Terra Dotta Study Abroad's Printable Application feature allows admins to print applications whenever a hard copy is needed. Customizable print views allow the admin to control which application elements appear in the printed copy.
Note: This article references the Printable Applications feature within Study Abroad's admin console. This feature is not available in the classic administrative view.
This article covers the following topics:
Quick Guide Video
Access and Permissions
In order to use the Printable Applications feature the admin must have the following permissions:
- Applicant search (simple)
- Applicant search (advanced)
- Application admin: overview
Note: In order for the admin to print all application data, they must have permission to view that data. If the admin is restricted from seeing a certain application element, the printed application will not show that data. To learn more about restrictions and visibility, check out the following article: Study Abroad: User Management
Study Abroad's printable application feature leverages Reviewer Role functionality to create print views. To create printable views, the admin needs the ability to create Reviewer Roles. To create and add roles, the following permissions are needed:
- Staff Admin: Staff Permission (edit)
- Staff Admin: Staff (add)
- Staff admin: workflow (view)
In addition to this, the admin needs permission to see any viewable elements they would like to add. For example, in order to add a questionnaire, assessment, learning content, material, or signature document to the printable view, the user must have the following permissions:
- Process admin: questionnaires (view)
- Process admin: assessments (view)
- Process admin: materials (view)
- Process admin: learning content (view)
Printing Applications
Once the initial setup is complete, printing an application is just a few quick clicks. Starting from the Admin Console > Application Finder search for and open the application you wish you print.
From the admin view, select the kebab menu in the top right of the application:
From the dropdown, hover over Print View to select which pre-configured view you would like to print.
Note: You will need to configure print views before you can print.
Once clicking on your desired print view, a new tab will open displaying your printable application:
Standard options, such as the applicant's name, program name, application cycle, and program location will appear in the top section of the page, followed by the configured applicant parameters.
The second section displays the configured application requirements. Responses to questionnaires will be displayed. To the right, a count indicates if the configured assessments, learning Content, materials, and signature documents are complete or outstanding:
Note: At this time, the names of assessments, learning content, materials, and signature documents are not displayed in the printable view. To print a signature document, along with the name of the signatory, date of signature, and the IP address of the signatory, the admin will need to take a screenshot of the signature document modal, which can be accessed by clicking on submitted signature documents within the Admin Console's admin view of applications.
The names of attached documents, as well as program parameters, will appear at the bottom of the print view in the Attached Documents and Program Information sections.
Files uploaded to the 'Documents' tab of the application, as well as parameter and questionnaire responses of the type 'File upload,' contain the site hyperlink for downloading the file. If the print view output is saved as a PDF, the attached documents will have clickable links, allowing the admin to easily open and print them as well.
Note: These links require the user to be logged in and have the required application-level permission access to download the files. If a non-logged-in user clicks the link, they will be directed to the login screen to authenticate before access is permitted.
Once you have reviewed your printable view, you can proceed to print by using keyboard shortcuts, right-clicking, or by using the print option provided by your browser:
Creating and Editing Print Views
Study Abroad's printable application feature leverages Reviewer Role functionality to create print views. To create your printable views, navigate to Admin Console > Reviewer Roles. From here, click the plus+ icon in the bottom right:
Taking this step opens the "Reviewer Role Configuration" modal. From here, complete Step 1: Viewable Elements:
Viewable elements selected here will appear in your printable view if those elements apply to the application. The following standard options are automatically selected for use by default; they can be deselected if desired:
-
- Applicant Name
- Program Name
- Program Term & Year
- Program Location
Select the plus+ icon in the bottom right of the modal to be presented with the list of advanced viewable element options:
Advanced options include the following:
- Applicant Parameters
- Assessments
- Learning Content
- Materials
- Questionnaires
- Signature Documents
- Program Parameters
If your reviewer role will only be used as a print view, and not also for your review process, there is no need to complete steps 2 and 3. Simply name your reviewer role, toggle it to active, and toggle the printable view toggle on:
When finished, click Save & Close:
Note: If you have an active existing reviewer role that you would also like to serve as a printable view, simply toggle the printable view on and save:
Once the printable view is toggled on, if the review role is active, it will appear as an option within the kebab menu of applications accessed via Admin Console > Application Finder: