Individual Submission Detail Window

· Highlight a row on the Process Internet Submissions window and click the Process button and either the ID_NUM is specified for the selected submission or no duplicates were found during the Duplicate Name Search process.

· Highlight a row on the Process Internet Submissions window with no ID_NUM specified and click the Process button, which finds one or more duplicate rows. Highlight a row on the Duplicate Name Search window (for online applications) and click OK to select an existing ID Number or click Create New ID button.

This window contains five tabs, Name, Biograph, Address, Candidate, and Candidacy (Candidate and Candidacy tabs are only available for Admission-related submissions). These tabs serve as a way to view and save the fields from the online application that are currently mapped to the Jenzabar J1 database.

An asterisk on a tab label (e.g., Name*) indicates that information on this tab has not been saved to the database. When the information on that tab is saved, the asterisk is removed. If any information already in the database does not match the information from the online application, the column is shaded in gray when you are viewing application data. If the application data matches the data in the database, then no shading is present. You can toggle between database and application data by clicking the View Database Data/View Application Data button.

You can save each tab individually, or you can save all tabs at the same time by clicking the Save All button. At the time all tabs on the application are saved, data is saved to or overwritten in various tables (Name Master, Address Master, Biograph Master, Candidate, and Candidacy as appropriate). Upon closing the Individual Submission Detail window, you have the option of keeping the submission for later use (leaving it in the COMTABLE database table) or moving it to history. If it is moved to history, all application data can be retrieved from the XML string in the DATA field of the SUBMISSION_HISTORY table.

How To

1. Open the Process Internet Submissions window.

2. Highlight the application row you want to process.

3. Click Process.

a. If there is no ID associated with the submission and the system thinks there are matches in the database (depending on the criteria defined in the Duplicate Name Configuration window for the logged-in user), the Duplicate Name Search window opens displaying all matching rows.

i. Determine the appropriate row by comparing Social Security Numbers, gender, etc., or by clicking the Show Detail button to access more database information.

1) Highlight the appropriate row, and click OK.

2) The Individual Submission Detail window opens with all tabs active and displays the online application data. An asterisk in the tab label indicates that some information on that tab has not been saved to the database. The View Database Data button is also active.

3) If database and application data do not match, the column is shaded in gray. You can toggle between the database data and the application data by clicking the View Database/View Submission Data button. View and then edit data on tabs where necessary. You will be prompted to save each time you move to another tab. You can save each tab, or you can click the Save All button when you complete the processing of the application.

4) If you click Save All, all submitted changes are saved to the Name Master, Biograph Master, Address Master, Candidate, and Candidacy tables as appropriate. If you save the data on an individual tab, only the data displayed on that tab is saved to the database.

5) When you attempt to close the window, the following message displays: "Would you like to keep the submission data available for future processing?"

a) Click Yes to leave the submission available for processing with a 'Partially Processed' status.

b) Click No to move the submission to the SUBMISSION_HISTORY table with a 'History' status.

c) Click Cancel to return to the Individual Submission Detail window.

ii. If you determine that none of the rows match, click Create New ID.

1) The Individual Submission Detail window opens with the Name tab active.

2) Enter an ID Number manually, or allow the computer to automatically generate an ID Number when you save.

3) There is no database data since this is a new ID Number; therefore, the View Database Data button is not available.

4) Check the application information on the Name tab and make any necessary changes. Save. The ID # column is populated (if not already populated), and the other tabs become active.

5) Check the information on each tab and edit if necessary. You will be prompted to save each time you move to another tab. You can save each tab, or you can click the Save All button when you complete the processing of the application. Any changes are saved to the Name Master, Biograph Master, Address Master, Candidate, and Candidacy tables as appropriate.

6) When you attempt to close the window, the following message displays: "Would you like to keep the submission data available for future processing?"

a) Click Yes to leave the submission available for processing with a 'Partially Processed' status.

b) Click No to move the submission to the SUBMISSION_HISTORY table with a 'History' status.

c) Click Cancel to return to the Individual Submission Detail window.

b. If there are no matches in the database, the Individual Submission Detail window automatically opens with only the Name tab active.

i. Enter an ID Number manually, or allow the computer to automatically generate an ID Number when you save.

ii. There is no database data since this is a new ID Number; therefore, the View Database Data button is not available.

iii. Check the application information on the Name tab and make any necessary changes. Save. The ID# column is populated (if not already populated), and the other tabs become active.

iv. Check the information on each tab and edit if necessary. You will be prompted to save each time you move to another tab. You can save each tab, or you can click the Save All button when you complete the processing of the application. Any changes are saved to the Name Master, Biograph Master, Address Master, Candidate, and Candidacy tables as appropriate.

v. When you attempt to close the window, the following message displays: "Would you like to keep the submission data available for future processing?"

1) Click Yes to leave the submission available for processing with a 'Partially Processed' status.

2) Click No to move the submission to the SUBMISSION_HISTORY table with a 'History' status.

3) Click Cancel to return to the Individual Submission Detail window.