the Candidate can choose to not have the email sent.

    Optional default to do not send - If you select this option, the default is that the Candidate will not receive an email; however, the Candidate can choose to have the email sent.

    If you click the Delete button, this email template will be deleted.

  • Successful Submission Email Template Setup

    This section allows you to edit, add, or delete form submission emails for successful submissions.  A variety of tags are provided to insert into these emails.

    The following fields are available on the Edit/Add Template screen when you click the Edit/Add button:

    • Template name - Enter a descriptive name for easy recognition of the contents in this email template.

    • From - Enter the email address of the individual or office who is responsible for the submitted form.

    • CC - Enter an email address of an individual or office who is to receive a copy of this email.

    • BCC - Enter an email address of an individual or office who is to receive a blind copy of this email.

    • Subject - Enter an appropriate subject line for this email template.

    • Message - Enter text and tags appropriate for this email template.  See the Using Tags in Email topic for more information.

    • Email format  - Select the desired format (Text or HTML) for this email template.

    • Send test email to - Enter an email address of a designated individual who will preview this email template prior to sending it to Candidates.

    If you click the Delete button, this email template will be deleted.

  • Unsuccessful Submission Email Template Setup

    This section allows you to edit, add, or delete form submission emails for unsuccessful submissions.  A variety of tags are provided to insert into these emails.

    The following fields are available on the Edit/Add Templates screen when you click the Edit/Add button:

    • Template name - Enter a descriptive name for easy recognition of the contents in this email template.

    • From - Enter the email address of the individual or office who is responsible for the submitted form.  The domain must match the domain of your institution server.  If you do not know the domain of your server, contact your IT Administrator.

    • CC - Enter an email address of an individual or office who is to receive a copy of this email.

    • BCC - Enter an email address of an individual or office who is to receive a blind copy of this email.

    • Subject - Enter an appropriate subject line for this email template.

    • Message - Enter text and tags appropriate for this email template.  See the Using Tags in Email topic for more information.

    • Email format  - Select the desired format (Text or HTML) for this email template.

    • Send test email to - Enter an email address of a designated individual who will preview this email template prior to sending it to Candidates.

    If you click the Delete button, this email template will be deleted.

  Assign form to a group

  You may have multiple inquiry and application forms, one for each division or grouping (for example, Graduate, Undergraduate, Transfer, Non-Traditional, School of Business, School of Education, etc.).  This link opens the Form Grouping screen, which allows you to assign a form to form groups, edit a form group, delete a form group, or add a form group.  Then, when a Candidate selects a group (i.e., Undergraduate), a list of the available forms for that specific group will be displayed.

  • Assign a Form to Form Groups

    • The Form Grouping screen allows you to select the form groups to which you want to assign the particular form.  This allows persons with these roles to see a link for this form in the Make an Inquiry and/or Apply for Admissions portlets.

  • Add a Form Group

    • You can add a form group by clicking the Add a Form Group link from the Form Grouping screen.  Enter the name of the form group, and then select the roles you want to include in the group.

  • Edit a Form Group

    • The Form Grouping screen allows you to edit a form group by clicking the edit icon beside the appropriate form group.  The Edit a Form Group screen allows you to change the name of the form group and/or change the roles you want to include in this group.

  • Delete a Form Group

    • The Form Grouping screen allows you to delete a form group by selecting the form group you want to delete and clicking the delete icon (trash can).

    • You must confirm the delete process by clicking OK or Cancel in response to the prompt.

  Setup form payment information

  This link allows you to indicate if there is a fee required for this form.

  • No Payment Required - If no payment is required, selecting the No radio button for the Charge application fee? field on the Form Payment Information screen completes the setup.

  • Payment Required - If payment is required, select Yes for the Charge application fee? field on the Form Payment Information screen.  Additional options then appear on the screen:

  Charge application fee? - Yes is the default.

  Application fee amount - This is a required field if Charge application fee is Yes.

  Payment transaction configuration - Select the appropriate payment template from the drop-down list.  Once you select a template, the remaining fields are populated accordingly and are read only. If you want to create a new template, click the Add button, which takes you to the Portlet Specific Payment Configuration screen.  For more information about entering values on this screen, please refer to the Getting Started with JICS. If you want to modify the selected template, click the Modify button, which takes you to the Portlet Specific Payment Configuration screen. Any modifications you make are global modifications.  For more information about entering values on this screen, please refer to the Getting Started with JICS.

  Transaction code - This display-only field displays the code for the General Ledger accounts used in the recording of application fees. In PX, this code is defined in the PX Admissions System ADMCODE file in codes beginning with PMT.  For example, the PMTAPFEE code record contains information for the application fee/payment.In QX, this code is a valid FRS account number that allows posting.  This is the account that will be debited when the FRS transaction is created.  Please also check the Standard and Site Preferences in FRS for GLFiscalYear, GLLedger, and APBank as these values will also be used to create the transaction and must be valid. This code can be changed by modifying the selected Payment transaction configuration template.

  Authorize payments - This display-only field indicates if your school authorizes payments online or offline.  This code can be changed by modifying the selected Payment transaction configuration template.

  Allow the following payment options - Select the appropriate payment template from the drop-down list.  Once you select a template, the remaining fields are populated accordingly and are read only. If you want to create a new template, click the Add button, which takes you to the Portlet Specific Payment Configuration screen.  For more information about entering values on this screen, please refer to the Getting Started with JICS. If you want to modify the selected template, click the Modify button, which takes you to the Portlet Specific Payment Configuration screen. Any modifications you make are global modifications.  For more information about entering values on this screen, please refer to the Getting Started with JICS.

  Payment not authorized email address (online only) - This display-only field displays the email address of the person at your school who is notified of unauthorized online payments.  This code can be changed by modifying the selected Payment transaction configuration template.

  Message that will appear on the form when the Payments Selection screen appears - This display-only field displays the message to appear on the Payment Selection screen.  This code can be changed by modifying the selected Payment transaction configuration template.

  Message that will appear on the form when the Make a Payment screen appears - This display-only field displays the message to appear on the Make a Payment screen.  This code can be changed by modifying the selected Payment transaction configuration template.

  Add form required submission data

  When a form is submitted by a candidate, the values that have been entered in the online inquiry or application will be interpreted into the database according to the configurations that have been set.  For example, the form may ask for Street Address, but your database may store that information as Address Line 1.

  The Form Submission Data screen allows you to set default data codes to be used when the form is submitted.

  There are three submission codes that are required for forms to be successfully saved:  Default Permanent Address Code, Default Current Address Code, and Batch Process Type.  If the address codes are not present, JICS logs a message in the server's application log with the message, "Invalid use of null", but the application should still save the adm_batchload table.  The Batch Process Type is critical:  it must be a valid batch_process_type from the adm_batchProcessType table.  If this item is missing or invalid, the form is not saved.

  If you are unfamiliar with your system's codes, see your JICS Administrator.

• Add form questions

  • Click the Setup menu option on the Make an Inquiry or Apply for Admission portlet.

  • On the Work with Forms screen, locate the form to which you want to add questions and click the edit icon ().

  • On the Form Setup Checklist screen, click the Assign questions and headers to form link.

  • On the Form Question and Header Assignment screen, click the Select Questions and Headers link.

  • On the Select Questions and Headers screen, click the Add Question link.

  • On the Select Question Type to Add screen, select the appropriate type from the Select Question Control Type drop-down list.

  • Click OK.  The Add/Edit . . . Question screen appears.

  • Enter the question in the Question Text field.

  • Indicate whether this question is Required Data Entry by selecting the Yes or No radio button.

  • Enter the XML Tag Name with no spaces, (used to carry the response to the question when the XML is generated).

  • Enter the XML Tag Description (information necessary for identification, for example, the type of data the XML tag will carry).

  • If this is a Radio Button type of question . . .

    • Enter the database value (Value) and descriptive text (Description) for each radio button that should appear for the person submitting the question.

    • In the Mapping for data collection of response section, select the appropriate Mapping Template Name.  The Target Database, Mapping Target 1, and Mapping Target 2 will be populated accordingly and is read only.

  • If this is a Drop Down List Box type of question . . .

    • Enter the Display Column, Key Column, Table, Filter Column, Filter Operator, and Filter Criteria for the Simple SQL.
      
      OR
      
      Enter the Complete SQL Statement for the Advanced SQL.

    • Click the appropriate radio button for the SQL Type you want to use.

    • Click the Test SQL button to run the validation process and view the results of your query.  If errors are returned, rework the SQL statement and test again until the query returns no errors.

  • Click Add or Save.

  • The question is then available for selection on the Select Questions and Headers screen.

• Edit form questions

  • Click the Setup menu option on the Make an Inquiry or Apply for Admission portlet.

  • On the Work with Forms screen, locate the form on which you want to edit questions

  • On the Form Setup Checklist screen, click the Assign Questions and Headers to Form link.

  • On the Form Question and Header Assignment screen, click the Select Questions and Headers link.

  • On the Select Questions and Headers screen, locate the question you want to edit and click its corresponding edit icon ().

  • The Add/Edit . . . Question screen appears.

  • Edit the appropriate fields.

  • Test until no errors are returned.

  • Save.

• Remove form questions

  • Click the Setup menu option on the Make an Inquiry or Apply for Admission portlet.

  • On the Work with Forms screen, locate the form from which you want to remove questions.

  • On the Form Setup Checklist screen, click the Assign Questions and Headers to Form link.

  • On the Form Question and Header Assignment screen, click the Select Questions and Headers link.

  • On the Select Questions and Headers screen, locate the question you want to remove and clear its corresponding check box.  You are only removing the question from the form; you are not deleting the question.

  • Save.

• Select form headers

  • Click the Setup menu option on the Make an Inquiry or Apply for Admission portlet.

  • On the Work with Forms screen, locate the form with which you want to work and click the edit icon ().

  • On the Form Setup Checklist screen, click the Assign questions and headers to form link.

  • On the Form Question and Header Assignment screen, click the Select Questions and Headers link.

  • On the Select Questions and Headers screen, locate and select the check box beside the headers [indicated by (H)] you want to include on the form.

  • Save.

• Add form headers

  • Click the Setup menu option on the Make an Inquiry or Apply for Admission portlet.

  • On the Work with Forms screen, locate the form to which you want to add headers and click the edit icon ().

  • On the Form Setup Checklist screen, click the Assign questions and headers to form link.

  • On the Form Question and Header Assignment screen, click the Select Questions and Headers link.

  • On the Select Questions and Headers screen, click the Add Header link.

  • On the Add a Header screen, enter the Header text.

  • Save.

  • The header is then available for selection on the Select Questions and Headers screen.

• Edit form headers

  • Click the Setup menu option on the Make an Inquiry or Apply for Admission portlet.

  • On the Work with Forms screen, locate the form on which you want to edit headers.

  • On the Form Setup Checklist screen, click the Assign Questions and Headers to Form link.

  • On the Form Question and Header Assignment screen, click the Select Questions and Headers link.

  • On the Select Questions and Headers screen, locate the header you want to edit and click its corresponding edit icon ().

  • The Edit a Header screen appears.

  • Edit the Header Text.

  • Save.

  • The edited header is then available for selection on the Select Questions and Headers screen.

• Remove form headers

  • Click the Setup menu option on the Make an Inquiry or Apply for Admission portlet.

  • On the Work with Forms screen, locate the form from which you want to remove headers.

  • On the Form Setup Checklist screen, click the Assign Questions and Headers to Form link.

  • On the Form Question and Header Assignment screen, click the Select Questions and Headers link.

  • On the Select Questions and Headers screen, locate the header you want to remove and clear its corresponding check box.  You are only removing the header from the form; you are not deleting the header.

  • Save.

• Add a form group

  • Click the Setup menu option on the Make an Inquiry or Apply for Admission portlet.

  • On the Work with Forms screen, locate the form with which you want to work and click the edit icon ().

  • On the Form Setup Checklist screen, click the Assign form to a group link.

  • On the Form Grouping screen, click the Add a Form Group link.

  • On the Add a Form Group screen, enter the name of the form group and then select the roles you want to include in the group.

  • The new form group will then be available for selection on the Form Grouping screen.

• Order headers and questions

  • Click the Setup menu option on the Make an Inquiry or Apply for Admission portlet.

  • On the Work with Forms screen, locate the form on which you want to order questions and headers and click the edit icon ().

  • On the Form Setup Checklist screen, click the Assign questions and headers to form link.

  • On the Form Question and Header Assignment screen, click the Order Questions and Headers link.

  • On the Order Questions and Headers screen, enter the numeric order in which you want the headers and questions to appear on the form.

  • Save.

• Indicate that setup is complete/incomplete for this option

  • Click the appropriate radio button for Setup Complete.

  • If you select Yes, the check box beside that option on the Form Setup Checklist will be populated with a green check mark ().

  • If you select No, the check box beside that option on the Form Setup Checklist screen will be populated with a red X (x).