The online application form template is set up to allow applicants to upload documents such as their application essay or resume. You can determine what file upload types are allowed and where files will be stored. File size limitations are determined by your school’s Internet Information Services (IIS) configuration, which is typically 2GB. You can also map the uploads to the EX Process Internet Submissions window where it can be reviewed, processed, and added to a candidate's EX record.
For this feature to work:
You must have a connection to the EX database set up in FormFlow. See Step 1 for more information.
You must have read/write access to the EX tables the form is accessing and collecting information from or saving information to.
Questions must retain the correct unique IDs. Removing a question or changing a question's unique ID can impact how these features work.
You must belong to a group with permissions to AD_CANDCY Attachment Use Code in EX. To verify, access the EX Group Permissions window, Functions tab.
If you are pointing to the EX database and using all of the application form template questions, little setup is needed. The following step through several file upload configurations and ensure the questions are mapped to EX correctly.
Determine where the user uploaded files will be stored on your web server
By default, files are uploaded to the /ICSFileServer/ContainedFormFiles folder on your web server. The question is also set up to append the applicant's last name and _Essay to the uploaded file name.
1. Click Form Settings. The Form Information window appears.
2. Click the Settings tab.
3. In the File Upload Root field, enter the path to the JICS server location where the files will be stored for any form questions allowing for users to upload files.
4. Click Save.
Determine the types of allowed files
1. Right-click on the file upload question and select Properties. The Edit Item window appears.
2. Click the Settings tab.
3. In the Allowed Extensions field, list the file types you will allow an applicant to use to upload their essay or resume. Enter the file types in .docx, .pdf, etc. format.
4. Click Save.
Verify or set up the Attachment Use Codes in EX
1. Log in to EX and access the Attachment Type Definition window.
2. Right-click and select Add Row.
3. In the Attachment Type Code field, enter a unique code that can be used to identify the attachment when you associate file extensions with it. For example, you can add APP_ESSAY for application essays.
4. In the Description field, enter an identifier for the attachment type. Using the example above, you can add "Online application essay."
5. From the Use Code drop-down, select AD_CANDCY.
6. Repeat steps 2 - 4 for each attachment type you want to allow.
7. Click Save.
Verify or set up the file extensions available with the attachment use code in EX
1. Log in to EX and access the Make File Extension Available for Attachment window.
2. From the Attachment Use drop-down, select AD_CANDCY.
3. Select the Make Available check boxes for those attachment types you want to allow form users to submit and to be mapped to the EX Process Internet Submissions window.
4. If a particular file attachment type isn't listed:
a. Click the Create a new file extension link. The Define Allowed File Extensions window appears.
b. Right-click and choose Add Row.
c. Enter the file type extension.
d. Enter the appropriate description.
e. Click Save.
f. Close the Define Allowed File Extensions window.
5. Click Save.
Review the File Upload form question's mapping to EX
The file upload questions are mapped to the EX Candidacy Attachment/Essay table.
1. From the Tools menu, select EX Mapping Tool. The Internet Submissions Mapping page appears.
2. From the Form Type drop-down, select Admissions Application.
3. To view how the upload questions are mapped to EX, click Edit next to the Candidacy Attachment/Essay, Essay Upload and Resume Upload rows. The Row Information page appears where you can review the row description and the upload question's unique ID to be mapped to the database column.
4. Click Done.