Processing online applications/enquiries

Modified on Mon, 20 Apr at 12:04 AM

Use the Process Online Applications/Enquiries Import window to import applications and enquiries made through an online program. For example, through a page on your organisation's website.

Note: Applications must be in a specific format to be imported. See Creating importable application files in the System maintenance manual.

Opening the Process Online Applications/Enquiries Import window

To open the Process Online Applications/Enquiries Import window:

Select Module > Future > Process Online Applications/Enquiries Import.
Tip: You can also access the future student functions by clicking .
The Process Online Applications/Enquiries Import window is displayed.

Process Online Applications window key fields and buttons
Fields

Field	Description
Online Application Location	Folder location where the application file is stored.
File Name	Name of the selected application file.
Application Type	Filter the display by application type. Options include: all applications future student applications enquiry applications.
Active Application	Filter the options available in the Status field drop-down list. You can select: Yes to display only pending and in process applications No to display only completed applications Ignore to display all applications.
Status	Filter the display by the application status. Options include: all applications completed applications applications in process pending applications.
Application ID	Filter the display by the ID number for the application.

Application area

Grid area fields
Note: Optional fields are used depending on your organisation's online payment process.

Field	Description
Summary	Summary of the application.
Application	Type	Type of application. For example, enquiry or future student.
	Number	Unique number identifying the application.
	Date	Date the application was made.
	Amount	The enrolment deposit amount. Note: Cash receipts can be generated automatically for enrolment deposits created through the online application process. See Synergetic Financial Configuration - Enrolment Deposits tab in the Finance manual.
	Status	Status of the application.
	AgentID	Synergetic ID of the agent responsible for the application.
Billing	Family Deposit	Whether a family deposit was paid.
	Fam Based Amt	Amount of deposit.
	Email Address	Billing email address provided with the application.
Payment	Transaction Code	Code for the third party payment transaction.
	Response Code	Code for the third party payment response.
	Response Text	Text provided with the third party payment response.
	Error	Any error that occurred during the payment.
Counts	Attachments	Number of attachments provided with the application. Note: You need to set a SynergyMeaning of OnlineApplyAttach against a record in the luDocumentClassification lookup table to import application documents. See luDocumentClassification lookup table in the System maintenance manual.
Counts	Activities	Activities provided with the application.

Students area
The fields in the Students area are a superset of the fields available in the Future Student Maintenance window on the:

Personal tab. See Future Student Maintenance - Personal tab.
Flags tab. See Future Student Maintenance - Flags tab.
Enrol Details tab. See Future Student Maintenance - Enrol Details tab.
Applications tab. See Future Student Maintenance - Applications tab.
Supplemental tab. See Future Student Maintenance - Supplemental tab.
Source tab. See Future Student Maintenance - Source tab.
Transport tab. See Future Student Maintenance - Transport tab.
Courses tab. See Future Student Maintenance - Courses tab.
Emergency tab. See Future Student Maintenance - Emergency tab.
Doctor tab. See Future Student Maintenance - Doctor tab.
Medical tab. See Future Student Maintenance - Medical tab.
Debtor tab. See Future Student Maintenance - Debtor tab.
Photo tab. See Future Student Maintenance - Photo tab.
Comment tab. See Future Student Maintenance - Comment tab.
International tab. See Future Student Maintenance - International tab.

Contacts area
The fields in the Contacts area are a superset of the fields available on the:

Contacts tab of Future Student Maintenance. See Future Student Maintenance - Contacts tab in the Community manual.
Name tab of Community Maintenance. See Community Maintenance - Name tab in the Community manual.
Home address tab of Community Maintenance. See Community Maintenance - Home Address tab in the Community manual.
Occupation tab of Community Maintenance. See Community Maintenance - Occupation tab in the Community manual.
Phone tab of Community Maintenance. See Community Maintenance - Phone tab in the Community manual.

Buttons

Button	Description
	Launch the File Chooser window to load the import file.
	Load the data file selected into the grid areas in the Process Online Applications window.
	Delete the application from the grid. All students in the application are removed from the window. Note: You cannot delete an application once students in the application have been transferred to enquiry or future students or have been added as a community member.
	View a read-only HTML page displaying the original application form in your default web browser. Note: The following message is displayed if there is no correlating online form.
	Set the selected student's status as Enq Student and transfer them into Enquiry Student Maintenance. See Maintaining enrolment enquiries. Note: Your organisation can configure whether this button is displayed. See StudentTransferMode configuration setting in the System maintenance manual.
	Set the selected student's status as Future Student and transfer them into Future Student Maintenance. See Maintaining future students. Note: Your organisation can configure whether this button is displayed. See StudentTransferMode configuration setting in the System maintenance manual.
	Set the selected student's application as rejected.
	Reinstate a student whose application status has been set as rejected.