Custom Applicant Status Portal

This article will discuss building a custom Applicant Status Portal using the Portal Editor in Database.

Slate delivers an out-of-the-box Status Page, however, each institution may decide to make customizations. An Applicant Status Portal will be displayed to all applicants in Slate, including both Slate applications and imported applications.

💼 Start with a suitcase example

Use Suitcase to import one of our ready-made examples of the applicant status portal, whether the standard or more customized option.

Step 1: Creating the portal

1. Select Database on the top navigation bar and select Portals.

2. Select New Portal.

3. Enter the following User configurations:

   • Status: Active

   • Name: Enter a descriptive name like “Applicant Status Portal”.

   • Key: Enter status.

     • If more than one status portal will be created, the keys must be different.

     • For example, if you plan to build both an undergraduate-specific portal and a graduate-specific portal, use distinct keys such as ug_status and gr_status.

   • Default View: Leave this blank for now.

   • Scope: Application

   • Security: Application

     • This makes applicants sign in before they can see their application status page.
       

4. Select Save.

Step 2: Creating the view

1. Select New View.

2. Enter the following View configurations:

   • Status: Active

   • Name: Enter a descriptive name like “Applicant Portal View”.

   • Layout: By default, a new portal view will be set to the Dynamic Layout Editor which is recommended as it is the most flexible option. Additional fixed layout options are available in the dropdown.

     

3. Select Save.

4. Use the palette on the right-hand side to drag in any sections or portal widgets that applicants should see when visiting this application status portal.

   • See the full list of palette options below.

   • If using the Dynamic Layout Editor in particular, start with the New Row option and select a layout:

The palette

The palette contains widgets that pull data from various locations in Slate.

Options include:

• New Row: Only available within Dynamic Layout Editor views, this widget provides various column layouts to choose from. Other widgets can then be placed within the columns in a given row.

• Static Content: Conditionally display custom content.

• Merge Field Content: Pull in exports to be used in a block as merge fields.

• Scheduler: Display a configurable Scheduler widget.

• Events: Display a configurable list of events with links to each event’s registration form.

• Form: Display forms to obtain additional information post application submission.

  • Do not display reply forms as embedded forms in the portal view.

  • Reply forms should be displayed via checklists rules in the Form checklist section. For more information, see Decision Reply Forms.

• Component: Adds a configurable component to the portal. Components are design elements that let end users choose from a range of pre-defined styling options.

• Report: Embeds a report in the portal.

• Social Media: Embed a Twitter or Facebook feed in your portal.

• Table: Returns a list of data from a portal query in a paginated table.

• Weather: Displays up to a seven day forecast using a five digit zip code.

• Dashboard: Displays dashboards that are the same scope as the portal.

• Activity: Display any activity on an application record that is set to Public.

• Address: Display, edit and delete student address information.

• Application Proof: Download a copy of the application.

• Application Selector: Allows applicants with multiple applications to toggle between applications.

• Checklist: Display the application checklist.

• Checklist By Section: Display post-admit checklist items.

• Decisions: Display decision letter update link related to a released decision.

• Form Checklist: Display forms configured as checklist items.

• Help: Display help text including an application reference number. Custom help text can also be added.

• Materials: Allow students to upload Word and PDF materials.

• Payments: Display a link to complete a payment due.

• Portfolio: Allow students to upload web links, pictures, audio, and video files.

• Submission Confirmation: Displays text the first time the applicant logs into their portal after submitting or within 15 minutes of submitting their application.

📖 Further reading: Portal Widgets

✨ All widget options located in the right-hand side palette contain a Filters section. Filters can be used to define the populations that should see each section.

Step 3: Creating the method

Follow the breadcrumb navigation to return to the main portal page.

To create a new method:

1. Select New Method.

2. Enter the following Method configurations:

   • Status: Active

   • Name: Provide a descriptive name like “Applicants”.

   • Type: Set the type to GET.

   • Output Type: Set to Default Branding.

   • Page Title: Leave blank.

   • Action: Leave blank.

   • View: Select the view that was just created, for example “Applicant Portal View”.
     

3. Select Save.

To create a new query in the method:

1. Select Create New Query.

2. Configure the following settings:

   • Name: Provide a descriptive name, such as “Applicants”.

   • Type: Configurable Joins

   • Category: Records

   • Base: Application

     

3. Select Save. You are directed to the query configuration page.

4. Add exports and filters to the query:

   • Exports: Any export added to this query can be referenced as a merge field

   • Filters: Filters define the population that can see the portal. Do not remove the Portal Identity filter .

Step 4: Setting the default view

With a view and method created, we’ll set the view as the default for the portal:

1. Follow the breadcrumb navigation to the main portal configuration page.

2. Select Edit.

3. From the Default View list, select the view you created earlier, for example “Applicant Portal View”.

4. Select Save.

Step 5: Update rounds and periods

With the applicant status portal fully built, we’ll connect the portal to the appropriate rounds or period.

The portal setting set within the Application Round tool takes precedence over a portal set at the Application Period tool.

Setting a Portal within the Application Round tool

1. From the main navigation, select Database.

2. Under Applications, select Application Rounds.

3. Select the round or rounds to be associated with the custom application status portal.

4. Select the portal from the Custom Status Portal list.

   

5. Select Save.

Setting a Portal within the Application Period tool

1. From the main navigation, select Database.

2. Under Applications, select Application Periods.

3. Select the period to be associated with the custom application status portal.

4. Select the portal from the Custom Status Portal list.

   

5. Select Save.

Step 6: Test the portal

With the Applicant Status Portal built, and connected to the appropriate Round(s), it is now time to test the status page. To test:

1. From the main navigation, select Records.

2. Search for a record that has an application associated with the appropriate rounds.

3. Select Impersonate > Status Page.

If configured properly, the status page should appear as in the example shown below: