Purpose

This form allows an administrator to view and edit Document details entered by an applicant in the Applicant Portal

Anticipated Frequency

As required

Structure

Blocks

Applicant

Buttons

Find Applicant (ADMF5010)

Open

This form allows an administrator to view and edit Document details entered by an applicant in the Applicant Portal. This function is called in context of an application from the View Applicant Summary function or from the menu.

The screen allows the administrator to view all Document records for the application. It is not possible for an administrator to modify the actual document that has been submitted by an applicant, but details such as Applicant Document Comments may be modified.

Only records that have an institution-defined transfer status mapped to a system transfer status of PENDING, ERROR, or NO-TRNSFR can be modified. A record that has a status of TRANSFERRD has a valid corresponding record in Callista Admissions and should not be edited in this screen. A record that has a status of NOT-APPLIC indicates that the applicant has not yet submitted the application.

The transfer status of the record can be modified by the administrator, provided the status of the record has a system status of PENDING, ERROR, or NO-TRNSFR. The transfer status may be changed to any of these statuses; not to a system status of TRANSFERRD, NOT-APPLIC, NO-STEP or PRE-EXIST.

The log of messages received when attempting to transfer each record are displayed. An icon will be displayed against each type of message to indicate whether the message represents an error, warning, or information.

A button exists on the form that navigates the user to the corresponding SMS form (GENF0150) in context of the person. This button will only be enabled if a corresponding person record exists for the applicant in SMS.

The Applicant block contains:

• Applicant ID
• Sex
• Date of Birth
• Applicant Transfer Status (LOV)

Buttons

• Find Applicant (ADMF5010)
• Person Documents (GENF0150)

The Documents block contains:

• Document ID
• Document Type
• Filename
• Transfer Status (LOV)
• MIME Content Type
• Comments

Button

• Open

The Transfer Log block contains:

• Result Type Display (Pop)
• Creation Date
• Message Number
• Message Text

Icons

• E = ERROR (Display )
• W = WARNING (Display )
• I = INFORMATION (Display

Rules/Notes:

The Applicant Block

• The Find Applicant button is only enabled in Query mode.
• The View Person documents button is disabled when no Person ID or when no records exist in form View Electronic Documents (GENF0150)

The Documents Block

The different MIME content types that may open are (as long as they are registered on the user's PC):

The Open button will open document inside a new browser window. It has the same java servlet as is used in GENF0150. Refer to GENF0150 on how to open documents

Validations include:

• None of the applicant’s details can be modified when the system transfer status is TRANSFERRD, NOT-APPLIC or PRE-EXIST
• Transfer Status must be open
• Document Type must be open
• Cannot change the Applicant Portal transfer status to the system transfer statuses of TRANSFERRD, NOT-APPLIC, NO-STEP or PRE-EXIST
• Error if blob field is null. If the length is' 0' DOCUMENT_IND is N if it is not '0' DOCUMENT_IND is Y
• Invalid parameters - Document ID must be provided. If Document ID passed is null, then error
• Document record does not exist for the given Document ID
• Document ID does not exist

Applicant ID:

APA.APPLICANT_ID

Text (with Find Applicant button)

Number 9999999990

APA.SURNAME ||’, ‘|| APA.TITLE ||’ ‘|| NVL(APA.PREFERRED_GIVEN_NAME, APA.FIRST_NAME)

Text

Varchar2(100)

Populate after query. When there is no Title and NVL(APA.PREFERRED_GIVEN_NAME, APA.FIRST_NAME), then the comma is not shown. e.g. if only the Applicants Surname of ‘Smith’ is recorded, then only this should display.

Sex:

APA.SEX

Poplist

Varchar2(10)

Date of Birth:

APA.BIRTH_DT

Text

Date DD/MM/YYYY

Applicant Transfer Status:

APA.AP_TRANSFER_STATUS

Text (with LOV)

Varchar2(10)

Document ID

APD.DOCUMENT_ID

Text

Number 9999999990

Document Type

DOC.DOCUMENT_TYPE

Text

Varchar2(10)

Filename

DOC.FILENAME

Text

Varchar2(200)

Transfer Status

APD.AP_TRANSFER_STATUS

Text (with LOV)

Varchar2(10)

MIME Content Type:

DOC.MIME_CONTENT_TYPE

Text

Varchar2(100)

Comments:

APD.COMMENTS

Text

Varchar2(4000)

Creation Date

APTRV.CREATION_DT

Text

Date DD/MM/YYYY HH24:MI:SS

Message Number

APTRV.MESSAGE_NUMBER

Text

Number 99990

Message Text

APTRV.MESSAGE_TEXT

Text

Varchar2(200)

Result Type Display

Poplist

Varchar2(25)