Workflow Automation is a powerful tool using which you can populate the data related to different processes performed for or by the applicant in the Application Manager.
For now, the data of Payments made by the applicant are handled and can be populated.
You need to have access to the below menu options of the system:
1. Create Admin Fields under the Application Manager menu.
2. Workflow Automation under the Post Application menu.
How to populate Payment data in Application Manager?
Using Workflow Automation you can populate the data points related to the token fees of the applicant in the Application Manager, using the below steps:
Step 1: Create Admin Fields
1. Navigate to Application Manager --> Create Admin Fields.
2. Click on the Create Admin Field button on the top right-hand side to create new admin fields.
3. Here, you can create Admin Fields in which the payment data will be populated as per your requirement.
4. To create a new field, you need to provide the below-mentioned information:
- Field Name: The name of the field can be provided here.
- Field Label: The name of the field to be shown in the Application Manager can be provided here, by default the Field name and label will be the same.
(Field Label can be edited anytime after the field is created, unlike Field Name.)
- Field Type: The field types available in the system are: Textbox, Dropdown, paragraph, and Date.
Depending on your requirement you can select the field type and the additional data points that are asked with it, like:
- Dropdown: When dropdown is selected, you can either define the dropdown values then and there
OR you can match it up with some pre-defined master data set(called taxonomy).
- Date: When the date is selected, you are supposed to select the format in which you are expecting the date input, and the calendar type will be Popup Calendar in our case.
- Textbox or Paragraph: When the textbox of paragraph field type is selected you are expected to point no other data points.
5. After you have provided all the mandatory data points, click on the "Save" button at the bottom to save the Admin Field you just created.
Step 2: Set Workflow Automation Logic
1. Navigate to Post Application --> Workflow Automation.
2. Click on "Create Automation Workflow" to park a new workflow logic.
3. In the Create Workflow Step 1, select the below fields:
- Create Workflow: Here we need to create a Post Application Workflow for populating Payment data in the Application manager.
- Form Name: If the Fee Product for which data is to be populated is related to the form filled by the applicant then you are supposed to select the Form Name for Registration Fees of a particular course you need to select the Form Name, but if the fees for which data is to be populated is independent of the Form i.e Hostel fees you need not select the Form Name.
For one form, only one workflow can be parked to avoid multiple logics being parked for the same form and fee product.
- Workflow Name: You can define the name of the workflow here.
- Workflow Status: The status of the workflow be it Active or Inactive, only the Active workflows will be executed.
While defining the logic it is advised to keep the same as Inactive and once done then only move it to Active state.
4. After Workflow is created, we can park multiple logic to populate the data as follows:
- Logic Title: Enter Logic Title, so that after logic is parked so you can revisit the same without actually opening the logic block.
- Logic Status: Only if the logic status is "Enable" then only the data will be populated for Token fees in the Application Manager if the same is "Disable" the data will not be populated.
- Select Post Application Connector as Payments
- Select Product Name which will be the product name of the fees.
- Select Dynamic Conditional Block Name (Block appears only for Dynamic Fee Product)
- Update: Select Update Field/AutoGenerated Data
- Form Field: If you want to update an admin field with a particular value that is defined by you.
- Application Stage (Sub-stage): If you want to update the Application stage/Sub-stage for any token fee approved applicant.
- Auto-Generated Data: Selected fields can be updated with some auto-generated data like Fee Product Name, Amount, and Date.
- You can park multiple such logic and click the save button to save the same.
- Once saved, a button will be there for "Allocate", you can allocate the logic to populate the data of the applicants who have already made the fee payment.
1. FOR "Post Application Connector = Payments " "Product Name = Registration Fees" and "Dynamic Block Name = First Installment for B.Tech Course"
UPDATE "Field/Auto-generated Data = Application Stage", "Application Stage = Enrolled" and "Application Sub-Stage = Course B.Tech".
2. FOR "Post Application Connector = Payments " "Product Name = Registration Fees" and "Dynamic Block Name = First Installment for B.Tech Course"
UPDATE "Field/Auto-generated Data = Form Field", "Form Field = Payment Status" and "Field value = Course B.Tech".
3. FOR "Post Application Connector = Payments " "Product Name = Registration Fees" and "Dynamic Block Name = First Installment for B.Tech Course"
UPDATE "Field/Auto-generated Data = Auto-generated data", "Auto-generated data = Fee Approval Date" and "Form Field = Payment Approval date for Registration fees".
Step 3: How to access data in Application Manager View and Filters
1. All the Admin Fields parked for the Institute shall appear in the Application Manager View and Filters.
- View: A new tuple is included in the Add/Remove Column in the Application Manager, where you can view the Admin Fields related to the Workflow Automation.
- Filters: A new tuple is included in the Add/Remove Column in the Application Manager, where you can view the Admin Fields related to the Workflow Automation.