Only one person from each Program will have access to make changes in the application configurator.
Changes may only be made during the annual update project which takes place between June and August each year. In addition, access to the Admissions Application Configurator is only available in the FullSB environment, and never in Production. The IT team will move the configurator data to Production as part of the go-live for annual update.
Below are steps for updating, adding, or removing new fields using the configurator. The admissions team member will only have the ability to edit, create, or delete Fields, and also edit Steps and Step-Fields. If a new field is created in the Application Configurator, a new field will be needed on the Salesforce backend to store the value from the new field on the application. If a new Step or Step-Field is needed please reach out to the Salesforce team for assistance.
This video is also available to help explain how to find and navigate the admissions application configurator. Please reach out to a Salesforce Administrator if you have any questions.
To begin, search for and launch the Admissions Application Configurator app:
Below is an explanation of the available tabs:
- Forms
- There are rive different form types:
- Application
- Recommender
- Decision
- Post-Decision
- Event
- Each program uses the first four of the form types above
- Destination Johnson Registration uses Event type
- Some programs share a form
- A form is related to specific steps and fields
- Form Steps
- Form steps relate a single form to its many steps
- Steps
- An example of steps are the checklist items down the left side of the application
- A single step is related to many fields
- Step Fields
- Step fields relate a single step to its many fields
- Fields
- Examples of fields would be the actual questions on the application
- There are many types of fields available, including:
- Picklist
- Text Area
- Rich Text
- File Upload
- No Input
- Radio Button
- Picklist with Flag
- Phone Number
- Number
- Multi-Select Picklist
- Fill in the blank
- Email send button
- Checkbox
- Calendar
- Programs
- This tab has been added for reference, i.e. program group
- Application Rounds
- This tab has been added for reference, i.e. round dates
The following are important rules that govern all Configurator updates, please proceed with caution:
When making field changes for the annual update always start in the Steps tab and with the list view for your specific program and drill through to the Fields, below is an explanation why this is so important!
- Starting in Steps is necessary because many steps, step-fields and fields are named the same but relate to different programs, this makes it very important to navigate from the correct program step down into the field you wish to change or clone
- As an example:
- Below are a list of all of the Academic Discipline fields available - given the information displayed, it is hard to tell which program each field is for!
- Here are the steps to find the Academic Discipline field for Residential MBA specifically using drill through:
- Find the Steps list view specific to your program:
- Select the Step the field is located on in the application (in this example we are using the Academic Discipline field which is on the Background step)
- Navigate to the Related tab and click on the View All link under the Step Fields
- Click the Academic Discipline field link to open the field record
- IMPORTANT: Make sure to select the link under the Field column or you'll end up on the Step-Field instead
- Never mix and match field types in the Configurator with different field types on the Salesforce backend
- Each field has a specific field type on the backend of Salesforce, and the Configurator must pass it a like value
- Ex. a date in a calendar selector must pass a date to the Salesforce field on the backend, a date value should never be saved to text field in Salesforce, etc.
Configurator Field:
SF Field:
- Picklist field types must have field labels and values listed and they must be formatted correctly (ex. label_name:value)
- This applies to Multi-Select Picklist, Picklist, and Picklist with Flag
- All fields require an Object, and most require a Field selection
- Field types Input Only, Fill in the Blank and Upload File do not get a Field association, but they do require an Object
- To find the Object, look at the related form and note the API name associated
- The Save function for Object and Field is separate from other fields on the records
- SAVE these changes immediately as they can be forgotten which causes issues
- The Total Object Field displays '1' if the code check sees both the Object and Field populated, but displays a '0' if one of the values is missing
- If the code populates this field with a 0, this prompts a warning message to display above the Details, this warning ensures the field was left blank intentionally as this value not being populated when it's necessary will result in problems.
- It is possible to add Conditional Logic on fields
- If the conditional logic renders True, then the field displays, else not
- NOTE: have many layers of conditional logic and required fields on a single step may result in issues during testing!
- NOTE: When selecting the "Conditional Record", only use the options for "The form's main record..." when setting up a question on a related step that is controlled by a question on the main record.
- Questions on related steps that are controlled by other questions on that related step should use the option "the same record that this question uses"
- In most cases, the option "The same record that this question uses" should be used
- The option for "The form's Critical Fields" is for special cases where questions need to be controlled by a value that does not appear as a question on the form (i.e. the DJ form). Critical fields are defined in apex code, by the classes specified by the "Editable State ClassName" and "Submit Redirection" fields on the Form object in the configurator. If you think we need a critical field, consult the developers.
- Much like the Object and Field selection, the Save function is separate from other fields on the records
- SAVE these changes immediately as they can be forgotten which causes issue
- Field type Upload File must have include Prefix
- Prefix is a word added to an uploaded file to help differentiate which type of file it is, for example 'Transcript' is the Prefix for all transcript uploads
- Reminder that Upload File records do not get a Field association, but they do require an Object
- Rich Text entry becomes available for Input Only
- Input only is used to provide instruction, guidance or further information about a question or step on the application
- Reminder that Rich Text records do not get a Field association, but they do require an Object
- If a field in Cloned, always update just a few characters of the External ID to make it unique
- The cloning process includes the External ID from the original field. This means it will no longer be unique and duplicate ID's will cause issues.
- Sentence Format is a field created specifically to allow the 'merge field' goals sentence the Residential program employs on their application
- Reminder that Sentence Format records do not get a Field association, but they do require an Object
DON'T FORGET TO TEST YOUR CHANGES in FullSB