Import Applicant Data

The "Import Applicant Data" feature enables users to transfer all applicant data from one application to another seamlessly. This feature is particularly beneficial for scenarios where applications are opened multiple times within an academic year. By using this feature, applicants who applied during one period can be included in the subsequent application periods without needing to reapply.

To access this feature, it must be activated by CommunityForce. Please contact us through Zendesk and submit a request to enable this functionality.

This feature is located in Home > Click on the Application Form Name > Manage Applications > Import Applicant Data.

Steps to Import Applicant Data:

1. First, log in as an admin and navigate to the Home page.
   
2. From the Home page, click the Application Form Name you want to import the data into, and which application you wish to edit.
   
3. Click on the Application Form Name to go to the Manage Applications tab.
   
4. From the Manage Applications tab, select the directional arrow located at the top of the menu listing. By default, the Manage Applicants screen will be displayed.
   
5. Here, you can see the list of applicants who applied to the application.
   
6. Click on the down arrow to see the list of options.
   
7. From the list, select "Import Applicant Data".
   

Steps to Use the Import Applicant Data Functionality:

Scenario 1: Applicant has already applied to the new application.

1. In the new application, put a check in the box next to the applicant’s name.
   
   

   Helpful Hint: If you want to import data for all the applicants that have applied to the new application then you do not need to select every applicant, you just need to “Check” the above option highlighted shown in the screenshot.

2. Click the down arrow and select "Import Applicant Data".
   
3. A box will appear.
   
4. Choose the application from which you want to import the data.
   
5. Select all the sections from the source application you want to import.
   
6. Click the "Import Data" button. All the data from the source application will now be transferred to the new application for the selected applicants.
   

Note: You can use this to push data for just a specific section (e.g., staff section data) to maintain historical consistency.

Scenario 2: Applicants have not yet applied to the new application.

1. Click on the new application and then click the "Import Applicant Data" button. A new box will appear.
   
2. Choose the application from which you want to import the data.
3. Select all the sections from the source application you want to import.
   1. Note: XML names must match exactly, so only sections and field XML names that are the same in both the source and destination applications will work.
4. The "Status" and "Status Detail" fields will appear. Select the appropriate status or status detail from the dropdown menu, or leave these fields unselected if you do not require a specific status or status detail.
5. Click the "Import Data" button. All the applicants and their data from the source application will now be imported into the new application.
   
6. All the imported applicants will show a status of "Pending Submission".

The new application will appear in the applicants' My Applications Dashboard. The application process will start automatically, but the applicant needs to complete any additional questions and submit the new application.

Following these steps will ensure a smooth transition of applicant data between applications, saving time and maintaining data integrity.