Purpose

To link an agent to an agency and email the agent their default login details for Applicant Portal.

This form is used to link an agent to an agency and to send the agent their default login details (i.e. User/Person ID and password) for Applicant Portal.

An agent must exist in the system (i.e. have been added via ADMF1213) and have a Person ID, before they can be linked to an agency. The agent's Person ID doubles as their Applicant Portal default login User ID.

Note: Fields on this form may be relevant only to Agent Connect, Agent Applicant Portal, or both.

This form is invoked from the main menu, or the Maintain Agency (ADMF0500) form via the Agents button - in this case the fields in the Agency block are read-only.

Agency block:

• Org. Unit Code (LOV)
• Org Unit Start Date
• Ability to Make Offers check box
• Ability to Waive Application Fees check box
• Agency Start Date
• Agency End Date

Agent block:

• Person ID
• Name
• Start Date
• End Date
• Ability To Make Offers check box
• Ability To Waive Appl Fees check box
• Email Address

  Buttons

  • Find Person (ADMF1211)
  • Send Email
  • Applicant (ADMF0520)
  • Applicant Portal Account (SSFF2600)
  • Person (ADMF1213)
  • System User (SECF0021)

Rules/Notes:

The Agency block details are sourced from ADMF0500.

An agent must have been added to the system via ADMF1213 and have a Person ID before they can be linked to an agency.

The 'Ability to Make Offers' and 'Ability to Waive Appl Fees' checkboxes located in the Agent block are applicable to Agent Connect only, and do not apply to agents in Applicant Portal.

The email address displayed in the Email Address field is the address to which the agent's Applicant Portal login details are sent.

The Send Email button is used to send the agent their Applicant Portal default login details (i.e. User ID/Person ID and password).
The email contents must be outlined against a Communication Type of AGENT as defined in ADMF0900, email address locations must be set up in order of priority in CORW0100, and an email template set up in CORW0500. Default login details are defined against institution-configurable rules set up in SSFF1201 for APAGENT.

Note: To set an agent's User ID and/or password to a custom User ID/password, use the Maintain Agent Applicant Portal Self Serve User form (SSFF2600).
A custom User ID/password created in SSFF2600 overrides the agent's default login details created in this form (ADMF0510). For example, if a custom User Id and/or password is created in SSFF2600 for the agent, this custom User ID/password is sent to the agent when resending login details via the Send Email button in this form (ADMF0510).

The Applicant Portal Account button is used to navigate to the Maintain Agent Applicant Portal Account form (SSFF2600) from where you can maintain Applicant Portal account details for an agent, such as re-setting their password.

The Applicant button is used to navigate to the Maintain Agency Applicant form (ADMF0520) from where you can view a list of applicants associated with the selected agent.

The System User button navigates to the Maintain System Users form (SECF0021) from where a AGENT_CONNECT_USER Security Role is added for Agent Connect users. (Note: This button is only applicable to Agent Connect - it does not apply to agents in Applicant Portal.)

The Person button is used to access the Maintain Person Details form (ADMF1213) from where you can update or add details for the agent such as their name, date of birth, address details and notes.

Validations:

• Cannot create or alter a record where the Agency End Date has passed. (See ADMF0500.)
• An agent cannot have concurrent Agency relationships, either with the same agency or another agency.
• Agency Agent End Date must be greater than or equal to Start Date.
• Warn if Agent Start Date is set to value before the Agency Start Date. (See ADMF0500.)
• Warn if person staff_member_ind = Y. (See ADMF1213.)
• Warn if the person has a student_course_attempt record. (See ENRF3000)
• Warn if the person has a Admission Application record. (See ADMF3000/ADMF3240)
• Cannot create record if person deceased. (See ADMF1213)
• No Agent Registration Communication Type exists.
• Email address cannot be located.