Set Up Application Requirements and Action Plans

Create Document Types

Document Types identify the types of documents applicants must upload or attach to their Application, such as a letter of recommendation or an unofficial copy of their transcript. Your applicants might be uploading these documents from a portal or other website. In Salesforce, these documents are attached to a Document Checklist Item record that’s associated with an Action Plan record.

Create Document Types for any items that you want your applicants to upload. We recommend that you create all of your Document Types at once. Typical Document Types include:

• Recommendation

• Test Score

• Transcript

• Resume

Note Document Types aren't required to implement Admissions Connect. However, we recommend creating them as they can help with future reporting needs and potential integrations.

1. From Setup, search for and then select Document Type.

   To view the Document Type page, you need the Document Checklist permission set. This permission is included by default in the Admissions Connect permission sets. 

2. Click New Document Type.

3. Fill out the details.

   Label

   Enter the name of the document applicants will upload.

   Name

   Enter an API name.

   Is Active

   Selected. You can deactivate a Document Type when you don't need it anymore.

   Description

   Enter details about this Document Type. 

4. Save your changes.

Create Field Sets

In Admissions Connect, field sets are mainly used to let you display and collect data in Action Plan Items that are Tasks. Field sets can represent the questions on your application or the form-field information you want answered, like date of birth, education history, or parent’s education.

The field sets you create for Task data get specified in Application Material Type records, which in turn get associated with Application Material Mapping records. The mapping record defines where the Task appears among the other application requirements. 

We recommend creating a unique field set for each Task. Think about a situation in which you want to display 10 fields for first-year applicants, but only 5 of those fields for transfer applicants. You can't reuse the same field set in this scenario.

Tip Make sure that you give your admissions staff and applicants permissions for all the fields in the field set and the object. Otherwise, they won't be able to see the data in the Admissions Connect components.

Field sets can also be used to configure other Admissions Connect features, like custom application review feedback questions. The steps to create field sets are the same, regardless of whether you're setting them up to display Action Plan Items that are Tasks or for review questions.

1. From Setup, in Object Manager, click an object name and then click Field Sets. 

2. On the Field Sets page, click New.

3. Fill out the details.

   Field Set Label

   Enter the name for this field set.

   Field Set Name

   Enter an API name. This name will later be specified in the Application Material Type record. 

   Where is this used

   Provide a brief description.

4. Save your changes.

5. Drag the fields you want to the In the Field Set region.

   Make sure to drag the fields into the In the Field Set region, not the Available for the Field Set region.

6. Optionally, specify fields as Required.

   If you're creating an applicant portal and plan to let applicants fill out these fields, required fields help applicants know exactly what's required to submit a complete application.

7. Save your changes.

For more information, see Creating and Editing Field Sets in Salesforce Help.

Create Application Material Types

Application Material Types provide the display details for Action Plan Template Items that are Tasks. You specify object information about the data you'll show. Then, to specify the exact data, you provide a field set or choose specific data from a JSON object. After your Application Material Type records are created, use them in Application Material Mapping records to specify how the data is shown in relation to other application requirements.

You can create Application Material Type records to display data for the Application and Contact objects, or for a child object that has a direct lookup to one of these objects. For example, you can create an Application Material Type record to show details from an applicant’s Contact record and another to show details from the applicant’s Education History records.

Keep in mind that multiple Action Plan Template Items can use the same Application Material Type. For example, if you plan to create separate Action Plan Templates for undergraduate and graduate applicants, you could use the same Application Material Type to show applicant details in two different Action Plan Template Items.

1. In the Admissions Connect app, select Application Material Types from the app navigation menu and click New. 

2. Fill out the details, noting these fields in particular.

   Application Material Type Name

   Enter a name. We recommend using a brief but descriptive name about what type of data you're displaying. Consider a name that complements an Action Plan Template Item name.

   Description

   Enter a brief description. 

   Source Object

   Select Contact or Application. 

   Data Source Type

   Select Field Set if display data is stored in the fields defined in a field set. Select JSON if display data is stored in an EDA JSON field.

   Child Object

   To display data from an object with a lookup to Contact or Application, specify the API name of the related child object. Remember, all related child object records are displayed. Admissions Connect doesn't limit the number of records returned.

   Make sure to give your users Read access to all the fields in the field set and to the Child Object. Otherwise, they can't see the related data in the Admissions Connect components.

   

   Important Applicants can't edit fields for child records that show in the applicant portal.

   Child Object Filter Field

   If specifying a Child Object, optionally enter the API name of the checkbox field that determines whether the child record is shown. This field must be a checkbox or formula checkbox field on the specified Child Object. If this field is selected, the record is shown. If deselected, it's not.

   Child Object Sort By Field

   If specifying a Child Object, optionally enter the API name of the field used to sort the child records. This field must be a field on the specified Child object. If blank, records are sorted by LastModifiedDate.

   Child Object Sort Direction

   If specifying a Child Object, optionally choose a sort order for the child records. If blank, sorting is descending.

   Field Set for Display

   If specifying Data Source Type as a field set, enter the API name of your field set. 

3. Save your changes.

4. If you selected JSON for Data Source Type, click Edit JSON Display. Then select the desired data.

   

   Note If you select child data, always select its parent data. If an applicant doesn’t have data in the JSON field, nothing is shown in the Admissions Connect components.

5. Save your changes.

If you're stuck configuring Application Material Type records for child object data, just work backwards, thinking about the exact data you want to show. For example, let’s say you want to show the names of an applicant’s parents so that verifiers can search for legacy status. You create a custom formula checkbox field called isParent with the formula OR(ISPICKVAL(hed__Type__c, "Father"),ISPICKVAL(hed__Type__c, "Mother"),ISPICKVAL(hed__Type__c, "Parent")). That way only the parents' records for an applicant are returned for the Relationship object. Your Application Material Type specifies these values.

• Source Object: Contact

• Child Object: hed__Relationship__c

• Field Set for Display: Applicant_Family_Details

• Child Object Filter Field: isParent__c

• Child Object Sort By Field: Name

• Child Object Sort Direction: Ascending

After you configure an Application Material Type record for JSON, keep in mind that updating the Source Object or Child Object fields makes the JSON Display settings invalid. The Application JSON, Contact JSON, and Education History JSON fields each have different JSON data to choose from.

Create Action Plan Templates and Action Plan Template Items

Action Plans let admissions staff and applicants know what requirements must be completed and submitted. In order to assign Action Plans, you first need to create Action Plan Templates.

For a refresher, see How Are Action Plans Created. Remember that each Action Plan Template must have one or more child Action Plan Template Items.

1. In the Admissions Connect app, select Action Plan Templates from the app navigation menu and click New.

2. Fill out the details. 

   Name

   Enter a name that helps your admission staff quickly identify this Action Plan Template. We recommend that you tell your admissions staff to enter this same name when manually assigning Action Plans. 

   Template Owner

   Leave this as yourself or choose someone else on your staff that you want to own and manage Action Plan Templates. 

   Description

   Enter a brief description. We suggest noting what child items are included.

   Let users add items to action plans

   Select this checkbox to allow admissions staff to create ad hoc documents and Tasks after an Action Plan has been assigned to an Application. For example, you might want to allow staff to upload an image of a receipt for miscellaneous fees, or maybe an applicant needs to submit an additional letter of recommendation. For more information on ad hoc items, see Configure Application Requirement Assignment 

   Action Plan Type

   Leave set to Industries. 

   Target Object

   Select Application.

   

   Note To assign Action Plans to Applications later, you must specify Application for this field. 

3. Save your changes.

4. To create child Action Plan Template Items that are Tasks, click New Task.

   Remember that Tasks let you collect and display field-level data from an object. 

   Subject

   A user can't edit Action Plan Items when assigning an Action Plan, which means the name you enter here is the name that's displayed in the Admissions Connect components for Action Plan Items that are Tasks.

   Priority

   Select a priority. 

   Days

   Once the Action Plan is assigned, the applicant will have this many days to fill out the data before the Task is overdue. If you plan to import data from another system, like Common App, this number is less important (but still required) because the data is automatically added on import and doesn't require a due date. 

   Required

   Select this checkbox to indicate that this Task is required for the Application.

   Comments

   Enter a brief description for users about this Task.

   Prerequisite Tasks

   Don’t use this functionality in Admissions Connect. If you do, admissions staff won’t see the Task until the prerequisite Task is complete. In addition, applicants see an error and can’t view their Application.

   Don’t worry if you don’t see this field. Prerequisite Tasks are only available for new (unpublished) Action Plan Templates after you create an initial Task.

   Assigned To

   If the Task is for someone on the admissions team, leave this field assigned to the Action Plan Creator or assign it to a specific User. If you import application data using a third-party tool, consider creating automation that sets this field to the user running the import.

   If the Task shows field-level data that you want applicants to fill out in a portal, assign it to the applicant.

5. Save your changes.

6. To create child Action Plan Template Items that are Document Checklist Items, click New Document Checklist Item.

   Remember that Document Checklist Items are types of documents that applicants or users upload to the Application, like a PDF or image file.

   Name

   A user can't edit Action Plan Items when assigning an Action Plan, which means the name you enter here is the name that's displayed in the Admissions Connect components for Action Plan Items that are Document Checklist Items.

   Document Type

   Select one of your Document Types.

   Instructions

   Enter a brief description for users about this document.

   Required

   Select this checkbox to indicate that this document is required for the Application.

7. Save your changes.

8. When you're done creating child Action Plan Template Items, click Publish Template.

   

   Important After an Action Plan Template is published, you can’t edit it—which means you can’t modify or add child Action Plan Items, and you can't modify any Action Plan settings. Action Plan Templates must be published in order to apply them to an Application. 

The Document Checklist Items and Tasks that you add to an Action Plan Template are technically Action Plan Template Items until the Action Plan Template is assigned to an Application. You won’t be able to see these records in the Document Checklist Item and Task list views until you assign the Action Plan Template. 

As requirements change, you can deactivate a template or clone it to make a new template. When you clone it, you create a new version of the template. You can’t delete Action Plan Templates. 

Create Application Material Mapping Records

Application Material Mappings bring everything together: They allow Action Plans and child Action Plan Items to display in the Admissions Connect components. The mapping records specify the order in which the Action Plans display in the Application Checklist and Reviewer Application Reader components. The order determines how verifiers, reviewers, and applicants view the application requirements.

Note

All of your Action Plan Templates and Action Plan Template Items must have associated Application Material Mapping records. If they don't, assigned Action Plans display as sequence 1 items in alphabetical order in the Admissions Connect app, which might not be what you expect. In a portal, items without a mapping record don't show at all. Ad hoc Action Plan Items don't have mapping records. These items show below other peer Action Plan Items in alphabetical order. If you're using a portal, see https://help.salesforce.com/s/articleview?id=sfdo.ac_setup_portal.htm.

When creating mapping records, there are three types of records you might create. The fields you specify in the mapping records are different for each type.

Note There are other optional fields that control applicant settings. We’ll get to those later.

With your planning spreadsheet in hand, create all your mapping records at one time. Keep in mind that some columns in the planning spreadsheet are Setup configuration and not fields on the Application Material Mapping record.

1. In the Admissions Connect app, select Application Material Mappings from the app navigation menu.

2. Select the All list view, then click New.

3. Fill out the details based on what type of mapping record you’re creating.

   When searching lookups, only the most recent records display by default. You might need to enter the name of the record and press Enter to see full search results.

   Action Plan Template

   If you're configuring the display of an Action Plan, specify the Action Plan Template record associated with this mapping record. If you're configuring the display of an Action Plan Item, leave this field blank.

   Action Plan Template Item

   If you're configuring the display of an Action Plan Item, specify the Action Plan Template Item record associated with this mapping record. If you're configuring the display of an Action Plan, leave this field blank.

   Application Material Type

   If you're configuring the display of an Action Plan Item that is a Task, specify the associated Application Material Type record that provides display details. Otherwise leave this field blank.

   Sequence

   Enter a positive whole number, starting with 1, to specify the display order of this item relative to other items at the same level.

   

   Tip We recommend using whole numbers (like 1.00) for parent Action Plan Templates and decimals for the same whole number (like 1.10) for corresponding child Action Plan Template Items. This can help you sort mapping records in a list view. Just keep in mind that if you update a Sequence field later, the Sequence fields of child Action Plan Template Items aren't updated automatically.

   The Sequence field for Action Plan Templates is relative to other Action Plan Templates. Likewise, the Sequence field for Action Plan Template Items is relative to other related Action Plan Template Items for the same Action Plan Template.

   If more than one Action Plan Templates or Action Plan Template Items specify the same sequence, they are sorted alphabetically within that sequence.

4. Customize applicant portal settings using these fields.

   Show Navigation to Applicants

   Indicates whether applicants see an item in the portal. 

   Applies to: Action Plans and Action Plan Items

   Show Content to Applicants

   Indicates whether applicants see the document or data in the portal. If this field isn't selected, applicants see either a default message that the content can't be shown or a custom message that you define in Applicant Hidden Content Message.

   Requires that: Show Navigation to Applicants is selected

   Applies to: Action Plan Items (Document Checklist Items and Tasks)

   Let Applicants Upload Files

   Indicates whether applicants can upload files in the portal.

   Requires that:

   • Show Navigation to Applicants is selected

   • Show Content to Applicants is selected

   • The Document Checklist Item allows upload, which is determined by its Status or the state of the Application record. For information, see Verify Your Applicant Portal Setup.

   • The applicant is the owner of the latest version of the pending or rejected document.

     

     Note Applicants can't upload a file if an admissions staff member uploads a file before them because the applicant is no longer the owner of the document.

   Applies to: Action Plan Items (Document Checklist Items only)

   Applicant Instruction Message

   Enter a custom message to let applicants know how to submit a document or complete a hidden Task.

   For documents that haven’t been uploaded yet, these settings are required.

   • Show Navigation to Applicants is selected

   • Show Content to Applicants is selected

   For Tasks that have a Status of Not Started, these settings are required.

   • Show Navigation to Applicants is selected

   • Show Content to Applicants is not selected

   Applies to: Action Plan Items (Document Checklist Items and Tasks)

   Applicant Hidden Content Message

   Enter a custom message to let applicants know relevant details, including that an item is visible only to the institution. The Applicant Instruction Message overrides this message when a document hasn't been uploaded yet or the Task status is Not Started.

   Requires that:

   • Show Navigation to Applicants is selected

   • Show Content to Applicants is not selected

   Applies to: Action Plans and Action Plan Items (Document Checklist Items and Tasks)

   

   Note On mobile devices, this message doesn’t show for parent Action Plans in an applicant portal. It only shows for Action Plan Items.

5. Save your changes.

Note For Tasks created from an Action Plan Template Item, in other words a non-ad hoc Task, the Admissions Connect applicant settings override the Public setting (isVisibleInSelfService on Task). For example, if a Task is marked as Public, but the Application Material Mapping record for that item isn’t configured with Show Navigation to Applicants, the Task isn’t visible to applicants in the portal.