Unifyed Student – Admit | Release 9.4

Feb 15 2019

Chicago, IL – Feb 15, 2019: Unifyed Release Notes provide information on the new features, enhancements and bug fixes in each release. Click on the release below to learn more about what Unifyed delivered in recent Unifyed Student – Admit releases.

New Feature

CAPTCHA Implementation

A new security feature called CAPTHA has been implemented for both the Self-Service and Inquiry forms. CAPTHA prevents robot entry to the forms by requiring a valid response to a visual test. This feature is enabled or disabled from the Institutional Defaults settings at the institution level.

When CAPTCHA is enabled, a Self-Service or Inquiry user must respond to the CAPTCHA questions after entering an Email address:

The CAPTCHA image and question is random, the challenge is to click on all items as indicated.  An incorrect response will result in a new challenge.  CAPTCHA challenges persist until the user successfully responds; closing the window will abort the attempt to login.

When CAPTCHA is disabled, there is no change to existing behavior; the Self-Service and Inquiry forms will only require an Email address.

New Financial Aid Fields

Two new fields, “Is Financial Aid Awarded” and “Financial Aid Award Date” have been added to the Applicant record, and are located in the Financial Aid section of form. These fields may aid in flagging applications when institutions are sending Financial Aid Award Offer letters. The “Financial Aid Award Date” is exposed only when “Is Financial Aid Awarded” is indicated as “Yes”.

Note: Both fields are configurable within Field Management and are available on Customized Column.

Entity Fianacial Aid Fields

The financial aid fields “Financial Aid Status”, “Date Filed” and “Financial Aid Receipt” have been moved to the entity level. Entity data is defined as data which occurs once for a person (as identified by a unique Email address) and is common and shared by any/all Prospect and Applicant records existing for that person. Thus updating any of these fields on one record, will reflect on all records.

Prior Name Field Enhancement

Prior name tracking has been improved on the Applicant, Prospect and Employee forms, by the retention of all historical name changes. Before this change, only the latest occurrence of a prior name was recorded. Prior name tracking is invoked any time a change is made to the First Name, Middle Name or Last Name fields, by saving the concatenated string of these fields before any updates are saved. All prior names are now displayed in a grid, in reverse chronological order with the most recent entry at the top.

People Search and the list page Advanced Filter option will only consider the most recent Prior Name. When the Prior Name field is included on the list, via Customize Columns, it is the most recent instance which will be displayed.

Institution Validation Table Entries

Additional entries can be made to the Institution Code Validation table to ensure that there are no missing institutions when historical academic data is being entered for a Prospect or Applicant. Unifyed Admit initially populates this Validation table with the College Board Industry Standards list, which has a 6-digit CEEB code. For this reason, the code for any new entry to the table will be limited to a maximum of 5 digits to prevent any conflict in maintenance, if and when the College Board list is updated in the future.

  1. Name of the institution is required.
  2. The institution must be identified as a High School or a College.
  3. The code, with a maximum of 5 digits, is also required.
  4. Remaining fields should be provided if known, and the record can be saved.

With the exception of the code field, updates are allowed to any field on the records saved in this table, that were created in the manual manner described above.

Only the Title field can be updated on records in this table provided by the official College Board list.

Standard Values in Validation Table

A recent release (9.2) introduced Address Settings which, when enabled, mandate that only “Home” and “Mailing” address types are allowed on the Self-Service form. The successful implementation of this feature is dependent on the existence of the “Home” and “Mailing” address types being in the Address Type Validation table. To this end, “Standard Values” in Validation tables now define entries in Validation tables which are implemented by Unifyed Admit, and with the exception of the Title, cannot be modified by the institution. At this time, the “Home” and “Mailing” address types are new Standard Values, with codes “H” and “M” respectively.

Address Settings by Calender Type

A recent release (9.2) introduced Address Settings which, when enabled, mandate that only “Home” and “Mailing” address types are allowed on the Self-Service form. This setting has been extended so that it is configurable at the Calendar Type level.

As always, if a specific Calendar Type has a value set, it will override the institution level setting.

Data Imports Duplicate Records

Improvements to the import process for Applicant files are achieved with enhanced options available for managing potential duplicate records. Enhancements include viewing data from all potential duplicate records side by side, with record level options, as well as field level resolution.

Duplicate record management is available by clicking on the quantity in the “Potential Matches” column of the imported file, on the Data Upload list. The list, as illustrated below, will identify the records from the imported file which are potential matches to an Applicant record already existing in Unifyed Admit. The incoming records can be discarded, used to create a new record, or used to update the existing record on a field by field basis.

1. Selecting any row labeled “Duplicate”, or selecting any row from a group of rows labeled as “Duplicate”, navigates to the details of the existing and incoming records and allows them to be managed.

2. The left pane shows the list of the Applicant attributes stored in the Unifyed Admit system in an outline format, with nodes that can be expanded or collapsed for viewing more or less data, as the user desires. The “Collapse All” and “Expand All” options in the header can be used to expose all fields, or collapse all fields with a single mouse click.

3. The column labeled “System Record” displays the values of the Applicant record stored in Unifyed Admit. The remaining columns to the right represent the newly arrived, imported data; the number of columns will vary depending on the number of imported records that are potential duplicates.

4. The vertical ellipsis option on each column, allow action to be taken for the entire imported record.

  1. Discard – This option indicates that the entire record should be ignored, and have no impact on the existing Applicant record.  Discarded columns will be removed from the screen.  Discarded columns will be considered “Resolved” since a decision was rendered.
  2. Create New – This option indicates that a new Applicant record should be created in Unifyed Admit with the data from the column.  If clicked, the column will be removed from the screen and will be considered “Resolved” since a decision was rendered.

Merging Duplicate:

Existing Applicant records can be updated with incoming data on a field by field basis, by identifying fields to be updated by selecting the new value from the column which contains the desired data.

  1. Indicate desired values for existing Applicant record by making a selection from the available values on each row.  By default all current values are selected in the “System Record” column, choose a different value for any field by selecting from one of the columns representing incoming data.  Use the radio buttons in the header labeled “System Record” and “New Record” to set all the values in that column.
  2. “Merge Record” button will update the existing Applicant record in Unifyed Admit with the selected values as specified by the user.

Capture Historical Acedemic Record

On the Self-Service form, an affirmative response to the “Have you ever attended another college” will require that the Applicant identify the previously attended college, and will automatically engage the Historical Academic Data entry form with “College” selected as the institution type. If the historical data is not entered, then the response to the “Have you ever attended another college” will revert to “No”. Additionally, changing the response to the “Have you ever attended another college” from “Yes” to “No” by the user, will remove any historical, college type, academic data entries (based on user confirmation at the warning pop up message box). This enhancement will not prevent the Applicant from adding additional historical academic data, for either “College” or “High School” type, but will ensure that at least one college entry is made when the user indicates another college has been attended.

Extending Phone Extension Limit

This enhancement expands the phone extension field length to a maximum of 6 digits on all contact fields on the Prospect, Applicant and Employee forms, for both Self-Service and Administrative sites.

Historical Communication Tasks

Communication tasks can now be created as “Historical Communications” to ensure that all interactions with a Prospect or Applicant can accurately and completely be recorded in Unifyed Admit.

  1. Ad-Hoc Communication tasks can be marked as “Historical Communication”, which will automatically flag the task as completed.
  2. The completion date entry must be prior to the current date.  The Due date will default to the completion date.

The remaining data entry behaves in the same manner as any ad-hoc task being added, with the exception that the delivery hierarchy is not needed. The list of communications on the Prospect and Applicant forms includes a new column to indicate if each communication is historical or not.

Opt-Out Impat on Immediate SMS/Email

When sending an immediate Email or SMS communication to a list of Prospects or Applicants from the list page, the user will be informed about any intended recipients who have opted out of that communication method, and are ineligible to receive the communication. The user can choose to proceed or cancel the operation; proceeding will deliver the communication to only those who have opted in.

Decision Tasks Improvement

Updates to Decision Task management, available from the navigation bar under Application Settings > Decision Task, include the following improvements:

  • Calendar Type is selected first and determines the valid values in the Decision Description drop down list box.
  • Call has been added as a type.  The complete list of types are: Call, Email, Paper Mail, SMS.
  • Campaign has been added as an optional data element; valid values are provided by the Campaign Validation table.
  • An engaged toggle switch, labeled “Trigger Task on Decision”, indicates the task communication should be delivered immediately after the selected decision has been rendered on the Application.  The alternative is to schedule a delay in the delivery.
  • Delivery of the Task communication can optionally be scheduled for an indicated number of days after an event.  At this time, the only applicable event is “After Decision”.  As always, pending tasks that have been assigned to an Applicant are subject to change based on changes made to the Applicant record.  A pending Decision Task communication may be deleted if a different decision is applied before the scheduled date arrives.
  • Task Rules are optional; by definition, the implied rule is that the latest decision on the Applicant record matches that of the Task template being created.  If additional conditions are desired, then rules can be added as needed, which will be evaluated at the time the decision is made for the Applicant.
  • Rule Component drop down list box contains a new entry called “Ever Previously Assigned Decision” to test whether a decision was or was not historically made on an Applicant record, depending on the selected Condition.
  • Decision Task templates will only be applied to Applicant records as they are updated, and have a decision rendered; they will not be applied, en masse, to historical data upon release.
  • Paper Mail Communications can be processed from the navigation bar Application Settings > Decision Print Task.

Updated Counties for Select Zip Codes

Unifyed Admit has been updated with the following zip code and county associations. During any data entry of an address, selecting one of the following zip codes will populate the County drop down list box with the associated values, so that the correct selection can be made by the user.

  • 08012 – Blackwood, Camden and Gloucester County
  • 08081 – Sicklerville, Camden and Gloucester County
  • 08037 – Hammonton, Camden and Atlantic County.

Manual Counselor Assignment from Application List

Manual Counselor assignment for Applicants can now be performed from the list page, in a similar manner as Recruiter assignement can be done from the Prospect list page. The Counselor icon has been added to the available options on the Applicant list page so that any number of selected Applicants can be manually assigned to a designated counselor in a single step.

Accessibility Compliance

Along with the platform, this release is compliant to WCAG conformance levels A & AA.

Supported Browsers & Devices

This release is supported on the following browsers and devices:.

Supported Devices
Device Operating System
iPad Retina iOS 10.3.3
iPhone 6 iOS 12.1.2
Nexus 5x Android 8.1.0
iPhone X iOS 12.1.2
One Plus 6 Android 9
Samsung Galaxy Android 9
iPhone Xs Max iOS 12.1.2
iPhone 11 Pro iOS 13.1.1
Supported Browsers
Device Operating System
Chrome version 68-71
Safari version 12
Firefox version 55-64
Internet Explorer version – latest

About Unifyed

Unifyed™ is the only AI-first, microservices-based, cloud-native student information system provider and serves over 750 colleges and universities in seven countries. Unifyed is a beautiful and easy-to-use solution designed with an AI-first approach to increasing student engagement and international enrollment. Developed by Columbia University in partnership with the higher education community, our solution is both affordable and flexible to meet the needs of traditional and non-traditional institutions alike.