Program Application Status (Custom Metadata Type)
Metadata for Program Application status
Table of Contents
Program Application Status (Custom Metadata Type)
The Program Application Status (custom metadata type) is used to define the supported status and the supported feature for each status. The Program Application Status is closely linked with the status field on Program Application.
Info
Whenever a new status is added to the 'Status' field on the Program Application object, you should also update the Program Application Status to avoid any issue.
To edit it, navigate to Setup > Custom Code > Custom Metadata Types > Program Application Status > Manage Records.
The statuses correspond to the options on the 'Status' field on the Program Application.
The checkboxes are the logic or 'behaviour' that can be defined for each status to follow.
The image and table here shows the default logic, but you can modify these, or create new custom Status fields using any logic that suits your requirements.
The Program Application Status supports the following:
| Field | Description |
| Status | The Program Application's Status custom picklist value to use. |
| Draft |
Check if you want the status to follow Draft logic. By default, this logic is used by the 'Draft' status. If the 'Status' field on the Program Application is set to a value that uses the 'Draft' logic, the Program Application will remain as a draft. No Program Enrollment will be created. |
| Submitted |
Check if you want the status to follow Submitted logic. By default, this logic is used by the following statuses.
If the 'Status' field on the Program Application is set to a value that uses the 'Submitted' logic, no Program Enrollment will be created. This is UNLESS the "Support Pre-Acceptance Enrollment" field is defined on the Program Plan. If that is the case, the Program Enrollment created will use the "Default PE Program Status". See below for details. |
| Approved |
Check if you want the status to follow Approved logic. By default, this logic is used by the 'Approved' status. If the 'Status' field on the Program Application is set to a value that uses the 'Approved' logic, a Program Enrollment will be automatically created, using the primary Program Plan (unless a different Program Plan is specified on the Program Application). |
| Default PE Program Status |
The default program status to be used when a Program Enrollment is created/updated from Program Application.
By default, if the Program Application status is not using the 'Approved' logic, Program Enrollments will not be created. But by using "Support Pre-Acceptance Enrollment" in the Program Plan, any Program Application status using the 'Submitted' logic will create a Program Enrollment. The Program Enrollment status will be using the 'Default PE Program Status' defined for the Program Application status here. See below for an example. |
| Inactive |
Check to disable the configuration. If a Program Application status is inactive, this means nothing will happen when it is selected on the Program Application. |
Creating Program Enrollment before the Program Application is approved
By default, Program Enrollments are only created when Program Application's Status = Approved.
However, it is also possible for Program Application with different statuses (e.g. 'Submitted') to generate Program Enrollment records.
1) To do so, the user needs to set a 'Default PE Program Status' for the Program Application status that will be used to trigger the creation of the Program Enrollment.
For example, a Program Application with 'Submitted' status will create a Program Enrollment with 'Draft' status.
Info
If the currently selected Program Application Status is using the 'Submitted' logic, and,
you want to update the Program Enrollment status (the 'Default PE Program Status'),
you will need to update the Program Application Status to another value that is either using the:
- 'Submitted' logic as well, or,
- 'Approved' logic.
2) The user also needs to define the "Support Pre-Acceptance Enrollment" field on the primary or only Program Plan of the Academic Program.
Overview
This article covers how to create a draft Program Enrollment record, so that an application fee can be billed to the applicants before the admission team proceeds to review their application..
Use case
When applicants apply for a Program, they will submit a Program Application record for the admissions team to review and approve.
The university wants the applicants to pay an application fee first (as administrative fees).
However, the Program Enrollment (which contains the lookup the application fee) is only created after the Program Application is approved.
The university wants the applicants to pay the application fee first, after submitting the Program Application.
Therefore, this will require a draft Program Enrollment record to be created when the Program Application is submitted (instead of when it is approved).
This Program Enrollment will act as a draft (since the Program Application is not approved yet).
It will contain the application fees under the 'Student Fees' tab.
Once the applicant pays the application fee, the admissions team will then review and approve the Program Application, and update the Program Enrollment from 'Draft' to 'Current'.
Setup
Support Pre-Acceptance Enrollment is a field on the Program Plan.
It allows Program Applications to create Program Enrollments, when the Program Application is submitted (before the application is approved).
There are a few options for selection:
- For application fee only.
- Always.
- No.
The 'Always' and 'No' options are straightforward. They basically translate to Yes/No to creating Program Enrollment with Status = Draft.
In this use case, we will focus on the 'For application fee only' option.
Setup criteria for Option 1 to execute automatically
- Ensure that the 'Submitted' Program Application Status (or any other status that you wish) has the 'Submitted' logic, and the 'Default PE Program Status' is 'Draft'.
- Accessible via Setup >> Custom Metadata Types >> Program Application Statuses.
- By default, this is already enabled, but it will be good to double check (you can create your own status as well, provided it uses the same logic).
- Ensure that Application Fee is enabled for the 'Draft' Program Enrollment status.
- Accessible via Setup >> Custom Metadata Types >> Program Enrollment Statuses.
- By default, this is already enabled, but it will be good to double check.
- Create a Fee with Fee Type = Application, along with the Fee Schedules and Fee Schedule Terms.
- See: Setting up Fees for Courses.
- See: Setting up Fees for Courses.
- Update the 'Fee' field on the current primary Program Plan with the Application Fee.
Also, check the 'Auto Generate Application Student Fee' (TRUE).
Process execution / outcome
- Update the Program Application to Submitted.
- A Program Enrollment with 'Draft' Program Status will be automatically created.
It will also contain a Student Fee and Fee Line record (the application fee that was set up previously) under the 'Student Fees' tab.
Note: This domestic/international fee is applied based on Contact.Student Fee Type.
Thus, the applicant will now be billed with the application fee.
Once the student pays it, the admissions team will proceed to review and approve the Program Application.
After that is completed, they will update the Program Enrollment from 'Draft' to 'Current'.
The applicant is now officially enrolled to the Program.