There can only be one application designated as the Master Application.
The Master Template is used to create one Master application form that can be used to clone and create all your application forms as well as keep data linked between those application forms.
If you have multiple applications that are similar in most sections, (i.e. General Information, Family Information, Financial Information, Letters of Recommendation, etc.), but a few minor changes in others, it is best practice to create a master application that contains all the necessary sections for all those applications.
The Master template is required to keep your XML naming consistent across all your application forms and is a requirement when using External System Integrations, allowing applicants data to be imported or pushed from one application form to another, using the Applicant/Agency Profile functionality, and for running Institutional Reporting.
If you have a Master Application Template and need to make an update to a section or question in your application that affects all your applications going forward, you can make that update to the Master Template and then push that change down to the appropriate applications. When you push changes to applications they must be unpublished, with a future deadline date in order to accept the change.
- Step 1: Build your Master Template Application by Creating a New Application Form just like you were building any application form. However, in the General Information Setup select the No Deadline Option as this will not require a deadline date.
Be sure to include in the build of your Master Template every section and every question required for all your application forms, including your Post Acceptance/ Acceptance sections. Once you clone the Master Template to make your actual application form, you can remove from the cloned version any items not needed for that application’s process.
Note: When building the Master template, you may also want to include the following items in the build of the template as these will clone, as well, and will keep you from having to recreate them again in each application form:
- All Email Templates that are the same messages for all application forms
- Any Pre-Qualification Questions that are the same in all application forms. Remember these can be turned off and on in the actual application General Information setup if not needed in a specific form.
- Request Section instructions, if the same in all applications
- Submit Message, if you are using the same message for all your applications
- Text Tabs, create all that are the same across all your applications
- Manage Funds/Fund Criteria, if only one application process, and each year the funds are the same from year to year, you can build this into the Master Template, and then in the cloned version remove any funds that are currently not part of that applications process for that cycle. Add any new funds to the Master prior to cloning, so that you have them in the Master to clone and they do not get forgotten in the cloned version.
- Proxy Instructions, if same in all applications
- Collaborator Instructions, if same in all applications
- Review Committee Tasks, if the same task is used in all your application forms.
- Any Ad Hoc reports that are pulling the exact same data in all the application forms.
- Automated Scoring if the same questions and scores are being used in all your application forms, included all those that are the same.
- Step 2: Once you build your Master template application you will need to have your Global Admin set that Application as the Master Template. (This is only a Global Admin functionality no other role type can perform this functionality) (See: Global Admin Guide 2– Administration Dashboard Settings – Set Master Application for more information on how to set a template as the Master template)
- Important Note: If running Institutional Reports - once the Master template is set in the system, if you change the Master Template to a new template, any existing Institutional Reports built from the old template will no longer work.
- Step 3: Use the Master Template to clone your actual applications. When cloning, select the Master Template in the “Select the Template for an Application”.
This will make an exact clone of the Master Template you have built, including all the sections and questions, email templates, messages, and evaluation setup, etc. that you have created in the Master Template.
- Step 4: When cloning, make sure to adjust the General Information setup to fit the new application (i.e. application name, deadline dates, Instructions, etc.).
- Step 5: Make any needed adjustments to the Sections and Questions in your new application. You can delete any unnecessary sections and questions. You will also want to make the adjustments for this application in all the other setup items in the Application’s Dashboard and the Evaluation Setup that are not required for this application.
Important: Use extreme caution not to change XML names for items that you keep from the Master Template. (See: Importance of the XML name in the Master Template)
- Step 6: Once you have cloned the applications and made all the required adjustments to them, if they are not active and you need to make a universal change to a question or section that was cloned down from the Master Template, you will always make the change in the Master Template and then push the changes down to the appropriate applications (See: Pushing Changes from the Master Application) Remember though that only changes to the actual application form (Sections and Questions) will be pushed, all other items will have to be adjusted in each individual application.
14.1 Importance of the XML Name in the Master Template
Using the Master Template to clone other applications will keep all the XML Names consistent throughout all your sections and questions for all your cloned applications.
XML names are how the system maps one item to another.
When pushing changes from the master template, it will look for that same XML name in the cloned application. When if finds the match, it will make the appropriate change. Therefore, it is important to remember, if you change any XML name that originated from the Master Template, you have broken the link to the Master Template for that specific item and the Master Template will not be able to make any changes to that item, as it will not be able to map to it.
To help keep consistency in your XML names. When creating your Master Template, it is a best practice to add the MT in front of every XML Section Name and Question Name. That way when you are in a cloned application you will know exactly what was cloned down from the Master Template and what was added to the application later and not part of the Master Template.
Section Names: for the General Information Section, use the XML name MTGeneralInformation.
Question Names; for the First Name, enter the xml name as MTFirstName,
Remember, XML names are not the name the applicant views, they are only for internal purposes only.
14.2 Pushing Changes from the Master Application
When you are using a Master Template to clone your applications, anytime that you need to make a universal change to all your inactive applications, you will want to make the change in the Master Template first and then push those changes down to your applications.
Important: This will only push to applications that were cloned from the Master Template and in the following status: (in both scenarios the published column would need to show as NO for the application form.)
- All Applications who don’t have a fund associated and have an End Date and time greater than the current date and time (The published column in the application listing would show as No as no fund has been associated)
- All applications who have unpublished funds Associated and have an End Date and time greater than the current date and time. (The published column in the application listing would show as No as the fund associated has not yet been marked as published)
It is recommended that once you start your application process that no additional questions be added to the application, therefore it is best to do this push prior to releasing your applications to the applicants.
When pushing changes from the Master Application you can choose to push all the originating items from the Master Application down to the cloned applications, or just specific sections and/or questions.
- Step 1: Select from the Home Page – Setup Application Forms
- Step 2: Select your Master Template application in the listing of applications by clicking on the name in the Application Form column.
- This will bring you to the Applications Dashboard.
- Step 3: Select the Sections and Questions
- This will open the Sections page, listing all the available sections in your Master Template application.
- Step 4: Make all your necessary changes to the Sections as well as to any Questions within your sections that need updated.
- Step 5: Once all your changes have been completed return to the Section listing page to begin the Push Changes process.
- Step 6: Click the Push Changes From Master Application button
- This will open the Push Changes From Master Application selection page:
- Step 7a: Source: Master Template: If you want everything that has been updated in the Master Template, from the beginning of its creation, not just the changes you made, to be pushed put a checkmark in the Push All Sections, Questions and Conditions from Master Template.
- This will push all the changes to all the applications that have been cloned. (This is selected by default, you will need to uncheck it if you are only selecting specific changes be pushed.) The following scenarios will happen if you select the “Push all” feature:
- All Active Sections along with their questions from the master application will be pushed to the child applications. By push we mean that if the sections and questions are present, then they will be updated, or if not present, they will be recreated in the target application.
- Sections and questions pushed from master application will appear in the same order in target applications as that of master application. The individual sections and questions belonging to target applications only (meaning after the application was cloned and you added additional sections) will appear after the sections and questions pushed from master application.
- Sections conditions and question conditions will be copied over to target applications. Only those conditions will be copied over to target applications that have the related sections and questions present in the target application. By related sections and questions, we mean conditions referring to sections and question in the master application have to be present in the target application with the same sectionxmlname and questionxmlname.
- Any existing conditions already on the target application will remain there and the conditions from master application will be added at the end with new grouping than that of the conditions already present in child applications.
- Linked questions, DependentDropDown, Conditions, and Calculation Question will be copied over to the target application, and their dependencies should relate to sections and questions present in target application.
- Step 7 b: However, you may not want to push all of your changes. If that is the case uncheck the box and proceed with selecting the specific Sections and Questions that you want to push.
- Step 8: If not pushing all, click on the dropdown arrow in the Master Application Sections and select the Section that contains the change(s) you are making. If you are making a change to just one specific Section, then select only that section. If you select multiple sections, you will be forced to change every item in all those sections and will not have the option to select only a specific question. If you want to only do a specific question, then only select that Section.
- All the Selected Sections along with their questions from the master application will be pushed to the child applications. By push we mean that if the sections and questions are present, then they will be updated. If they are not present , then they will be re-created in the target application.
- All Sections and questions relating to master application will appear in the same order in target applications as that of master application. Any individual sections and questions that are belonging to the target applications and not in the Master will appear after the sections and questions pushed from master application.
- All of the Sections conditions and question conditions will be copied over to target applications. Only those conditions that have the related sections and questions present in the target application will be copied over to target applications. By related sections and questions, we mean conditions referring to sections and questions in master application have to be present in the target application using the same sectionxmlname and questionxmlname.
- If there are any existing conditions already in the target application on any of the pushed questions, those conditions will remain there and any new conditions from master application will be added at the end with new grouping than that of the conditions already present in child applications.
- Linked questions, DependentDropDown, Conditions, and Calculation Questions will be copied over to the target application, but their dependencies should be related to sections and questions present in target application.
- Step 9: In the Master Application Question box, you will see all the questions available to push, based off the single Section you selected above. If there are only a few questions in that section that you wish to push, select the actual questions in the dropdown arrow for Master Application Question. If you want to push all the Questions for just that one section, then select the All in the Select option at the bottom of the dropdown. The following rules apply for the Master Application Question Selection:
- User will be able to select individual questions only if he selects a single section in the Master Application Section drop down.
- Questions will be pushed to target applications only if the section exists in target applications.
- Question conditions will be copied over to target applications. Only those conditions that have the related sections and questions present in the target application will be copied over to target applications. By related sections and questions, we mean conditions referring to sections and questions in master application have to be present in target application by same sectionxmlname and questionxmlname.
- Existing conditions on the target application will remain there and the conditions from master application will be added at the end with new grouping than that of the conditions already present in child applications.
- Linked questions, DependentDropDown, Conditions, Calculation Question will be copied over to the target application, and their dependencies should relate to sections and questions present in the target application.
- Step 10: Select Applications: If you want to recreate all the sections and questions that were originally removed from your cloned applications and have those added back into the cloned applications, then check the Create Sections and Questions that have been deleted from Child Applications.
- Otherwise do not check it. If it is not checked, then sections and questions deleted from the child applications, after they were cloned, will not be recreated in the child applications.
If this is not checked, only the newly created sections/questions in the Master template and existing sections/questions with the same xml in the child applications will be pushed down.
- Step 11: Click on the dropdown arrow in the Select Application(s) and select all the applications you want to push your changes to.
- Only the unpublished, active applications will appear. Archived applications will not be included in this listing.
- Step 12: Confirm that you have selected everything you want updated correctly as this cannot be undone.
- Step 13: Click the Push Button to push your changes.
14.3 Copying Question Conditions from Master Application to Child Application
When pushing data from the Master Application you also can choose to copy all the logic conditions that are set on questions in a specific section in the Master Template to it’s child applications.
This is useful if you cloned just a single section from the Master template, when you initially clone just the single section the conditions will not clone, therefore if cloned from the master template, you can then go in and click the “Copy Question Conditions from Master Application” choose that section and then have all the conditions added to the section in your new application, as well.
- Step 1: While in the Section listing page for the Master Template Click on the “Copy Question Conditions from Master Application” button
- Step 2: This will open the Copy Question Conditions from Master Application to Child application selection page:
- Step 3: Select the Section that you want to copy the conditions on.
- Step 4: Select the Target Application you want the conditions to be copied to.
- Step 5: A message will appear stating all the existing conditions from the Master template will be overwritten to that section. Click continue to proceed.
All the conditions will then be pushed to the section in the Target Application.