Purpose

To view and maintain Agent-Applicant-Application relationship records, and change the Transfer Status of applications, if required.

Anticipated Frequency

As required

Structure

Blocks

Applicant

Buttons

Find Applicant ID (ADMF5010)

This form is used to:

• View or maintain Agent-Applicant-Application relationship details.
• Modify the Transfer Status of applications.

You can perform the following actions:

• End-date an Agent-Applicant relationship. (Note: The end date may have been sourced from ADMF0520 or ADMF0550).
• Change the 'Read-Only' access to Applicant Portal for an applicant (for example, to enable the applicant to edit their details in Applicant Portal).
• End-date an application (i.e. end-date an Agent-Applicant-Application relationship).
• Change the Transfer Status of an application. Only applications with a Transfer Status mapped to a System Transfer Status of PENDING, ERROR or NO-TRNSFR can be changed (for example, in order to correct any errors and re-run the ADMJ5000 job).

Only applications that were not successfully transferred to SMS Admissions when the ADMJ5000 job was run, can be modified. (Applications with a System Transfer Status of TRANSFERRD, NOT-APPLIC or PRE-EXIST cannot be modified.)

All errors, warnings, and information messages received when attempting to transfer each record (by the ADMJ5000 job) are displayed in the Transfer Log block.

This form is accessed from the main menu, or from the View Applicant Summary (ADMF5000) form (via the Agent Details button) in context of an applicant.

Applicant block:

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

Button

• Find Applicant (ADMF5010)

Applicant Agent Relationship block:

• Agency Org Unit Code (LOV)
• Agency OU Start Date
• Description
• Agency Start Date
• Start Date
• End Date
• Read Only Access checkbox
• Agent Person ID

Button

• Find Person (ADMF1211)

Applicant Agent Application Relationship block:

• Application Number
• Start Date
• End Date
• Transfer Status (LOV)

Transfer Log block:

• Creation Date
• Message Number
• Message Text
• Result Type Display

Rules/Notes:

This form displays the following details for an applicant:

• Applicant details.
• Details of the agency/Agencies to which the applicant's agent belongs
• Applications created in Applicant Portal by the agent.
• Transfer details and error messages for each application after running the ADMJ5000 job.

Applicant block:

Use the Find Applicant button to find the required applicant.

Applicant Agent Relationship block:

This block displays the Agencies to which the applicant's current and previous agents belong(ed).

Perform a query in this block to find an agency. The agent belonging to the agency and to whom the applicant belongs, is displayed.

Agency OU Start Date - Sourced from ORGF0141.

Agency Start Date - Sourced from the Agency Start Date in ADMF0500.

Start Date - Displays the Agent-Applicant Relationship Start Date - i.e. the date the agent created an account for the applicant in Applicant Portal (APAGCRACT) or the date the applicant was transferred to the agent (via ADMF0550).

End Date - The Agent-Applicant Relationship end date. An end date can be added manually in this field if the applicant no longer belongs to the selected agent.
The date displayed here may have been sourced from the Agent End Date added in ADMF0520 or ADMF0550.

Note: The Agent-Applicant relationship cannot be end-dated if open application records exist belonging to the agent.

Read-Only Access checkbox - If selected, the applicant has view-only access to their application in Applicant Portal. If deselected, the applicant is able to edit their un-submitted application in Applicant Portal (in this case, both agent and applicant can edit the applicant's details and applications).

The Find Person icon navigates to the Find Person form (ADMF1211) from where you can perform a search to find an agent.

Applicant Agent Application Relationship block:

This block displays all applications created by the context agent on behalf of the applicant.

The following fields can be modified:

• End Date - The Agent-Application relationship end date.
  An Agent-Application relationship is automatically end-dated if the application's applicant is transferred to a different agent via ADMF0550.
  You might manually add an end-date in this field if the applicant no longer wants to be associated with the agent, for example, if the agent's agency has shut down.
• Transfer Status - Institution-defined Transfer Status applied to the application after running the ADMJ5000 job to transfer the application from Applicant Portal to the Admission tables in SMS. (Note: Applicant Portal Transfer statuses are set up in ADMF0910.)
  The Transfer Status cannot be changed to Transfer Status that is mapped to a System Transfer Status of TRANSFERRD, NOT-APPLIC, PRE-EXIST or NO-STEP.
  

Only records with an institution-defined Transfer Status mapped to a System Transfer Status of PENDING, ERROR or NO-TRNSF can be modified (i.e. these are applications that have not yet been transferred or were unsuccessfully transferred from Applicant Portal to SMS Admissions by the ADMJ5000 job).

Application records with an institution-defined Transfer Status mapped to a System Transfer Status of TRANSFERRD, NOT-APPLIC, or PRE_EXIST cannot be modified. 

Transfer Log block:

This block displays a log of messages received when attempting to transfer each record from Applicant Portal to SMS when running the ADMJ5000 job.  All errors, warnings, and information is displayed for each Transfer record. 

An icon is displayed next to each message to indicate what type of message it is - i.e. error, warning, or information.

Result Type Display - Used to query Transfer Log messages and display a specific Message Type only. The following Message Types can be selected:

• ALL
• ERRORS
• WARNINGS
• INFORMATION
• ERRORS & WARNINGS
• WARNINGS & INFORMATION

Validations:

• Applicant Agent Application details cannot be changed if the Applicant Portal Transfer Status is mapped to a System Transfer Status of TRANSFERRD, NOT-APPLIC or PRE-EXIST.
• The Applicant Portal Transfer Status must not be closed.
• The Applicant Portal Transfer Status cannot be changed to a value mapped to a System Transfer Status of TRANSFERRD, NOT-APPLIC, PRE-EXIST or NO-STEP.
• End date value must be greater than or equal to corresponding start date.
• The Agent-Applicant Relationship End Date cannot be set while there are open end-dated Applicant Agent Application Relationship records with a System Transfer Status of PENDING, NOT-APPLIC, ERROR, NO-TRNSFR or NO-STEP.
• The Applicant Agent Relationship end date must be greater than or equal to the latest end date 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.

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