This article refers to the Principal/Dependent Applications feature as it appears in the Admin Console's Application Admin Manager.
Within Terra Dotta Study Abroad, admins have the ability to link various applications or profiles together in a principal-dependent relationship for administrative purposes. Once linked, the person with the principal application can access their dependent records if the related access has been granted. An office might use this functionality to support their various business processes by linking scholarship applications to the program applications they will support or by linking a faculty director with the applications to their program.
Keep the following information in mind as you get started with this feature:
- Applications can only be linked to other applications, and profiles can only be linked to other profiles.
- A principal application can have multiple dependent applications. However, a single application can only be dependent to one other application.
- Reporting on principal/dependent applications and profiles is not currently available in Analytics.
- Because of the links set up between principal and dependent applications, it will not be possible to scrub an application if it is a principal for other applications in the system. If you wish to scrub a principal application, first unlink it from the dependent application(s) and then perform this action.
- This feature is available as an administrative tool and does not display linked applications to applicants in the Applicant Experience.
This article discusses the following topics:
System Settings
A system-level setting can be enabled to allow principals to see the dependent applications associated with them. Navigate to Settings > System Features and locate the following setting under the "Process Options Section:
- Principal Access to Linked Profiles and Applications.
If the setting is not enabled, then the linked applications will be for administrative purposes only as the principal will not be able to access their dependent applications.
Admin Settings & View of Linked Applications
An admin can view if an application has linked applications as well as perform the action of adding or removing principal/dependent applications from the header panel of the application in the Admin Console's Application Admin Manager.
Click on the triple dot "More Actions Menu" icon to view the options to add a dependent or principal application. If an application is already linked as the principal application, then the "Add Principal Application" option will not appear in the actions menu as an option for that application.
After clicking on the "Add Dependent Application Link", a window will appear from which you can search for the desired application by applicant name.
When a dependent application has been linked to a principal application, an indicator will appear in the header panel of the application next to the applicant's name. Clicking on the indicator will route the admin to the full view of the dependent application. From the dependent application, a similar indicator will appear for the principal application.
If there are no linked applications, then no indicators will appear.
To remove a dependent application, click on the "X" icon in the indicator of the desired application. A warning message will appear with the option to continue or cancel the action.
If an application has more than one dependent applications, then the indicator will display the message of "View Dependent Applications".
Clicking on the "View Dependent Applications" indicator will open up a window that displays a listing of all linked dependent applications. The user can view each individual application in full by clicking on the application name or remove an application from being linked by clicking on "Remove Dependent".
Profiles
When viewing an individual profile (located from a search in Profiles > Profile Search), two links in the header allow an administrator to view (or add) a principal profile and to view (or remove) dependent profile(s), if any. You can only add a principal profile if one is not already linked.
Clicking on the "Add Principal Profile" link will open a "Link to Principal Profile" window. Here you can search by "Name" or "Date of Birth" to pull a list of profiles from which to make a selection.
If the profile already has a principal attached to it, the link in the header will display the principal's name, along with a "Remove" link. Clicking on the principal link will take you to the profile tab of the principal profile.
The "View Dependent Profiles" link only appears if there are dependent records associated with the profile.
Clicking on this link will open a "Dependent Profile Records" window where records will be listed alphabetically by the applicant's last name. Clicking the "View" icon will route you to the profile tab of that profile record. A dependent record can be unlinked by clicking the "Remove" icon in the actions column.
Note that if an administrator has any Data Access Objects relevant to the dependent records, all dependent records will be listed. However, the admin will not see the "View" button next to those that they don't have permission to see.
Reports
The Report Wizard contains two reporting options in the "Additional Information" section called "Principal Record" and "Dependent Records".
If the report is for applications, the principal column will contain the last name, first name, program, and application cycle of the principal application. If the report is for profiles, the principal column will contain last name and first name of the principal profile. The dependent column will contain the same information as described above for all dependent records associated with the record being included in the report.
Imports and Exports
The Data Import/Export tool contains a column in the application and profile templates to enable the importing of principal information for new or existing records in the system.