03. Application Setup

There are two functions available to create a new application:

Create New Application - Create New application button creates a new application

Clone Existing Application - If you do not want to create a completely new application, you can clone an existing application that you have previously made. Cloning the application will clone the application setup settings, sections and questions, pre-qualification questions, request instructions, and the submit message. Both options above will open the same set up screen to begin setup of your application (the header bar will be different according to the selection you choose).

2.2 General Information

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Once you create the initial application, you can access the General Information for the Application or Form by clicking on the General Information Icon and make any changes to your set up features from this screen.

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Application Name: Enter the name of the application. This name will display to the Applicants exactly the same way it is entered here.

Description: Enter a brief description to describe the use of this application, or you can re-enter the application name.

Sponsoring Organization: Select the organization(s) that is responsible for maintaining the grant. If you only have one organization/department, then select that organization and click Ok to save the selection. This is used to connect applications to specific organization / departments. If you have more than one organization that you are setting up applications for then you can select the organization that owns this application process. Then you can filter applications by sponsoring organization so that only those administrators/users that are assigned to that sponsoring organization can access the specific application. Multiple sponsoring organizations may be selected.

Begin Accepting Applications Date: The first date an application will be accepted.

Deadline Date: The last date an application will be accepted is due by. The application will lock out on this date at the time specified in the Deadline Time.

Academic Year: (This will be updated when the application is saved.) The academic year calculated from the application deadline date and per settings in the Administration Site Settings – Enable Academic Year setting.

Deadline Time: The last time of day on the Deadline Date an application will be accepted. (Note this is set per Eastern Standard/Daylight Time)

Logout URL: Redirects the user to this URL when they log out. Enter the URL for the landing page you want the applicant to go to when they log out of their application.

Reply Sent from: This would be the email address of the key contact person responsible for communicating to/from the applicants and reviewers during the application process. When setting up emails in the Notification Center, if the merge field Reply-To-Email is available for use in a template, this is the item that the merge field would be linking to.

Applicant Minimum Age: The minimum age to apply for this application, if applicable. Enter 0 (zero) if no minimum age is required. If the student’s age is below the specified age, he/she is directed to a screen which gives them an explanation as to why they cannot apply. This message is entered in the Acknowledgement section of this setup screen.

Enable Prequalification during applicant Sign-up: Enables the feature to allow you to create Pre-Qualification yes/no questions for an applicant to answer prior to having access to the application. These questions must be arranged in a combination format, meaning if the applicant answers the specific combination of yes/no questions they have access or are denied access. (For more details please see Pre-Qualification Question Setup).

Yes - Activates the Pre-Qualification questions to appear and applicant will not be allowed access until they answer the correct combination.

No - The Pre-Qualification questions will not appear to the applicant and they will have immediate access to apply.

Disable Editing after Submitting Application: Determines if an applicant can re-enter/change data on their application after they have clicked the Submit button and submitted their application.

Yes - the applicant is unable to change any information once their application is submitted and the section must be released back to the applicant by the Administrator if a correction/addition is to be made. (See Release a Section to Applicant)

No- The applicant can go back in to their application after it has been submitted and make changes to the application.

Enable View Matching Grants: if you have multiple funding sources tied to a single form and want the applicant to see a list of funds they matched too based on Criteria Ad Hoc Reports you would enable this feature by selecting Yes. Or if you have multiple applications they can click on this button and see the other funding opportunities available.

Enable Opt In/Apply Options: if using the Enable View Matching Grants feature an applicant can opt in/ apply to other applications or if it is disabled and is being used with the View Matching Grants the applicant can view fund details.

Feedback from Recommenders is Mandatory: When creating request section within the application process, if those request sections are mandatory and must be completed, this option will not allow the applicant to be placed in a submitted status until they have recommended an individual to complete the section on their behalf. Before submitting the Request Section-Requested must say 100%. Note, this does not require the recommender to complete the section prior to the applicant submitting their application. (i.e. a requested letter of reference must be requested prior to submission). (See Request Section set up for more details regarding this functionality).

Yes – the applicant must recommend a request to fill out this section.

No – This section is not mandatory and the applicant can submit regardless of recommendation occurring.

Show Applicant to Committee: Allows you to perform a blind process review of the applicants determining if the Applicants identifying information will be shown on the evaluation committee reviewer’s dashboards when reviewing their applications.

Yes – Allows the committee reviewers to see the identifying information of an applicant.

No – Allows for a blind process review in which the committee reviewers are not able to see the names of the applicants they are reviewing in their review dashboard or any application pdf’s created specifically for Reviewers.

Show Application to Committee: Allows the committee reviewers to see the applicants application. However, sections/questions can be hidden from their view when setting up those sections/question in the application. (See Section Setup and Question Setup)

Yes – the committee reviewers can view all allowable fields of the application.

No – the committee reviewers cannot view any part of the application.

Display Committee scores: When viewing an applicant’s score card, this determines how the final score is compiled.

None – no score is shown – used if not performing a scoring system

Aggregate – takes the sum of each task and then adds them all together to compile the final score

Average – takes the sum of each task’s scores, adds those sums together and then divides by the total number of reviewers that have scored that individual applicant across all the tasks.

Acknowledgement: The message displayed to a student if they do not meet the Applicant Minimum Age as set above.

Instructions: These instructions are displayed on the Applicant’s application dashboard once he/she enters the application to begin completing the various sections.

Example of an Instruction message for applicant dashboard:

Once the application has been submitted, no additions or corrections to the application will be allowed. Each section below must read 100% in order to submit your application. If a section does not read 100%, you have missed a required question(s) in that section.
IMPORTANT: Click on the Request Section Icon to send an email to your Guidance Counselor to provide your transcript. This should be done immediately so that your Guidance Counselor can complete this section by the January 17th deadline. You will not be able to submit your application if this information is not attached.

Save – Save changes and remain on this page
Save and Exit – Save changes and return to the previous page
Exit – Undo changes and return to the previous page

Clone an Existing Application: If you selected the option to clone an existing application then you will be asked to select the application that you want to use in creating your new application. Note that only active applications can be cloned, archived applications will not appear. Once you select the application the data from that application will be populated to the items of your new application. The remaining items will appear for creating a new application. If cloning, you will need to make the appropriate changes to these items that are applicable for your new cloned application.

3.1 Setting up Pre-Qualification or Prescreening Questions

This section will pre-qualify the applicants before they can register and apply for a Grant. This is an optional feature that the administrator can choose to add if pre-qualification is required. When using Pre-qualifying questions in a Grant Application, the administrator can create pre-qualification questions along with different answer combinations for those questions that allow the applicant to login to the Grant application. Depending on how the applicants answer the combination of those questions will determine if they qualify to proceed with filling out the application or if they are redirected to a denial message.

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To assign pre-qualification questions to an application the administrator must first go into the Application Form in the General Information and select the checkbox field for Enable Prequalification during applicant Sign-up if this was not done when they creating the application or form.

If the checkbox Enable Prequalification during applicant Sign-up is selected the pre-qualifications section will be assigned to an application and if the checkbox is not selected then the pre-qualification questions will not be assigned to the Grant Application.

Once the Enable Prequalification during applicant Sign-up has been checked you can open this section in the Application Dashboard and set your pre-qualification questions. The following is the screen already set with a question:

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To Add a Question – To add a new question the administrator clicks on the Add Question button and the following screen will open.

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Enter the question in the Question field and click on the Save button to save the question entered. There are no limitations on how many questions you may add. Once you have entered the first question, the following screen appears and you can continue entering more questions.

Tip Best Practice: Keep it simple. Reports or any tracking is not done on these questions. If you set this, go back in and edit and add or delete a question. Remove the combination and reset it.

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To Add the Combination – click on the Yes or No to create the yes/no reply combinations for each individual questions entered above. The combinations will allow the applicants to Login or will take them to a Denial Message Page depending on how the combination is setup for them to proceed into the application.

This will allow the administrator to create a Pre-Qualification Denial Message page for the applicants who don’t meet the required qualifications set in the Pre-Qualification Questions.

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The administrator enters the Denial message and clicks on the Save button.

Design Mode: The html editor works exactly the same way as Microsoft Word works. Type the information into the body of the editor as you would be typing and formatting it in a Microsoft Word document. You can also copy and paste the formatted text from other documents.

HTML Text: You can create the Message page using html tags by clicking on the HTML Text tab present beside the Design Mode tab. Enter the html tags with the content and it will display all the content as formatted.

Save: Click on the Save button after adding all the content to save the changes.

Cancel: Click on the Cancel button to go back to the Application dashboard.

3.2 Adding Sections

Once you have created your application the administrator will need to create the individual sections and questions within the application. The questions are categorized into various sections for the applicant to navigate easily through the process. Each section will be identified with a separate icon on the applicant’s dashboard that they see when they login to the application. Sections and Questions is where you will create these sections and their individual questions for your application. Below is an example of the applicant’s dashboard and how these sections are viewed by him/her:

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Note if you clone an application from a previously existing application these questions and sections will be cloned as well and will show those cloned sections when you come to this section.

3.2.1 Navigating to Sections and Questions Setup

Select from the Administrators Home Page – Applications

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Select from the listing of applications the application you want to setup the sections and questions for.

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This will bring you to the Application setup page. Select the Sections and Questions Icon.

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3.2.2 Creating a New Section for Your Application Form

There is no limit to the number of sections you can create. Clicking on the Sections and Questions icon opens the table view of the application Sections. A section must be marked as Activate Section in order for it to be visible on specific application.

To create a new section Select the Create Section button.

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A new screen will open up:

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Fill in the information regarding the section as described below.

Once you have completed filling in the appropriate information be sure to click “Save” to save any data you have entered. Items marked with an * are required and must be filled in.

  • Section Name: This is used for reporting purposes and won’t be visible to the applicant. The user should refrain from using any spaces or other special characters other than alphanumeric.
  • Section Display Name: This is the title name that is displayed to the applicant on the applicant dashboard.

If you enter a Section Name with spaces or numeric it will remove them when you tab to the next field.

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3.2.3 Importance of Section XML Name

When importing/exporting data from the CommunityForce system and integrating this same data with another database system, the Section XML name is the most important factor in accomplishing this task successfully. XML names must be created as the same XML name of your integrated database item in order to be able to map the data effectively. Once an XML name is created and mapped to your database, it is important to never change this name. Doing so will break the mapping of data between the two systems.

3.2.4 Section Type

Sections are organized into Section Types. Section Types determine how a section deadline is treated. Section can be created to only be visible to an applicant during different statuses of the application process.

  • Admin – Sections that are view-able only by the administrator as staff sections to be completed only by them.
  • Application – These are the main sections of the application and are what the applicants see when they first begin to apply for an application. An applicant must complete all of the Application sections prior to submitting their initial application.
  • Acceptance – Sections that an Applicant can see and complete if offered an award to acknowledge their acceptance or denial of an award.
  • Post Acceptance – Sections that an Applicant can see and complete regarding how they are to receive the award, i.e. payment information, travel arrangements for a formal awarding event, etc.
  • Requests – Sections created that must be filled out by and outside source, not the applicant, via an on-line form. Only the person who receives the request via email (and the Grant Admin) sees the questions in these sections, i.e. letters of recommendations, sections to be filled out by school counselors, etc.
  • Post Award – Sections created that and applicant can fill out after an award has been received, i.e. final reports, applicant progress reports, etc.
3.2.5 What a Staff Section Is and How You Could Use It

Sections marked as Staff Sections are only view-able by the administrator and not the applicant and can be used to create questions to be filled out for internal purposes. The administrator can mark a section as a staff section by checking the Staff Section check box. These sections can be used for internal purposes, i.e. uploading additional information to the applicant’s application used for internal review, tracking colleges that students chose, staff interview notes, site visit notes, etc.

3.2.6 What a Request Section Is and How You Could Use It

Request Sections require the applicant to assign a designated person to fill out a specific section on their behalf. If the administrator, when initially setting up the application in Create New Application or Clone Existing Application screen, marked the Feedback from Recommenders is Mandatory as YES, it becomes mandatory for the applicant to assign this section to the another person. When using this section an email is sent to the person the applicant has designated and gives them a link they can click on to access this specific section within the application. This section is private and not view able by the applicants, but the applicant can see when the designee has completed this section or if the designee has rejected their request. Questions can be created, by the administrator, that the designee can answer regarding the applicant as well as upload any documents that may be requested of them. This is useful when requesting student transcripts, entrance exam scores, letters of recommendations, etc.

3.2.7 What the Function of ‘Hide from Reviewer’ Button Is and How You Could Use It

Hide from Reviewer allows an entire section to be hidden from the Reviewer so that they cannot see the section in their review process. This is helpful for staff sections, or section that contain personal information that you do not want the reviewers to have access to or may contain data that is not pertinent to the reviewer making their decisions and may cause the reviewers to be biased when scoring. i.e. Address Section, Personal Information Section, Demographic statistical sections, etc.

3.2.8 Display Order

Define the read order in which the applicant views the specific sections on their dashboard, the sections are viewed left to right and you can adjust the order of where the sections fall within the applicants dashboard.

3.2.9 Choose a Section Display Image

Every section on the applicant dashboard has an image assigned to it. In the Section Display Image, the administrator can select an image icon from a variety of images. Choose an image that is descriptive of the section the applicant is filling out.

3.2.10 Statuses and How You Could Use Them

Status(es) are automatic triggers that move an applicant through the application process depending on where the applicant is in the process, and are mainly driven by the by the administrator. Each status is described below along with the trigger that moves the applicant to that status: When creating sections by a Section type you can select only applicants with a specific status to see the specific Section type sections as described above.

Example: You create a section with a section type of Post Award so that the applicant can fill out information pertaining to the award they received and how they have used it, like a final reporting. You would only want applicants that have a status of Award Accepted to fill out this section. Only those that had the status of Award Accepted would then be able to go in and complete the additional sections.

Status Types:

  • All – No specific Section type or Status Detail needed to be accessible.
  • Pending Submission – The applicant has started their application but has not yet submitted.
  • Submitted – The applicant has click the submit button on their application and submitted their application.
  • Withdrawn – The applicant has chosen to withdraw their application for this application process by using the withdraw feature of the program.
  • Under Committee Review – The applicant has been assigned by the administrator to a committee anywhere within the application process
  • Not Selected For Award – The applicant has been marked as denied an award in the batch awards section
  • Selected For Award – The applicant has been selected for an award in the batch awards section.
  • Award Accepted – The applicant has accepted an award.
  • Award Declined – The applicant has declined an award
3.2.11 Setting a Section Deadline Options

Sections deadlines determine when the section will no longer be available for the applicants to fill out and will be turned off according to the Deadline Date and Deadline Time selected. Deadlines can be set according to the following options:

  • Inherit from Application – Uses the same deadline date and time as the application deadline.
  • Section Deadline – Has a separate deadline than the application and section specific
  • No Deadline – There is not a deadline for this section.

Examples:
Application section types should inherit the deadline from the application. Request section types may have a different deadline then the application so as to allot enough time for the requester to fill out their information. Post Acceptance section types may not need a deadline because the administrator may just monitor that they have been completed and withhold payments if they have not. Award Acceptance may have a deadline to accept or forfeit the award.

3.2.12 Adding a Section Submit Button

If you are creating only one section for an applicant to go in and fill out, you can have the Submit button appear within that section instead of having the applicant return to their dashboard. Yes – allows the submit button to be present within the section. No – will only have submit on the applicant dashboard and the applicant will need to click out of the section to submit.

3.2.13 Lock an Individual Section after Submit

After the applicant has filled out their application or a separate additional section within the application they must submit their application/section information. Once they have submitted, you can determine if a section can be modified after it has been submitted or locked so that no modifications can be made to that section.

Best Practice: Only use the submit button on sections you are opening up to different status and deadlines.

Inherit from Application – when creating a new application the administrator has the option to.

Disable Editing after Submitting Application. Depending on the selection on the application level the section would inherit the same option.

Yes – overrides whatever the application selection was and will not allow the applicant to make edits after submittal on this section only.

No – overrides the application selection and will allow the applicant to make edits after submittal to this section only.

3.2.14 Importance of Section Instructions and How to Create Them

Section Specific Instructions are the instructions that will appear below the Section heading in the applicant dashboard when the Applicant clicks on that section. These will be instructions on how to appropriately fill out this section. Type your instructions in the instructions box, which is an html editor that has many of the same editing/formatting features similar to Microsoft Word.
Once you have created your sections and click the “Save and Exit” button you will be returned to the Sections listing for the specific application.

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Save – to Save your changes and remain on this page
Save and Exit – to Save your changes and return back to the Section Display Grid
Exit without Save – to not Save any changes and return to the Section Display Grid
Reset Form – to Cancel and Reset the Form to start over.

3.2.15 How to Change the Sections Display Order to Applicant

Clicking the up and down arrows on a specific section moves that sections display order to the next order level or to the prior order level depending on which direction you want to move the sections order. The display order is the read order in which the applicant views the sections on their dashboard. Sections display left to right.76

3.2.16 How to Activate a Section

After a section is created you will need to activate that section for the application. Click on the Activate Section check box next to the section you want to include in the application and click “Save”. If there is not a check mark in the box the section will not appear on the applicant’s dashboard.

When cloning applications and there are sections from the cloned application appearing that you do not want to include in the new application, to de-activate unclick the Activate Section check box and click “Save”.

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3.2.17 Hiding a Section from Student and How to Use It

If you have a section that you need to be active on the application, but you do not want the applicant to have access to this section, you can hide that section from the applicant. This is used on Request Sections and Staff Sections that need to be completed by someone other than the applicant and the information is to be confidential. On this section you will need to have check marks in both the Staff Section/Hidden From Student, or Request Section/Hidden From Student.

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3.2.18 How to Edit an Existing Section

To edit an existing section within an application, while in the Sections listing select the Edit icon next to the section to be edited. This will open the Add/Edit Section setup; edit the appropriate information and click “Save” to save any information you have updated.

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3.2.19 How to Delete an Existing Section

To delete an existing section click on the red X next to the section to be deleted. You will receive a confirmation stating that all the fields/questions associated with this section will also be deleted, if you are sure you want to delete, click yes to continue.

Note: If data has been entered by an applicant you will not be able to delete that section.

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3.2.20 How to Set Conditional Logic on a Section

There may be instances in which you need an applicant to fill out different sections of an application that may not be necessary for all applicants to fill out that same section. Conditional Logic can be set on a section that will trigger it to appear depending on how the applicant answers questions within other sections of the application.

Conditions are set on the section that is going to be affected by the conditional logic and appear when the condition is met. To set conditional logic on a specific section, click on the Add/Edit in the Conditions column next to that section. The first section will not have conditions as this is the first screen that the applicants will see and cannot be blocked with conditions.

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The Conditional pop-up is used to define when a section is shown to the applicant based on how the applicant answers specific questions within your application. These can be set on a single data value or a combination of data values. When creating conditions you are selecting the values that will allow the selected section to appear in the applicant’s dashboard, if the condition is met. Sections that do not have conditions set on them will automatically appear and do not need conditions to be visible.

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To add a condition to show a section:
  • Section Name: What section has the question that will trigger this section to appear? Select that section.
  • Question Name: What question is the trigger for this section to appear? Select that question.
  • Condition Type: What is the condition of the answer/value that has to be met in order for the section to appear? Select that condition. Possible conditions are:
    • Contains – the answer/value contains this value
    • Starts With – the answer/value starts with this value
    • Does Not Contain – the answer/value does not contains this value
    • Is Not Empty – the answer/value is not empty (applicant has answered this question)
    • Is Empty – the answer/value field is empty (applicant has not answered this question)
    • Is Exactly – the answer/value must exactly match the value.
    • Is Less Than – the answer/value is numeric and is less than the value amount
    • Is Equal To – the answer/value is numeric and is equal to the value amount
    • Is Greater Than – the answer/value is greater than the value amount
    • Is Not Equal To – the answer/value is numeric and is not equal to the amount.
  • Data answer/value: What is the answer/value the applicant must answer in order for the section to appear? Enter the value.
  • And/Or: Used when entering multiple lines of condition values. And means all of the conditions in the listing need to be met in order to cause a section to appear. Or means either of the conditions needs to be met. This applies to the row that and/or is on, and the next condition row following. If you have groups of conditions, it applies to the last line of the group and how it relates to the next group of condition values.
  • Condition Grouping: This column groups your conditions into sets of conditions. You may have several groups of condition where the first group is executed and then the second group is executed etc. Assign each of the conditions in a group the same number. The first group is 1, the second group is 2, etc.

Example 1: You want the Employment Information Section to only appear for applicants that have completed the Personal Information Section and selected “Yes” to the question: “Are you currently employed?” And they selected “yes” to the question: “Do you have employment information to include?” You would enter the condition as follows on the Work Information Section as follows:

Personal Information: ‘Are you currently employed?’ is Exactly ‘Yes’ And 1
Personal Information: ‘Do you have employment information to include’ is Exactly ‘Yes’ And 1

The section would not appear unless the applicant answered exactly this way on both of the questions. If they answered “yes” on one and “no” on the other it would not appear. If you used “or” then it would have appeared on just one of the questions answered as “yes”.

Example 2: You want the Essay Section to only appear for applicants that have completed the Personal Information section and selected Gender: “Male” and answered Age: as any age greater than 25. Or Gender: “Female” and answered and answered Age: as any age greater than 20.

Personal Information:      Gender?       Is Exactly                   Male            And       1
Personal Information:      Age?              Is Greater Than        25                Or         1
Personal Information:     Gender?        Is Exactly                   Female        And      2
Personal Information:     Age?               Is Greater Than        20                And      2

 

The section would appear if the applicant answered he was a male and his age was above 25, both conditions would have to be met for group 1. Or the other reason the section would appear would be if:
The applicant answered she was a female and her age was above 20, both of her conditions would have to be met for group 2. Be sure to select Save to save any conditions you have added. Once you return to the Section listing screen you will need to click Save and Exit. When your return it will show that conditions have been entered on a section by changing the Add/Edit in the Conditions column to green Add/Edit.

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Other examples of Section Logic:

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3.2.21 What is the Preview Section

The Preview Section is extremely helpful when setting up your application. You can click on the Preview Section as you create questions within the section to view how they will be visible to the applicant on their dashboard as well as enter data as if you were an applicant to test how the application flows. You can also use the Preview Section to test conditional logic that has been set on a specific question to confirm that the question is hiding or appearing as desired.

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Note: The Preview Section does not preview your Section Instructions that you created at the time of section setup.

3.2.22 Cloning an Existing Section

Cloning an existing section allows you to create a new section within you application that is an exact clone of a section that has already been created within another application you have previously set up, or can be used to copy a section that is currently within the application you are working on. When you clone a section all the data from that section will be copied along with the questions that were included as part of that section.

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  • Clone Existing Section – While in the Sections Listing click on the Clone Existing Section Button.

Cloning an Existing section screen is the same screen as Creating a New section with the exception of the following:

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  • Select Application – Select the Application that you are wanting to clone the section from. Only published Applications will appear in this listing.
  • Select Section - Select the Section from the application that you want to clone.

Important: The remaining information will be populated according to the cloned section. Please be sure to update the data accordingly, to fit the new section you are creating. Be sure to click “Save” to save any changes you may have made to the section.

3.3 Adding Questions

Once you have created the sections of your application you can create questions under each section of your application for the applicant to answer. If you are not already in the Section and Questions set up you will need to navigate to that section as follows:

Select from the Administrators Home Page – Applications

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Select from the listing of applications the application you want to setup the section’s questions for.

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This will bring you to the Application setup page. Select the Sections and Questions Icon.

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This will bring you to the Sections listing section of your application. To create questions for a specific question, you will need to click on that section under the column “Section Name”.

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3.3.1 Managing Questions in Section

Menu Buttons:

  • Preview Section: Previews the section layout
  • Hide/Unhide Custom Question(s) from Reviewer: Allows you to hide questions so that it does not display the selected question when the reviewer views the application.
  • Delete Custom Question(s): Deletes a selected question. A question that an applicant has responded to on any application cannot be deleted, but can be marked as Excluded so that it does not appear on the application.
  • Custom Question adds a new question

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Linked – Shows if this question is linked to another question within the application

Display Order – The order in which the question is displayed on the application

Question – The Question Name

XML Name – The XML name given to the question for linking data to external databases or other applications for report pulling and data export/import.

Type – The question type

Required – Is it required that the applicant responded to this question

Excluded – This question has been excluded from the application, but cannot be deleted

Hidden from Applicant – This question is not viewable to the applicant.

Hidden from Reviewer – This question is not viewable by the reviewer.

Default Value – The response that the question automatically defaults to if not answered Conditions – Used to Add/Edit conditional logic for the specific question. If green than there are conditions set on this question.

3.3.2 How to Create a New Question

To create a new question click on the Custom Question button in the Question Data Grid.

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This will open the Add Question information screen. Fill in the data as detailed in the following sections.

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Be sure to save your work when you are finished editing.

  • Save – allows you to save your work without exiting the page.
  • Save and Exit – saves you work and exits you back to the Questions data grid.
  • Exit without Save – exits to the Questions data grid and cancels any updates you may have made.
  • Reset Form – allows you to reset the form back to the default parameters
3.3.3 Creating a question Caption using question editor box

The Question: editor box is where you enter the question that will be viewable by the applicant. If you desire to enter this text using, you can do so by clicking on the HTML text tab at the bottom of the editor box.

Question: the question as it will appear in the applicant’s application.

Note: This formatting is how the question will appear in the applicant’s application.

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Design Mode – This editor will allow you to format text similar to how you would do so in Microsoft Word. Using this feature you can change the font-size, color, style, etc., as well as add additional formatting features to your question as needed.

HTML text – If you desire to enter this text using HTML you can do so by clicking on the HTML text tab at the bottom of the editor box.

3.3.4 Adding a Referral Questions and How To Link Them

Linked Question: A linked question is a read-only display of a question that is linked to another question in the application that is the same question located in another portion of the application that the applicant will respond to. You may need to see this data in another area of the application; therefore, this keeps the applicant from entering the information multiple times. The linked question will automatically default to the response value of the question it is linked to. This is especially useful in Request sections where you may need to show the requester how certain questions were answered by the applicant, but don’t want them to have to answer them.

  • To link questions together click on the Add link next to Linked Question: in the Question setup.
  • NOTE: The linked to question will need to be added to your application prior to linking additional questions to it.

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  • The “Select the Question to link to:” box will appear. This listing will show all the questions within your application by the section XML Name and Question XML Name. Scroll through the listing until you find the question you want to link to and click the Link button next to that question

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Once linked, you will see in the top left the words “This is a linked Question” and the remaining data in the question setup will default to the same setup data as the “linked to” question. You will to still need to list the display order you would like this question to fall in on the page you are entering it for.

Be sure to click Save to save your data before exiting.

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When you return to the Question Data Grid under the Linked Column next to that question you will see a Linked Icon showing that it has been linked to another question within the application.

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3.3.5 Adding a Report/Excel Column Name (Best Practice tip)

This is the name that appears as your column headings in Excel exports and reports created in the CommunityForce system. Therefore, it is important to keep this name as a short descriptive version of your question so that you do not make your column headers in your reports so long that you have to scroll through multiple pages to be able to view. The Report Display Name and the XML Name should be the same except the XML Name eliminates spaces between words. (See example below)

Example – Creating Report and XML names

  • Question – Please enter your Last Name only:
  • Report/Excel Column Name – Last Name
  • XML Name – Last Name
3.3.6 Adding a Question XML Name (Importance with data migration and integration)

Question XML Name: This is the abbreviated name that the database uses to refer to the question.

  • The XML Name is very important when importing applicant data from one application to another or when integrating data from CommunityForce to another database.
  • In order for this data extraction (mapping) to be successful, the source application question and the destination application question must have the same XML names.
  • Once an application has been created, and data is being exported/imported, it is very important to never change this name in your application. When creating additional applications that an applicant can export/import data from one application to the other application, so as not to have to reenter data, the Fields within the one application must have the same XML names as the fields of the new application they are importing data to be populated with.
  • The XML Name and the Report Display Name should usually be the same except the XML Name eliminates spaces between words. (See example below)

Example – Creating Report and XML names
Question – Please enter your Last Name only:
Report/Excel Column Name – Last Name
XML Name – Last Name

3.3.7 Adding Bubble Instruction (Best practice tip)

Bubble Instruction: These instructions are brief helpful hints displayed to the applicant regarding the information requested on this question.

  • A blue icon will appear next to the question in the application. When the applicant places their cursor on this icon the information will be displayed to them. Enter any instruction for the question that will be helpful to the applicant.
  • If you have important detailed instructions regarding how to answer a question, it may be better to include that explanation as part of the Question itself or to add an additional “message type” question prior to this question. This will insure that the instructions are not missed by the applicant.

Example of Bubble Instructions:
Question: Please enter your date of Birth:
Bubble Instruction: use date format mm/dd/yyyy

3.3.8 Review of Question Data Types
  • Type: Enter the type of answer field appropriate for the desired response from the applicant.
  • Calculation – Read only field in which the value of the question equals the calculated sum of other numeric or currency question within the application. This question type allows you to create a formula that adds questions together to get a final total. (i.e. you have multiple question fields that are numeric that you need to add together for a final total)
  • Checkbox – The applicant is presented with predetermined values to select from via a checkbox. All values are displayed on the application. Applicant can check multiple values.
  • Currency – A numeric field formatted with a dollar sign
  • Date – Allows for a date format of: mm/dd/yyyy
  • DropDown – The applicant is presented with predetermined values to select from a dropdown listing. Applicant can only select one value from the list.
  • Electronic Signature – The applicant is prompted to provide an electronic signature in the required format. The required signature has to match the First Name and Last Name the applicant entered when creating their user login profile.
  • Email – Allows for an email format: xxxxxx@ccc.com
  • EssayBox – A large data entry area that allows text entry. May have a minimum and maximum number of words.
  • Extended Checkbox – The applicant is presented with predetermined values to select from via a checkbox. The values are only displayed when the applicant clicks on the checkbox dropdown. Multiple values can be selected.
  • File – Allows the applicant to upload a document to the question.
  • Float – Numeric with special characters. Approximate numeric numbers
  • Message – Text only. Does not require the applicant to respond.
  • Numeric – Exact numeric numbers. Best for using arithmetic calculations for exact results.
  • Phone Number – Allows for a phone number format of: xxx-xxx-xxxx
  • RadioButton – The applicant is presented with predetermined values to select via a radio button. Only one value can be selected. All values are visible on the application.
  • Text – A short data entry text field.
  • Message – Allows you to enter a read only message statement, instead of a value related question.
3.3.9 Adding a Message Question in Application

Message question types are used to create a message statement to the applicant, instead of creating a question for the applicant to reply to. Message questions are useful in creating a header title to separate multiple parts of a section.

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When using the message question type, you will type the message in the Question box and format it to how you would like it to visible by the applicant.

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3.3.10 Adding a Text Field and Maximum length

The Text question type is used when a brief text and/or numeric value is required. (i.e. entering a street address such as: 1234 Jones Street, or requesting the applicants last name)

Note: You cannot run numeric calculations on text fields.

Maximum Length: When using the Text question type you can control the length of the text entered by setting the maximum length of characters allowed. The applicant will not be able to enter any more characters than the maximum length allotted. (i.e. Maximum Length = 15, will only allow the applicant to type 15 characters)

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3.3.11 Using the Numeric Field and Set Parameters
  • Numeric fields are used when numeric values are required or you need to run exact calculations on the numeric values entered by the applicant. The only separator characters allowed in numeric question types are decimals.

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  • When using the Numeric question type you have the option to control the length of the reply value as well as the number range that the value falls between.
  • Maximum Length – Sets the number of numeric characters allowed when replying to this question. (i.e. 4.00 = Max. length of 4 characters. The applicant will not be able to enter a numeric value longer than 4 characters long including the decimal).
  • Min Value – Allows you to set the minimum (lowest) numeric range amount that will be allowed when replying to this question. (i.e. you require a year between 1990 and 2013. The min value = 1990)
  • Max Value – Allows you to set the maximum (highest) numeric range amount that will be allowed when replying to this question. (i.e. you require a year between 1990 and 2013. The Max Value = 2013.)
3.3.12 Adding a Date Question Type and Setting Parameters.

The Date Question Type allows you to set the question type as a date field in which he applicant enter a date as the value. A calendar will appear that the applicant can select the date from, as well.

(Note: when cloning applications with date type questions, you will need to make sure that the new applications date ranges have been moved forward appropriately, the system will not do this for you.)

When you select the Date question type you will be required to enter a minimum date and maximum date range so that the selection calendar can be created.

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Min Date – Enter the minimum date that the applicant can enter.
Max Date – Enter the maximum date the applicant can enter.

3.3.13 Adding a File Question

File Question types are used when you require that a document be uploaded and attached to the applicant’s application.

Example:
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When you select the File Question Type a text box will appear. Provide the list of allowed file extension for the types of documents you will accept for this upload.

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Accepted file types:xls, xlsx, pdf, doc, docx, html. When listing the extensions do not enter a period before the file extension.

Note: Although the above file types are accepted, if you are using the Generate PDF feature it is required that all uploads be uploaded as PDF documents, formatted in Portrait mode, sized to 8-1/2” x 11”. Only files less than 20mb can be uploaded to the program.

3.3.14 Setting a EssayBox Text Field and Setting Word Count

The Essay Box question type is used when a reply value requires a lengthy text statement to be typed.

When using the Essay Box question type you can control the length of the reply value entered by the applicant by setting the minimum and maximum word count. (i.e. 500 words or less)

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Min Word Count – Enter the minimum number of words you require for a reply to the specific question. If you have a maximum but do not require a minimum you can enter “0”.

Note: A student will not be able to hit save until the minimum word count is met.

Max Word Count – Enter the maximum number of words you require for a reply to the specific question. (I.e. max words = 500 will only allow the applicant to enter 500 words)
A dialogue box will appear on the applicant’s dashboard next to the question, where they can type their reply to the essay question.

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3.3.15 Adding a Checkbox or Extended Checkbox or Dropdown or Radio Button

Checkbox, Extended Checkbox, Dropdown, and Radio Button allow you to create a listing of values for the applicant to choose from. Examples:

Checkbox -
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Extended Checkbox-
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Dropdown -

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Radio Button -

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Once you select the question type a Value button will appear to the right.

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The Display Values table box will appear.

To enter the values enter the label name and click on the Green plus sign at the end of that row to save the data in that row. The Value field will be auto populated with the same value that you entered as the Label.

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Note: clicking on the green plus sign will save each line of values that are entered. Your information will not be saved for that row until the green plus sign has been selected.

Label – The value that the applicant sees in the listing of values to choose from.

Value – This is the actual value result given to the selected value. Not viewable by the applicant, this can contain additional data regarding this value that you may only want viewable by the administrator. This is the value that will show in reports, as well. (Useful for internal coding of values that you may not want the applicant to see the code.)

Editor – Opens an editor box that allows you to make changes to the values you have entered so far. The editor can also be used to copy and paste long listings of values. In the Editor each label and value must separated by a “~”. Click Ok to return to the Display Values Table, each item should now be listed as a separate row in the table.

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To Delete Items in the Table: click on the Red X next to the row you want to delete.

3.3.16 Adding a Float Type and Setting Parameters

Float question type values are used in the same manner as numeric but are for more complex scientific equations that require calculations ran on figures containing non-numeric mathematical symbols such as negative positive symbols or fractional dividers as well as figures containing a floating decimal value.

When using a float question type you can set a minimum and maximum value to force the applicant to enter figures within a specific range of numbers.

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3.3.17 When to Use the Email Type Question

The Email question type is used only when the required value is an email address. Using the Email question type will only allow a correct email format to be entered in the field. (i.e. jones@communityforce.com)

3.3.18 Adding a Phone Number and Force Format

When a required value is a phone number you can use the Phone Number question type to force a specific format to be used when the applicant enters their phone numbers.

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The following format selections are available:
(XXX) XXX-XXXX
XXX-XXX-XXXX
(XXX)-XXX-XXXX

3.3.19 Adding a Electronic Signature Question Type

The Electronic Signature Question type creates a predesigned format in which the applicant must enter their name to mark the application as signed by them and it will create a date stamp marking the date and time the applicant signed their application. This is usually entered on the last section of the application along with some kind of acknowledgement certification questions and serves as the applicant’s signature for the application process. The required signature has to match the First Name and Last Name the applicant entered when creating their user login profile.

Note: Electronic Signature can only be used for the signature of the applicant.

The applicant will be required to type in the field their name as it appears in the User Setup.

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Once the applicant types his/her name, it will be considered signed and a date stamp will appear to the right of the applicants signature.

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3.3.20 Adding a Currency Question Type

When a required value is a numeric currency value it is suggested that you use the Currency question type to allow for the formatting of the value in to a currency format. Once the value is entered by the applicant a Currency symbol will appear on their reply. Prior to setting up the application the administrator should have already preset the main currency type of your organization, (i.e. Dollar $ or Euro €, etc.)

3.3.21 Adding a Calculation Field and How To Set the Formula

Calculation question types are used to create a read only calculation field in which the value of the question equals the calculated sum of other numeric, currency, or float question types within the application. You can create a Calculation Field question type that will return the results of the calculated fields. (i.e. you have multiple question fields that are numeric that you need to add together for a final sum total)

When you select the Calculation question type you will need to enter the formula by clicking on Add A Formula.

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A box will appear where you will select the Section Name containing the fields, as well as the Field Names, that are to be calculated together. Click on the Add A Field button to begin selecting the fields to be calculated.

Note: Only numeric, currency, and float question types, will appear for selection.

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As you add fields you will be required to select the appropriate Operator for the calculation you wish to calculate. The available operators are: +, -, *, /

To delete a row in the calculation select the Red X next to that row.

Once you have select your fields, be sure to click Save, or Save & Exit to save the calculation to the question.

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The Formula field of your question will now be populated with the formula fields you selected.

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Once the applicant fills in the data and answers all the questions required for the calculation. The applicant will need to click the Calculate button on their dashboard that is present on this question. The result of the calculation will then appear to the applicant on their application.

Note: when creating this question it is important to inform the applicant of the fields being calculated so that they can make sure they have answered those prior questions correctly so that the returned result is accurate.

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3.3.22 Setting a Required Flag as Active on a Question

In the Question Setup there is an option “Required”. If a question on the application is required and must be answered by the applicant, you can mark that question as required and the applicant will not be able to submit their application until the question has been answered. The section that contains the required question will not show 100% complete in the applicant’s dashboard, until the applicant has answered all the “required” questions within that section. When creating a new question this question will automatically default to No.

Yes: The question is required and the applicant will not be able to submit the application until he/she replies to this question.
No: The question is not required and the applicant can skip this question, and not answer it.

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3.3.23 Setting Exclude as Active on a Question.

A question that was previously created in an application may no longer be necessary. Once a question has been included as part of an application and applicants have replied to those questions, the question can no longer be deleted from the application. Therefore, in order to keep the past data, there is the option to “Exclude” that question from the application. This will allow the question, along with any data that may be stored on that question, to remain in the database. Once a question is “excluded”, applicants will no longer see this question and the question will not appear in the application dashboard. When creating a new question this question will automatically default to No.

Yes: The question is excluded from the application and no longer visible to the applicants.
No: The question is visible and included as part of the application. All question that are active in an application should be marked No.

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3.3.24 Setting Hide from Reviewer as Active on a Question

There may be questions within the application that you do not want to be visible to the review committee during the review process. (i.e. hiding the applicant’s contact information). “Hide from Reviewer” allows you to hide the question from the reviewers and they will not be able to see the information when they view the applicant’s application. When creating a new question this question will automatically default to No.

Yes: The question is hidden and the reviewers cannot see the replies to this question.
No: The question is viewable to the reviewers and not hidden.

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3.3.25 Setting Hidden from Applicant as Active on a Question

There may be questions within the application that you do not want to be visible to the applicant but that can be answered by the administrator and viewable to the reviewers. (i.e. score results, calculated questions, document uploads by the administrator, etc.) When creating a new question this question will automatically default to No.

Yes: The question is hidden and the applicant cannot see the question in their dashboard.
No: The question is viewable to the applicant and the applicant can reply to the question.

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3.3.26 Setting Read Only as Active on a Question

When a question is marked as “Read Only” the applicant can view the question, but will not be able to enter any data for this question. Message question types and questions that have been linked to another question in the application are examples of Read Only questions. When creating a new question this question will automatically default to No and you would not want to mark a read only question as “required”.

Yes: The question is a read only question and the applicant does not reply to this question.
No: The question is not read only and the applicant can reply to this question.

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3.3.27 Adding a Default Display Value to a Question

“Default Display” allow you to enter a “default” value reply to the question. The question will default to this value, and will not be required by the applicant to answer, however the applicant has the option to change the reply.

Enter the actual value that is to show as the default answer to this question.

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3.3.28 Setting Hide/UnHide from Reviewer on Questions – Batch Action

To hide a question you would select that question in the Question Grid by clicking in the checkbox next to the question you want to hide. Then click the Hide/Un-hide Custom Question(s) from Reviewer button.

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You will receive a confirmation, select Yes.

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On the Status Update click Ok

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Once the question has been marked as hide from reviewer it will show “Yes” in the Hidden from Reviewer Column.

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If you want to make a question, that is currently hidden from the reviewer, to now be visible you would repeat the above steps and the question would no longer say Hidden From Reviewer, “Yes”, but show as blank.

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3.3.29 Deleting Custom Question(s) – Batch Action

Only questions that have not been responded to by applicants can be deleted. Once data has been entered on a question it can no longer be deleted from the application or section. Questions that have data entered will have to be marked as excluded.

To Delete Custom Questions(s) you would select that question in the Question Grid by clicking in the checkbox next to the question you want to delete. Then click the Delete Custom Question(s) button

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You will receive a confirmation, select Yes.

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If data has been entered on the question you will receive a System Alert, and the question will not be able to be deleted. Otherwise you will receive a status update letting you know the question has been deleted. Click OK to return to the Questions Data Grid.

3.3.30 Setting the Display Order for a Question

“Display Order” is the sort order sequence number of the question as it appears on the page as the applicant is reading the questions. If you enter a number that is already being used by another question in that section, the new question will take that number in the sequence and move the prior question after it the next number in the sequence and all other questions below will be moved down one count. This is a required field when creating questions and cannot be left blank.

Enter the number that you want the question to fall in sequence on the page as the applicant is filling out the application.

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3.3.31 Add Sample File for Download to a Question

If you have a document that may be informational to the applicant in order to answer a specific question, or a template that the applicant can fill out and upload to a question, you can attach that document directly to the question referring to it, (i.e. the applicant must agree to policy and procedures: you can create the question and attach the policy and procedures document directly to the question for the applicant to view.)

When creating a question in the add/edit question, the option to upload a file to that question will not appear until after you have select the question “Type”. Once the Upload File option appears in the setup, click the Browse button to search for the file and upload to the question. Once you upload the file it will appear in the upload File field to the left of the Browse button. Once you Save and Exit and return to the question it will appear to the right of the Browse button.

Note: You cannot add files to Calculation type questions.

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How to Remove a File

Once you have uploaded a document you can remove the file by clicking on the “Remove File” next to the Upload File.

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Save and Cancel Option
Once you have setup or made edits to a question be sure to “Save” your information prior to exiting the setup screen. The following options are available:

Save – Allows you to save any changes made without exiting the screen

Save and Exit – Saves your changes and exits the screen
Exit without Save – Exit the screen but will not save any changes
Reset Form – Clears all the information entered on the question.

3.3.32 Adding Conditional Logic on Questions

There may be instances that depending on how an applicant answers a specific question other questions may or may not need to be answered by the applicant. Conditional Logic can be set on a question that will trigger it to hide or appear depending on how the applicant answers questions before it.

Conditions are set on the question that is going to be affected by the conditional logic and hide when the condition is met. To set conditional logic on a specific question, click on the Add/Edit in the Conditions column next to that question.

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The Conditions setting is used to define when a question is hidden and not viewable by the applicant based on how the applicant answers specific questions within your application. These can be set on a single data value or a combination of data values. When creating conditions you are selecting the values that will hide the selected question and the applicant will not be required to answer that question, if the condition is met.

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To add a condition to hide a question field:
  • Section Name: What section has the question that will trigger this question to hide? Select that section.
  • Question Name: What question is the trigger for this question to hide? Select that question
  • Condition Type: What is the condition of the answer/value that has to be met in order for the question to be hidden? Select that condition. Possible conditions are:
    • Contains – the answer/value contains this value
    • Starts With – the answer/value starts with this value
    • Does Not Contain – the answer/value does not contains this value
    • Is Not Empty – the answer/value is not empty (applicant has answered this question)
    • Is Empty – the answer/value field is empty (applicant has not answered this question)
    • Is Exactly – the answer/value must exactly match the value.
    • Is Less Than – the answer/value is numeric and is less than the value amount
    • Is Equal To – the answer/value is equal to the value amount
    • Is Greater Than – the answer/value is numeric and greater than the value amount
    • Is Not Equal To – the answer/value is numeric and is not equal to the amount.
  • Data answer/value: What is the answer/value the applicant must answer in order for the question to be hidden? Enter the value.
  • And/Or: Used when entering multiple lines of condition values. This applies to the row that and/or is on, and the next condition row following. If you have groups of conditions, it applies to the last line of the group and how it relates to the next group of condition values.
  • “And”- means all of the conditions in the listing need to be met in order to cause a question to be hidden.
  • “Or” – means the question will hide if this value is chosen “or” if this other value is chosen. Both conditions do not have to me meet.
  • Condition Grouping: This column groups your conditions into sets of conditions. You may have several groups of condition where the first group is executed and/or then the second group is executed etc. Assign each of the conditions in a group the same number. The first group is 1, the second group is 2, etc.

Examples of entering conditions:
Example 1: You want the question “Please attach your employment resume” to only appear for applicants that have selected “Yes” to the question: “Are you currently employed?” If they selected “No” you do not want the question to appear. Therefore, you would enter the condition as follows on the question “Please attach your employment resume”:

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Example 2: You want the question “Please attach your employment resume” to only appear for applicants that have selected “Yes” to the question: “Are you currently employed?” and on the question “Gender” selected “Male”.

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3.4 Creating Request for Reference (Nomination)

When you have created your application you can add Request Sections to the Application. Request Sections are used if the applicant needs to have someone else fill out a portion of their application on their behalf. It usually is used for Letters of Recommendation, for a Guidance Counselor to upload transcripts or other school records, or possible a Parent to fill out information.

Click on the Request Instructions to add detailed instructions to the student as to how to use this section. An editor box will open. Simply type your instructions just like you would in Microsoft Word.

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The following are sample instructions on how to use this section:

  • Click on the section name in the Request For column on the far left of the table.
  • A new screen will open with the Name of the Section, Name Field and Email Field. Optional message box. Enter the first field recommender’s full name in the Name field.
  • Enter his/her email address in the Email field.
  • Optional Message Box – provide details or message to be included in the email to the person you are requesting fill out this section on your behalf.

Request Instructions Icon opens an editor’s box for you to supply instructions to the applicant regarding any of your Request Sections in the Application. Simple editor’s box will open for you to created appropriate instructions. When you have finished entering your instructions, hit Save to save your changes.

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3.5 Manage Text Tabs

There are five sections of text tabs that can be used to add information/instruction pages and tabs for the Application of Form. The text tabs are viewed by the Applicants prior to login, as well as from their dashboard. These are customized text pages and the display name can be named by the administrator.

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Some examples of use are:

Introduction: Introduction page introducing the Applicants to the grant application process and giving a brief overview on how to apply.
Frequently Asked Questions: FAQ page for the Applicants to know about the frequently asked questions for the Grant they are applying for.

Contact Information: Contact Information page for the Applicants to know the contact information about the person to contact in case of any queries related with the Grant Application.

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The administrator will enter the text information, check publish to have it display as part of the application and the click on Save to save it to the application.

Display Name: This is the name you want to call this page. This is the name that will be displayed to the applicant and appear on the page button and page header.

Design Mode: The html editor works exactly the same way as Microsoft Word works. Type the information into the body of the editor as you would be typing and formatting it in a Microsoft Word document. You can also copy and paste the formatted text from other documents.

HTML Text: You can create this page using html tags by clicking on the HTML Text tab present beside the Design Mode tab. Enter the html tags with the content and it will display all the content as formatted.

Published: To display the page you need to publish the page by checking the Published checkbox and uncheck this box to remove it from applicants viewing it.

Save: Click on the save button after adding all the content to save the changes and go back to the Manage Text Tabs dashboard

Cancel: Click on the Cancel button to go back to the Manage Text Tabs dashboard.