Description
If you have changed or deleted the terms names being used for your application cycles and program date records, there are a number of things that you will need to do to effectively switch over your application process so that it is functioning as expected.
Resolution
The first thing to realize when changing or deleting a term name is that the application cycles and program date records (and any associated applications with those) will still exist. The application cycles and program date records cannot be deleted. This is not allowed to prevent the accidental orphaning of data in your database.
However, these records can be effectively disabled.
- Go to Process > App Cycles and make the old term app cycles inactive. This will prevent any users from applying to your old application cycles. The applicants with applications in those app cycles will remain though.
- Go to Process > Materials/Questionnaires and update your process elements that were term-specific to the old term and make them term-specific to the new term.
- Go to Process > App Cycles and create application cycles for the new term name. This is most effectively done after the previous step so that the process map will use the most current version of your process elements.
- Go to Program > Program Builder and update your program catalog. When a term name is changed or deleted, the programs that had been assigned that term as one from which to accept applications no longer will be accepting applications to that obsolete term name. You will want to reassign the programs to the new term name on the 'terms' tab.
- Go to Program > Program Builder and make the program date records using the old term name inactive and create new program date records for the new term name. While the program date records cannot be deleted, making them inactive removes them as options for your potential applicants.