Managing Supplemental Materials

Note: It is recommended  to not edit forms during an active registration period.

Adding and Tracking a New Document

You can additional documents and track them on the Primary Application Entry Detail page by using the following naming conventions and using appropriate field types in the Supplemental Materials Upload form.

  • On the Supplemental Materials Upload form there must be two fields for each document tracked. One, a file upload field the second, a hidden set of radio buttons with ‘Approved’, ‘Denied’, and ‘Pending Approval’ options.
  • The Field Label for the file upload field can be whatever you choose; the Field Label for the radio buttons must be the same as for file upload field with ” Approval” appended. For example, for a file upload field labeled High School Transcript  the associated radio buttons would be labeled High School Transcript Approval.

 

If a document should only be available to certain applicants you will need to use the conditional logic feature and update or create links (primarily in Notifications).

  • First add a hidden field (best to use something that can be simply true/false, yes/no – checkbox) to the Supplemental Materials Upload form; in the Advanced field editing tab check the box to Allow field to be populated dynamically and set a parameter name – this should be a simple name, make sense, and not include special characters or spaces; ‘-‘ or ‘_’ characters are OK. You will need this parameter name later when updating links to this form.
  • Once that field is saved, activate the conditional logic for the document upload field. Set it to Show this field if All of the following match. Find in the menu the field you added above and select the value you want to check against (presumably, yes or no ).

Next, on the Primary Application form you need to add a field that will correspond to the hidden field you created above. This field collects the applicant’s response and passes the data to the Supplemental Materials Upload form to determine if the new document upload field(s) should display. The field you add here must be able to submit the same values as are in the hidden field you created above. For example, if you added a checkbox above and the only possible value is ‘Yes’ (or simply unchecked), the field you add here must be able to submit a value of  ‘Yes’ otherwise the conditional logic will never be triggered.

To ensure applicants see only the intended document upload fields, you must now pass this submitted value (IE the applicant’s response to the question) from the Primary Application form  to the Supplemental Materials Upload form. This is done by adding the key/value pair to the query string of any links to the form page. Primarily, but not exclusively, this means updating Upload Documents link in the  The query string format looks like &parametername=form_field_entry where parametername is the parameter name you entered above and form_field_entry is selected from the Merge Tag menu in the Notification or Confirmation screens.