Introduction

With our task feature you can create one or more tasks for each step of application process, making it easier to keep track of what needs to be done both for yourself and the applicant. For example, you may want to create a task requiring an applicant to upload an additional document once they have reached a certain stage in their application and were issued one or another offer type. This task will then appear on applicant’s checklist as soon as their offer status changes.

Instruction

• Log in as an administrator (your user account needs to have the following permissions - Tasks edit, Task classes, Instance).

• From the Main menu, go to Automation > Task templates.

• At the bottom of the page press the “+ New task template” button.

• Enter a name for the Task class - It is useful to use a naming logic that will be helpful later when setting up a Rule to add the Task automatically. For example, “task-passport” will be helpful to remember a Task that asks for the applicants to upload a copy of their passport.

• Click the “OK” button.

• Continue editing and configuring the Task as necessary (see “Edit a Task” below). To read more on Task configuration, please refer to this article.

• From the Main menu, go to Automation > Rules.

• Click on “+ New rule”.

  • Enter a name for the Rule – it is advisable to use a name that will help make it obvious what the purpose of the Rule is. For example, a Rule that will create a Task asking for a Transcript can be named “Task Transcript”. This way it will be easy to find all Rules that are designed to create Tasks conveniently grouped together.

    • It is also advisable to enter some information in the “Notes” section to help preserve the information of why the Rule was created.

  • From the “Trigger events” section, tick the box(es) of when the Rule should be triggered - this is the point of the application process when the system will check the Rule’s conditions before carrying out the selected Action. In this case, please choose “Offer was confirmed” (if you want the Task to be issued only to the applicants whose offer was sent out). If you want to issue the task also to the applicant whose offer was saved, but not sent out, please also choose “Offer edited”.

  • From the “Conditions” section, choose a condition between

    • All - all of the selected Conditions must be matched

    • Any - at least one of the Conditions must be matched

    • Void - no Conditions are required

  • Choose a condition (ex Applicant has a course with this offer choose your desired offer

  • Tick the box next to the Action(s) which you would like to be taken. For example

    • Tick the “Create task / checklist item for the matched application”. (ex. Task Transcript)

  • Click on “Choose a task class” and select the Task(s) to be assigned.

• Always remember to save your changes by clicking on the “Save changes” button!

• Click on “< Back” to return to the Rules page.

• Activate recently created “Rule” by toggling the switch next to it.

The Result

The automation feature in DreamApply streamlines the admissions process by providing a clear and organized way for administrators to assign tasks to applicants. It reduces the risk of delays and ensures that all necessary steps are completed in a timely manner. To learn more about the feature and all its uses, please refer to this article.

Introduction

With the use of our Rules tool, you can set up for more questions to appear for the applicant once they reach a certain point in their application process. For example, you could choose to create a Rule that adds extra questions to the form once an applicant’s status changes to “Submitted”.

Instruction

• Log in as an administrator (your user account needs to have the following access permissions - Instance, appform, appform extra fields).

STEP 1 – Create an Appform

• From the Main menu, go to My institution > Appforms.

• Click “Add a new appform”.

• Specify a name to help you identify the application form (e.g., “Additional questions for applicants”).

• On the left side bar, under the “World” (default) menu you can see the list of the Appform sections.

• Using the section list on the left side, navigate between the sections of the Appform, such as “Priorities”, “Profile”, “Contacts”, etc., or simply click on the icon to open the specific one you need.

• Put a tick next to the questions you want include to add the application form.

• (optional)Tick the box on the right to make the question mandatory.

• (optional) If the question you require is not included among the default questions, you may choose to ‘Add a new extra field’ at the bottom of the page to add custom questions.

For more information on Appform settings and management please refer to this article.

STEP 2 – Set up a Rule

• From the Main menu, go to Automation > Rules.

• Click on “+ New rule”.

• Enter a name for the Rule – it is advisable to use naming logic that will help make it obvious what the purpose of the Rule is. For example, a Rule that will trigger additional appform questions, can be named “Additional Appform Questions”. This way it will be easy to find all Rules that are designed to create additional appform questions conveniently grouped together.

• It is also advisable to enter some information in the “Notes” section to help preserve the information of why the Rule was created.

• Choose the Trigger - From the “Trigger events” section, tick the box(es) of when the Rule should be triggered - this is the point of the application process when the system will check the Rule’s conditions before carrying out the selected Action.

• Choose conditions - From the “Conditions” section, Choose a condition between

  • All - all of the selected Conditions must be matched

  • Any - at least one of the Conditions must be matched

  • Void - no Conditions are required

    • Choose a condition (ex. Applicant citizenship is not an EU country)

• Choose Action - tick the box next to the Action “Add additional appform questions from” and choose the desired appform.

• Always remember to save your changes by clicking on the “Save changes” button!

• Click on “< Back” to return to the Rules page.

• Activate recently created “Rule” by toggling the switch next to it.

The Result

As a final result, once the applicant meets the conditions the system will add the extra question(s) in the application form. To learn more about our Automation tools, please refer to these articles.

Introduction

There are different types of reminders applicants may receive throughout their DreamApply journey:

• Application status reminders for un-submitted applications (automatic) - These help applicants keep track of their application progress and avoid missing the application deadline.

• Reminder for draft applications - One of the most common reasons for an un-submitted application is that it is still in draft form. In such cases, applicants may have started filling out their application but have not completed it. A reminder is sent 3 days before the deadline to nudge applicants to complete and submit their application.

• Reminder for inactive applications - If an applicant has not been active for a period of 14 days, their application becomes Inactive, and they receive an automatic reminder prompting them to return and complete their application.

• Reminder for reopened applications - If an application has been re-opened by an Administrator or an applicant for adjustments, the applicant is expected to re-submit their application. Failing to do so and having made no changes to an application for 3 days, will trigger this reminder. It will be repeated every 7 days and will automatically stop when the applicant fails to react in 6 months’ time.

• Reminder for missing decisions - Once you make an offer to an applicant you may choose to request a Decision from them on whether they would like to accept it. If the applicant does not react, a reminder will be sent every 7 days and will be repeated until the applicant makes a decision, or until the deadline to decide has passed. Ultimately, this reminder stops after 2 months.

Instruction

All application status reminders are issued automatically and use the default e-mail templates that you may choose to customise.

• Log in as an Administrator. Make sure your account has the right permission included (templates – allows managing templates)

• Go to My institution>Intakes.

• Click on any intake that is currently in use and scroll to the bottom of the page (or click on Reminders section of the intake on the left hand side menu).

• Press ‘Edit reminder template’ to amend the text of the template

Important: please note that the system uses the same draft-inactive-reopen-decision reminder templates across all intakes, therefore the text you enter in each template should NOT address only a certain group of applicants (such as Bachelor or Master students), but rather all applicants in general.

It is not possible to customise the timing or frequency of application status reminders, however, if necessary, you can silence all the reminders for each applicant individually or via ‘Bulk actions’.

Reminders about incomplete Checklist Task(s).

When setting up Tasks for your applicants via Automation>Task templates, you may choose to activate a reminder for one or several statuses that should require applicant’s attention.

To add/switch off a reminder for a Task status:

• Log in as an Administrator. Make sure your account has the right permission included (task-classes – allows managing task templates)

• Go to Automation>Task templates

• Choose a Task you would like to make changes to and press the ‘wrench’ icon next to it

• Scroll down to the bottom of the page to see the statuses set up for this Task. Some of the statuses may already have a reminder in place. If so, there will be a note about it under the Task status title).

• Choose the status you want to add/switch off reminder for and click on the wrench icon to amend the settings.

• In the status settings you can add an interval (number of days) after which applicants will start receiving a reminder.

• You can also set a time limit, after which reminders will no longer be issued (e.g. 90 days since Task was created/Application was submitted/Offer was made/or Applicant made their decision)

• You may also choose to customize the notification that will be delivered for this status.

Please note: reminders about checklist tasks will only be delivered to applicants who have an active application (not in Closed/Inactive status) and have at least one non-Failed offer. All Task reminders will ultimately terminate in 6 months regardless of the settings.

Tip: please refrain from adding a reminder to the status that ‘Resolves’ or ‘Closes’ the task.

For more information on Task setup please refer to these articles.

Invoice reminder

You may choose to include a reminder that will notify an applicant of an unpaid or partially paid invoice 3 days before the payment deadline:

• Log in as an Administrator. Make sure your system has the Finance add-on activated and your account has the “accounting-edit» permission that is included in e.g. the “Accountant” and “Superuser” Role.

• Go to Finance>Invoice templates

• Select a template you would like to include a reminder and press the ‘wrench’ icon to edit it

• In the ‘General details’ tab of the invoice template tick the option ‘If the invoice is not fully paid when the deadline is approaching, send a reminder’

• Do not forget to ‘Save changes’

This reminder goes out only once.

If necessary, it is also possible to customise the message that applicants receive from the system when they are reminded of a missing payment. To do this:

• Log in as an Administrator. Make sure your account has the right permission included (templates – allows managing templates)

• Go to System>Templates

• Find the ‘invoice-reminder’ template and press the pencil icon next to me to make the amends.

Instruction

Automated invoicing feature of our Finance add-on includes the ability to restrict applicants from submitting their application until their payment (e.g. application or registration fee) is collected.

To set up blocking for unpaid invoices, please follow these steps:

• Log in as an Administrator. Make sure your system has the Finance add-on activated and your account has the “accounting-edit» permission that is included in e.g. the “Accountant” and “Superuser” Role.

• From the main menu, go to Finance > Invoice series.

• Choose an existing series and press the ‘wrench’ icon next to it for editing; or create a new series by clicking “+ Add a new series”.

• In the series settings you can tick the box under “Blocking invoice” to block every applicant who has an unpaid invoice with this serial number from submitting their application.

• Applicants can only be unblocked once their payment is fully collected or if their blocking invoice is deleted.

• Do not forget to “Save changes”.

• Assign the series to the Invoice template via (Finance>Invoice templates)

For more information on tips and tricks for using our Finance add-on, please visit our Knowledge base articles.

Instruction

Most likely there is an unresolved task, unpaid invoice or a deadline for application has passed. The applicant needs to log in and confirm fulfilling the task and try again to submit his application. If applicant has resolved the task but applicatio is still blocked, then applicant forgot to click on submit (resubmit). Simple, click the submission button and problem will be solved. If the application remains blocked, it’s likely due to an unpaid invoice that needs to be addressed by the administrator. Once the outstanding payment is collected, the applicant will be able to resubmit their application.

Another reason for a blocked application could be an expired ‘Grace period’ or the Term. Once the date specified in the Grace period of a Term is reached, the application process is locked down for applicants, and they are no longer able to make any further changes, including submitting their application. This date can be individually customized for each Term. To adjust the grace period, follow these steps:

• Navigate to ‘My Institution’ and click on ‘Terms.’

• Open the specific semester that requires editing.

• Choose the date when applications will expire.

Once the grace period date is reached, the application process will be locked down for applicants, and they won’t be able to make any changes, including submitting the application

Instruction

To manage rule engines or make edits to existing ones, please go to Automation > Rules. For more detailed instructions on how to modify rule settings, you can refer to this link

Please note that creating a new rule engine or adjusting an existing one would not impact your applications retrospectively. Rule engines operate based on TRIGGERS (such as “Application was created,” “Application was submitted,” “Offer status was confirmed,” and others), therefore a Rule can only be executed AFTER the associated triggers are activated. For instance, if the trigger is set to “Application was submitted”, the rule won’t take effect until an applicant submits their application. Similarly, the Rule would not automatically work, if the trigger was updated to “Application was submitted” after the submission event has already occured.

Fortunately, DreamApply provides the option to manually run the rules. This means you can execute the rules on demand. To do so, follow these steps:

• Go to Applications > Browse.

• Choose the offer status to see the list of targeted applicants.

• At the top of the list, click on “Bulk action” > “Run Rules.”

• Select the Rule Engine you want to run, and tick the box next to “Execute rules.”

• Click on “Run Rules.”

By following these instructions, the system will execute the chosen rule for the designated group of applicants, and the rule’s specified actions will be immediately reflected in their applications.

Instruction

To reset your password, follow these steps:

• Click on the ‘Admin Login’ button to initiate the regular sign-in process.

• Enter your email address and click ‘Continue’.

• Just above the password field, locate and click on the ‘Send One-Time Link’ button.

• A verification link will be sent to your registered email address. Simultaneously, a verification code will appear on the screen. Copy this code.

• Navigate to your email inbox, open the received email, and click on the ‘Change My Password’ button. This action will redirect you to the DreamID platform.

• Before editing your password on DreamID, paste the copied 4-digit verification code to confirm your account.

• After successful verification, you’ll be prompted to create a new password.

• Finally, use the new password to sign in to the system.