Purpose

To view all applicants and applications associated with an agent, and maintain Agent-Applicant relationships, if required.

This form is used to view all applicants and applications associated with an agent, and maintain Agent-Applicant relationships, if required. The form lists:

• all applicants (previous and current) associated with an agent, and
• all applications created by the agent in Applicant Portal on behalf of each applicant.

You can perform the following tasks in this form:

• Create a new Agent-Applicant relationship (i.e. add an applicant to an agent).
• End-date an existing Agent-Applicant relationship (i.e. remove an applicant from an agent).
• Add or remove an applicant's 'Read-only access' to Applicant Portal.
• End-date an application.

This form is accessed from the main menu, or from the Maintain Agency Agents (ADMF0510) form via the Applicant button.

Agency Agent block:

• Person ID (LOV)
• Start Date
• End Date

Buttons:

• Agent Applicant Relationships (ADMF0550)

Applicant Agent Relationship block:

• Applicant ID
• Name
• Start Date
• End Date
• Read Only Access check box

Applicant Agent Application Relationship block:

• Application Number
• Start Date
• End Date
• Transfer Status

Rules/Notes:

Agency Agent block:

The Agent Applicant Relationships button navigates to the Maintain Agency Agent Applicant Relationships form (ADMF0550) from where applicants and applications can be moved from one agent to another agent, if required.

End Date field - The Agency-Agent relationship end date. This field cannot be modified.

Note: An agent cannot belong to more than one agency at any one point in time. However, an applicant can belong to more than one agent at any one point in time.

The following lamps may be displayed in the Agent block:

• AGENT INACTIVE
• DECEASED
• [Org. Unit Description - i.e. name of Agent's primary Agency]

Applicant Agent Relationship block:

You can create a new Agent-Applicant relationship in this block (i.e. add an applicant to the agent). However, the applicant must not belong to another agent at the time (i.e. have a current Agent-Applicant relationship).

(Note: You can use ADMF0550 to move applicants and/or applications from one agent to another.)

End Date field - The Agent-Applicant relationship end date.
This value is either automatically sourced from the Agent End Date added in ADMF0520 or ADMF0550, or manually added to close the applicant's relationship with the agent.

You cannot add an End Date if open end-dated Agent-Applicant-Application relationships exist with a System Transfer Status of PENDING, NOT-APPLIC, ERROR, NO-TRNSFR or NO-STEP.

Read-Only Access check box:

• Deselect this check box to provide the applicant with Edit access to their application details in Applicant Portal.
• Select the check box to restrict their access in Applicant Portal, to 'Read-only' access.

Agents can also provide applicants with Edit access to Applicant Portal by selecting the 'Applicant Edit Access' check box for an applicant in Agent Applicant Portal (APAGCRACT step), or in Applicant Portal (in the APCRACNT-A step), or via the 'Update to Edit Access?' button (in the APAPPLLST step). If this occurs, the 'Read Only Access' check box in this form (ADMF0520) is automatically deselected to reflect the applicant's access status.
Likewise an agent can remove Edit access by deselecting the 'Applicant Edit Access' check box or clicking the Update to Read Only Account? button in Agent Applicant Portal/Applicant Portal for an applicant, thereby giving them Read-Only access.

Note: If an SMS administrator subsequently selects the 'Read Only Access' check box in this form (ADMF0520) for an applicant who has Edit access, then the Edit access indicators in Agent Applicant Portal/Applicant Portal are automatically updated for the applicant.
Likewise, an agent can subsequently override the settings in this form (ADMF0520), via the Edit Access checkbox/button in Agent Applicant Portal/Applicant Portal, as mentioned above, and the settings in ADMF0520 are subsequently automatically updated to match.

Applicant Agent Application Relationship block:

This block is used to end-date an application, if required.

You cannot create or delete applications from this form.

An application cannot be end-dated if the application's Transfer Status is mapped to a System Transfer Status of TRANSFERRD, NOT-APPLIC or PRE-EXIST.

End Date field - Add an end date to close the application and the Agent- Application relationship.

Transfer Status - Displays the institution-defined Transfer status applied to the application after running the ADMJ5000 job to transfer the application from Applicant Portal to SMS Admission tables.

Validations:

• End Date must be greater than or equal to Start Date.
• An Agency Agent must be current for a new Applicant Agent Relationship to be created.
• Cannot add an End Date for an Applicant Agent Relationship while there are open Applicant Agent Application Relationship records.
• The Applicant Agent Relationship end date must be greater than or equal to all end dates defined at the Applicant Agent Application Relationship level.
• The Applicant Agent Application Relationship End Date must be less than or equal to the Applicant Agent Relationship end date.
• Applicant Agent Application Relationship details cannot be changed when the Applicant Portal Transfer Status is mapped to a System Transfer Status of TRANSFERRD, NOT-APPLIC or PRE-EXIST.
• Applicant Agent Relationship End Date can’t be set if open End-Dated Applicant Agent Application Relationships exist with a System Transfer Status of PENDING, NOT-APPLIC, ERROR, NO-TRNSFR or NO-STEP.
• Can only delete an Applicant Agent Relationship record when the start date is today's date or a future date.
• The same current Applicant ID cannot have overlapping Start and End Dates.