Once an applicant submits an application, the admissions staff may identify missing or inaccurate details while reviewing submitted applications.
Rather than requiring applicants to start a new application or relying on staff to make corrections on their behalf, Full Fabric allows staff to request updates to specific fields in an already submitted application. ⏱️
The benefits of requesting Application updates
The Application updates feature streamlines the admissions process, reduces administrative workload, and improves the overall quality of submitted applications, while giving applicants a convenient way to provide the correct information when needed:
Improved data accuracy: Admissions teams can ensure that applications contain accurate, complete, and up-to-date information before proceeding with evaluations or decisions.
More efficient application reviews: Staff can request corrections directly from applicants, reducing unnecessary back-and-forth communication.
Better applicant experience: Applicants can make the requested changes themselves without having to restart the application process.
Greater control: Staff can specify exactly which fields need updating, rather than reopening the entire application for editing.
How can I enable the Application updates feature?
The feature enablement is done at the application template level. You may enable it just for a certain application template and leave other templates out, if you so desire.
Proceed by going to General Settings -> Templates & Documents -> Application Templates.
Enter the respective template, and you'll find the feature in the Details tab:
How to request Application updates?
Once enabled in the application template, you can now start requesting application updates from applicants (only for applications submitted after you've enabled the feature). To do so, follow the steps below:
Open the profile in question, and enter its submitted application
Inside, you'll find a new section called Review located on the right side:
After reviewing the application, if everything seems right you can click Approve. The application becomes approved and no future update requests can be done on it. All teammates will be able to see who approved this application and when.
On the contrary, if something doesn't feel right, click on Request updates.
After that, you must select which fields the applicant must update:
Wrap it up by clicking Continue.
A new window pops, now it's time to customise your application update request!
You can insert a message to the applicant, set a deadline for the applicant to make this update, and set a new lifecycle state for this applicant. Only the deadline is actually required, the other two you can leave untouched if desired.
Once you're ready, it's time to Send update request
Now the request has been sent! You can see the full overview in the application. Now there's only two things you can do: wait for the applicant to perform the updates, or cancel this request (if by some reason it becomes unnecessary):
Right after you clicked Send update request, an email was launched to the applicant's inbox:
As you noticed, the email contains a link: Review your application. The applicant clicks on it, logs in the Portal and is taken straight to the application to perform the requested field updates (they cannot update other application fields, just the ones that were requested):
At the top, the applicant sees an overview of what is being requested to update. After updating the fields, the yellow/awaiting update button turns green/updated, and the Resubmit application becomes available to be clicked:
After resubmitting the application, the applicant sees a confirmation message:
Now the staff can access the submitted application again in the Full Fabric's backend to finally approve it or request more updates if needed (there are no limit to update requests within the same application):
And that's it! This is the complete flow of a submitted application update, initiated by the staff, continued by the applicant, and finalized by the staff!
IMPORTANT NOTE: you might be wondering if the email sent to applicants when an application update is launched can be customised. Yes, it can! This email template lives in the System Email Templates area, and you can customise it as you wish:
