Unifyed Student – Admit | Release 9.7

Jun 06 2020

Chicago, IL – Jun 06, 2020: Unifyed Release Notes for Unifyed Student – Admit, an admissions & recruitment CRM for Higher Education. This release provides information on the new features, enhancements and bug fixes in each release.

New Features

Prospect Bulk Upload

Prospect records can be imported into Unifyed Admit with the new Bulk Upload feature. Institutions should retrieve the template file in order to know how data should be properly formatted for import.

  • Bulk Upload functionality is accessible from the Prospect list form; button is located in the upper right corner.
  • Bulk Upload list page displays previously uploaded data files and a summary of the record counts.
  • Download Template – Click on this button to download the template file, which defines the acceptable columns for submitting data.
    • All available Prospect fields to be populated are included in the header of the template file. The header row should not be deleted; valid import files must contain the header row.
    • The template file is a comma separated values (csv) type. Data files must be in this format for successful processing.
  • + Reporting Email – Click on this button to manage an Email distribution for notifications that a file was uploaded and processed. The Email includes the name of the file processed and a summary of the record counts:
  • Prospect data files can be uploaded for import.
    • Upload your document here – Click on this text to activate the pop up box which allows a file to be selected from the local source computer.
    • Alternately, drag a file from the local source computer and drop it anywhere in the blue band area.
    • Data files should be comma separated values (csv) format, and include the header row.
    • One row of data represents one new Prospect record.
    • At a minimum the following mandatory fields are required per Prospect record:
      • Calendar Type – The Calendar Type for which the Prospect should be created. The value could be either the code or the title for the Calendar Type, as defined in the Calendar Type Validation table.
      • Term – A valid Term defined for an academic calendar associated to the Calendar Type.
      • First Name – Prospect first name.
      • Last Name – Prospect last name.
      • Email Address Type – The type of the Email address being provided, as defined in the Validation table for Email Types. The code or title value can be provided.
      • Email Address – At least one email address is required. And this Email address must be unique to Unifyed Admit, as Email addresses are used to identify entities.
    • Data which potentially has multiple occurrences is numbered. For example Email Address 1, Email Address 2, Email Address 3. The maximum occurrences are defined by the header row in the template.
  • Rejected records will not be used to create Prospect records.
  • Records which are identified as duplicate or a potential match to existing Prospects, are rejected.
  • A file of rejected records, and the reason for rejection, is available for download by clicking directly on the number in the “Rejected” column.
    • A uniquely named file, with a prefix of “err-prospects-“, will be downloaded to the local drive.
    • The reason that the record was rejected will be in the last column; this column is entitled ErrorMsg.

Quick Response Codes

Quick Response (QR) codes can now be generated and used by an institution on their website or literature to directly navigate a new lead to the Self-Service form. The parameters Calendar Type, Term, Award, and Major can be included when creating the QR code. After scanning the QR code, a new user will be brought directly to the Self-Service form, which will have the set parameters automatically pre-selected on the form.
To create the QR code, navigate to Settings>>>Prospect QR Code. A list of previously created QR codes will be shown. Standard list behavior applies. From here, click Add New, located in the upper right corner of the screen.

  • Calendar Type, Term, Award and Major are all optional.
  • Any combination of parameters defined will dictate the configuration of the Self-Service landing page for the QR.

Once the parameters are set and saved, the QR code is created with a valid URL; the institution can then utilize the code to meet their needs.
The QR code can be downloaded to the local computer as a .PNG file.

Validation Table Upload Data

All Validation Tables can be populated by importing a data file of values. Institutions should retrieve the template file for the given Validation Table in order to know what columns are available for import into that specific table.

  • Bulk Upload functionality is accessible for every Validation Table, after a table has been selected and the values are listed. The “Bulk Upload” button is located in the upper right corner on each list page.
  • Data files uploaded, will be imported into the Validation Table currently selected. The Validation table is identified in the upper left corner.
  • Bulk Upload list page displays previously uploaded data files for all Validation Tables with a summary of the record counts.
  • Download Template – Click on this button to download the template file, which defines the acceptable format for submitting data, for the specific Validation Table selected.
    • The template file will have the same name as the Validation Table selected. Note: The name of the data file being uploaded, even if it contains the name of a Validation Table, does not determine the Validation Table to be populated.
    • All fields to be populated are included in the header. The header row should not be deleted; valid import files must contain the header row.
    • The template file is a comma separated values (csv) type. Data files must be in this format for successful processing.
  • + Reporting Email – Click on this button to manage an Email distribution for notifications that a file was uploaded and processed. The Email includes the name of the file processed and a summary of the records processed.
  • Validation Table data files can be uploaded for import.
    • Upload your document here – Click on this text to activate the pop up box which allows a file to be selected from the local source computer.
    • Alternately, drag a file from the local source computer and drop it anywhere in the blue band area.
    • Data files should be comma separated values (csv) format, and include the header row.
    • All fields defined by the header row should be provided in each data row, typical columns found in the header row include:
      • Code – Provide a unique code for the value.
      • Title – Provide the value description.
      • Calendar Type – The Calendar Type code to be associated to the value. A value can be associated to multiple Calendar Types by repeating the value on multiple rows with a different Calendar Type code on each.
    • Acceptable data rows will result in a new valid value in the Validation Table.
    • Duplicate data in the upload file, that is a row that contains a code and Calendar Type which already exists in the Validation Table, will be ignored, and will be reported as a duplicate error.
    • Rejected records will not be used to create valid values in the Validation table.
    • A file of rejected records, and the reason for rejection, is available for download by clicking directly on the number in the “Rejected” column.
      • The error file name will be the original uploaded data file, with an “error_” prefix.
    • The reason that the record was rejected will be in the last column, entitled errorType.
    • Processing of the data file is immediate upon upload. Upon completion, a message will display with a summary of the results.

Role-Based Access Control

Roles control permissions and functionality with Unifyed Admit. This release introduces the ability for the institution to create or modify roles using Studio. Studio has restricted access, but when it is accessible, it is from the user profile menu in the upper right corner. Manage roles by navigating through Studio>>>Settings>>>Role Based Access Control (RBAC).

  1. The group that will be affected by the changes can be chosen from the Groups list or added by clicking the Add Group option.
  2. After the Group is selected, the permissions can be set in the Access Control section for any of the items in the Menu List.
  3. After selecting an item from the Menu List, the permissions, such as create, read, update and delete, can be either selected or unselected.

Enhancements

Role-Based Access Control – Hide Section

The ability to hide a quick access section on the Prospect or Applicant form, per role is available within Studio. To hide a section for a Role, navigate through Studio>>>Settings>>>Role Based Access Control (RBAC).

  • After selecting the Group and a Menu List item, the sections to be hidden can be selected under Add More.
  • When a Hide access feature is selected, the section will be hidden for that role.
  • When a Hide access feature is selected, it will override any access granted to that section.

Institutional Defaults – Documents Associated to Entity

Documents will now be associated to an Entity rather than a particular Prospect or Applicant record. Since Entity data occurs only once and is shared between any Prospect and Applicant records for the same person, all documents will be available from either the Prospect or Applicant form.

  • A Prospect record lists the documents added from within the Prospect record first. However, even documents uploaded from the Applicant record will be listed.
  • An Applicant record lists the documents added from within the Applicant record first. However, even documents uploaded from a Prospect record will be listed.

Institute Default – Email Validation by Calender

The Self-Service form Email Validation and the Self-Service form Email Confirmation configurations under Email Validation settings can now be enabled for individual Calendar Types.
To configure Email Validation settings by Calendar Type, navigate from Settings>>>Institutional Defaults>>>Email Validation.

Task Rule – Active Results for Test Rule Results

When creating or editing a task, the rule portion can be tested to obtain the number of Prospects or Applicants that would be affected. The resulting quantity is now an active link to those affected records.

  • The number of Prospects or Applicants affected by the Rule will be an active link to a list of those Prospects or Applicants.
  • Standard list behavior applies.
  • Dismiss the list when finished, by clicking on the X located in the upper right corner of the list, and return to editing the task.

Institution Codes – School Address Data

The Validation Table for Institution Codes now exposes the address data for the institution. This Validation Table is primarily populated with data from the college board, however codes can be manually entered, and when doing so the address data can be provided.
Institutional address data will display when historical academic data is added to a Prospect or Applicant.

  • Address Street 1, Address Street 2 and Zip code are available for view when Institutional data is open for edit from the Institution Code Validation table.
  • Address data can be provided for institutions entered manually into the Validation Table.
  • Address data is automatically populated after a high school or college has been selected from the drop down list, or after a valid CEEB code has been entered and verified.
  • If the “My high school/college is not present in the list” option is checked, and the institution name is added manually, then the address data can also be provided manually.
  • Address data is view only and cannot be edited.

Communicatin Task Codes

The code field on all communication tasks, has been expanded in length, from 5 to 8 alphanumeric characters.

  • Code length expanded on Prospect Tasks, Applicant Tasks and Decision Tasks.
  • Codes are alphanumeric.
  • Codes are a minimum of 5 characters and maximum of 8 characters; any number of characters between 5 and 8 is acceptable.
  • The requirement that the code be unique between all communication tasks continues.

Address Display

The appearance of address data has been improved by removing unnecessary white space. This white space was created by unused address lines. All displays of address blocks have been updated.

      • Previous gaps caused by unused Address Lines 2, 3 and 4, are removed.
      • Address block appearance is improved on Self-Service and administrative forms. Address appearance is updated for Prospects, Applicants, Employees and family members.

Validation Table – Major Title Length Increase

The length of the Title field for Majors, as defined in the Major Validation Table, has been increased to 150 characters.

Enquiry Form Enable/Disable

Initial clients of Unifyed Admit did not have access to Self-Service, as it was not yet developed. These clients were provided with a similar web mechanism for Prospects to initiate contact with the institution, called the “Inquiry Form”. Segregation of Inquiry Form configuration has been achieved with this release. Institutions using Self-Service will no longer see any references to the Inquiry Form. Those institutions that do utilize the Inquiry Form will continue to have access to its configurations. This behavior is defined within your institution’s instance of Unifyed Admit, it is not a setting that must be configured by the institution.

Agent Field
A new field has been added to both the Prospect and Applicant form to capture the name of an Agent who is responsible for recruiting the lead.

  • The Agent field dropdown list will be populated with the Agent list information from Manage.
  • “Other” will be an option in the list so that Agent information can be manually entered when necessary.
  • When Other is selected from the dropdown for Agent, four dependent fields will be exposed:
    • Name of Agent
    • Nation of Agent
    • Email of Agent
    • Contact Number of Agent

Decision Communication – PDF Document as Email Atachments
A PDF document created by a Decision task, a new feature introduced in Release 9.6, can now be sent as an attachment to an Email sent by the Decision task.

  • Send PDF via Email – Toggle is only visible when Task Type is Generate PDF.
  • Send PDF via Email – Set toggle on to send an Email communication for the decision and attach the PDF document.
  • Email Subject – Field is exposed when toggle is on, so that Email subject can be entered.
  • Content – Field is exposed when toggle is on, so that Email content can be entered and formatted.
  • Decision Task templates applied to an Applicant will record the Email communication on the Communication plan.
  • Decision Task templates applied to an Applicant will store the PDF document in the Document section.

Recruiting Trend Yearly Widget – Range Modification

The Recruiting Trend Yearly widget on the dashboard has been modified such that the date range will start with the earliest month of the recruiting period, and end with the oldest month of the recruiting period, for the year(s) and season(s) selected.

Manage Fields – Self Service Profile

On Self-Service, the fields located on the Edit Profile form are now configurable by Manage Fields. The new option is available by navigating from Settings>>>Institutional Defaults>>>Manage Fields>>>Self-Service>>>Edit Profile.
Inquiry form fields are now managed independently, by institutions with access to the Inquiry form. Configurations can be set by Calendar Type. Access is by navigating through Settings>>>Institutional Defaults>>>Manage Fields>>>Inquiry.

Advanced Filrer on All Lists

The Advanced Filter option will now be available on all list pages. In addition, Customize Columns will have all fields available for all list pages. Both improvements are in accordance with standard list behavior.

  • Advanced filter option exposes a text box for every column so that text can be entered to filter the list.
  • The advanced filter options can be cleared quickly by clicking the “X Clear Advanced Filters” option in the Showing Results area.

Duplicity Rule Engine

Identifying duplicate or potentially duplicate records among Prospect and Applicant records continues to be improved with this release of Unifyed Admit. Additionally, sending alerts when duplicates occur and resolving issues have also been enhanced.

  • Enable Notification to assigned Recruiter/Counselor – Enable this toggle if the Recruiter and Counselor assigned to the Prospect or Applicant record should be alerted that a duplicate or potential match situation exists.
  • Enable notification via – Identify how the Recruiter and Counselor should be alerted to duplicate and potential match situations. The options are by their employee Email address and/or the Admit Notification system.
  • Enable Designated Email Address – Enable this toggle to expose a field where specific Email address(es) can be entered for alerts about duplicate and potential match situations.
    • Distribution can be to multiple recipients; separate Email addresses with a comma.
  • Notifications can be configured per Calendar Type.

Duplicity Rule

Duplicity tracking is now reported by both records involved in the match; previously only the newest, or most recently updated record reported the issue. Thus when either record is opened, the “Duplicate” or “Potential Match” tag will appear in the header.

  • Above, the two Prospect records contain the same driver’s license number, and this has been established as a duplicity rule. Note that both headers contain the “Duplicate” tag.
  • The Duplicate or Potential Match tag will indicate the number of records which are linked to the current record as a duplicate or a potential match.
  • The Duplicate or Potential Match tag will be an active link to the resolution form.

Duplicity Resolution

  • Records are grouped in pairs, and are identified as either a Duplicate or a Potential Duplicate.
  • Clicking on the Duplicate or Potential Duplicate button within the group will engage the resolution page.
  • Values will be intelligently, pre-selected to minimize the number of clicks for the user.
    • Non-null values will be pre-selected per field.
    • When both records have a value for the same field, the value in the “Matched Record” column will be selected by default.
  • Clicking on the “Matched Record” or “Modified Record” radio button in the header will automatically select all fields in that column.
  • Clicking on the “Matched Record” or “Modified Record” radio button in the header will also identify the Prospect or Applicant data to preserve when the two records displayed are both Prospects or both Applicants.
  • Merge – This button will proceed to merge the two records into one with the values selected.
  • Mark Unlinked – This button will retain the two records independently, and remove the link between them. These records are then considered “White Listed” and will never be linked again, regardless of any future duplicity rules.

Navigation from Header
Navigation from the Duplicate or Potential Match tag is dependent on the quantity displayed.

  • Single (1) – Navigates directly to the “Merge Details”, resolution form, with the pair of records involved in the duplicate situation open, and ready to be managed.
  • Multiple (2 or more) –Navigates to the Potential Match list page, with only the applicable duplicate groups displayed:

System Policy
System Policies are being introduced so that institutions can configure actions that can be taken within Unifyed Admit. For example, a policy can be applied to waive the application fee for eligible Applicants. At this time, only the Application Fee Waiver policy exists, additional policies may be implemented in the future as they are identified and warranted. Policies are managed by navigating from Settings>>>System Rules.

  • The Policy list page adheres to standard list behavior.
  • New Policy configurations can be added.
  • Existing Policy configurations can be modified or deleted.

A Policy configuration allows the institution to specify the necessary details for the action and to define the rules that determine to whom the action will be applied. Multiple configurations might be needed for the same Policy, to alter the specifics for different eligibility criteria. For example, in order to apply a 10% application fee waiver to Adult and Graduate Studies Applicants, but a 15% application fee waiver to Adult and Graduate Studies Applicants who have served in the Military, two configurations would be required.

  • Title – A unique name or brief description of the Policy configuration.
  • Set Rules For – A drop down list of Policy actions. The selection from the list will determine additional data entry fields. For now, the only option is Application Fee Waiver.
    • Calendar Type – Drop down list for identifying which Calendar Type(s) the action applies to.
    • Waived Percentage – Numerical value, indicating how much of the application fee should be waived. For example, if 50 is entered, 50% of the application fee will be waived.
      • If 100% of the application fee is waived, the Applicant will not see a payment option. If only part of the fee is waived, the percentage will be deducted, and the Applicant will see the amount they must pay.

    Rule – The typical Admit Rule Engine, as currently deployed for Task Templates and Checklist items, is used to define the criteria for identifying the Applicants which will have the Policy applied to them.

  • Schedule Assignment – When this toggle is enabled the policy effective date can be entered.
  • Active Rule – This toggle determines the active status of the Policy configuration.
  • On the list page, the number in the “Applicable To” column is an active link to the list of Applicants who have had the policy applied to them.

Self-Service Color Theme
An institution can now configure Self-Service to match the institution’s color theme. By navigating from Settings>>>Institutional Defaults>>>Institutional Branding>>>Self-Service, a color theme can be defined for Self-Service. The standard themes are blue, charcoal, and purple. A custom theme can be created.

  • Button Color and Button Text Color can be selected.
  • The Preview shows how the buttons and links will appear with the chosen theme.

SMS Tracking Widget Enhancement
An institution can be notified that their SMS account is approaching its limit when the remaining, unused quantity reaches a configurable threshold. To configure SMS Tracking, navigate from Settings>>>Institutional Defaults>>>SMS Tracking.

  • The thresholds can be set for the unused inbound or outbound messages. For example, if 1000 outbound SMS messages have been purchased and the notification should be sent when there are 50 remaining, the value entered should be 50.
  • Upon reaching the threshold, an alert will be sent to the Designated Recipients who can be chosen via the dropdown.
  • Other Email addresses can be entered in the Other Recipients field.
  • Notifications can be made via the Notification system within Unifyed Admit and/or Email.
  • The message text can be entered.

Dashboard

The dashboard widget, entitled SMS Tracking, can be used to monitor SMS messages.

  • Data can be filtered within the widget. From and To date ranges will show the number of SMS messages sent and received within the date range.
  • A historical view of SMS additions can be seen.

Feedback on FMS

The Church Address Line field in the Demographic section can be managed on the Prospect Administrative form by navigating from Settings>>>Institutional Defaults>>>Manage Fields>>>Administrative>>>Prospect.

  • The field can be enabled or disabled.
  • The field can be set to mandatory.

SSN Field Behavour

The Social Security Number (SSN) field can be configured as mandatory for United State citizens and optional for all others. This can be achieved by making the SSN field mandatory in Field Management, for either the Prospect or Applicant form, and an inherent change to the response to the “Are you a US citizen” question.

  • Check the mandatory setting for the SSN field within Field Management for the Prospect or Applicant form.
  • Note: if the SSN field is not configured as mandatory, then a user response continues to be optional; no behavioral change would be expected with this release.
  • When “Are you a citizen of the United States” has a “Yes” response, the SSN configuration within Field Management will be enforced. In this case, the SSN has been set to mandatory.
  • When “Are you a citizen of the United States” has a “No” response, the SSN field is no longer mandatory, regardless of how it is configured within Field Management. Note: the lack of an asterisk on the SSN field, indicates that the field is not required, and the record can be saved without entering an SSN.

Bug & Fixes

FMS Bugs

The Your Family section in the Applicant form is now manageable from Settings>>>Institutional Defaults>>>Manage Fields>>>Administrative>>>Applicant. If Your Family is enabled, dependent fields can also be enabled for the Applicant form. The fields enabled will appear on the Applicant form when the Applicant adds a family member.

  • Fields can be enabled or disabled.
  • Fields can be set to mandatory.

Accessibility Compliance

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

Applicant Export

A fix was made for institutions experiencing an issue when exporting Applicant data. Timestamps will be maintained each time the process is started and a data file is created. The next export will set a new timestamp and extract only the records that were entered after the previous timestamp. The Nation and Languages data have been added as columns within the Export File.

Supported Browsers & Devices

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

Supported Devices
DeviceOperating System
iPad RetinaiOS 10.3.3
iPhone 6iOS 12.1.2
Nexus 5xAndroid 8.1.0
iPhone XiOS 12.1.2
One Plus 6Android 9
Samsung GalaxyAndroid 9
iPhone Xs MaxiOS 12.1.2
iPhone 11 ProiOS 13.1.1
Supported Browsers
DeviceOperating System
Chromeversion 68-71
Safariversion 12
Firefoxversion 55-64
Internet Explorerversion – 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 to help partner colleges and universities recruit, engage, educate, retain and graduate 21st century students. 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.