Application Workflows

The process for applications varies for school levels, and students. This function allows you to design and build a fail safe process to facilitate, both the online and offline application process. Designing custom built automatic templates is made easy, with the workflow tool. Designed for new student enrolment, it can also be adapted for enrolment to School organisations, Alumni, and for adhoc school trips that require payment.

How to access

In the Admissions menu header, under Advanced options.

If you do not have access to these options, you can contact our Support team to request access to these new functions and modules.

Find Application Workflows in the list, and open the listings. At the bottom of the list window, open New Workflow to create your process.

You can save and apply as many workflows as you need, for archive purposes or for reuse. (e.g. Full year / Half year enrolment, Local or international application, Alumni driven application). Each part of the workflow is referred to as a step, it is advisable to sketch out your requirements before starting. Try to think in terms of how to achieve the goal and ensure clear communication with efficiency. The basic explanation of workflow can help to create this. 

The form is broken down into three steps:

1. Process details,
2. user rights and
3. workflow.

Process details

Open the new workflow, and a new screen appears. 

1. Label and type

Give the process a name in the 'Application label' field, and attach an application type to the workflow. The type drop down list will show the saved forms from the Form Builder function. 

2. Accepted applicants

The accepted applicant field decides who can submit an application to the school. There are three default options:

• Parents and students
• Students only
• Legal guardians and representatives only

For schools dealing with minors, the standard option would be legal guardians. If you have an adult student population then students only would be appropriate. 

3. Status

This decides whether the workflow is active or disabled. Active workflows will appear on the My Applications user menu header. Disabling will archive the workflow, it can be reactivated at any time.

4. Information fields

If you are running multiple programmes then you can allow for applicants to apply for as many as are available. Add a description if needed to help Admission staff. If there is a specific reply email (registrations, new admissions) for the registration process then it can be entered here and all communication during the process will be forwarded to this address.

User rights

Set up who can send applications, and view data regarding the application process. The screen also provides the base for creating the student profile. 

Click on the folder icon to edit the list. The top list will allow details and grant access rights to Father, Mother or any user classed as a parent. The second list shows the legal guardian options.

Check the default settings and refine them depending on your schools policy. By default all settings will be checked in terms of access.

Workflow

The process builder is designed to allow 100% customisation, whilst assisting Admissions staff with automated process steps and contact points. The three process blocks are:

• Add form - Builds an interface between the school and the potential new applicant (Form submission, and Email receipt and confirmation)
• Add reviewer check - Normally for internal communications between Admissions staff and governing committees or deciders if applicable. 
• Add payment - Interface to link with the finance packages if applicable.

Adding forms

Click on the Add Form link, and an empty field will appear in the workflow, stating form not configured. Press the cog icon to edit, clicking on the red cross will delete the step from the workflow.

In order for a step in the admissions workflow to be completed, a form is needed. This can be internal facing with simple check boxes, or external requiring user confirmation. You will not be able to advance prospects within the admission workflow without building these first.

1. Form

Enter the label/name for the step. You can enter a brief description to help other users understand the purpose of the step. The drop down box will give you the option to use your saved forms. For more information, have a look at this article. Check whether the applicant should see this part of the process.

2. When step is complete

As part of the prospects management function, actions will be triggered depending on the status of the applicant. These statuses can be modified in Application Statuses.  

3. Submitter mail

When the form has been submitted, the system will send an automatic reply to the submitter if this option is selected. Enter the email details, subject and email body. MySchool will pick up the data from the user record and include it in the email. The options are :

Place the cursor in the email body, then click on any of the above to include the data point in the communication. 

Make sure the data collection form includes the fields you wish to use in the email body as mandatory fields. if you do not do this, you risk sending out emails with missing data.

4. Admission team mail

The end of the process is to pass the information internally to the Admissions team (Have a look at creating User groups if you do not have this set up). The email is created in the same way as above, and can include the same data.

Add Reviewer

A simple workflow process might look like this:

Submitter Request  > Internal Review & Reply > Submitter Confirmation

> Internal Confirmation > Payment request > Confirmation

However, you can have as many steps as your school needs. The Add reviewer option adds an internal stage and is designed to help with the management of the request. Clicking on the cog icon will bring up the same screen as adding a form.

Add payment

MySchool has the possibility to add a payment stage, an additional field will be added to the form, linking it to a payment schedule as per your finance set up. The Edit form screen will now include Fee & Re-application fee fields. Depending on what entries you have set up in the Finance (Fees), you will be given the option to include it here.

Once you have completed the workflow, save it to the list. Check to see if the flow is active for you to test.