Setup Considerations: Configurable Online Applications
This topic can help you make decisions when planning your configuration and use of configurable online applications by explaining:
- Why to set them up.
- How they fit into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What They Are
The configurable online application is how applicants apply for admission. Applicants can submit their information through an external website to create Workday accounts and advance in their admissions evaluation process.
Business Benefits
The configurable online application means you no longer need to create home-grown or external applications to meet the needs of your institution.
This enables you to create a comprehensive application so that you only have to send 1 application to the applicant. This gives you earlier access to enough information to evaluate an applicant for admission.
From a single application, you have the flexibility to select the types of information you want to ask for, such as:
- Contact information for the applicant.
- Grades and class ranking.
- Transcripts.
- Extracurricular activities.
- Configurable questionnaire for custom question types.
Use Cases
- Your institution needs to gather information from prospects so that you can make an informed admission decision more efficiently.
- You need to simplify your admissions process by reducing the number of applications sent to a prospect.
Questions to Consider
Questions | Considerations |
|---|---|
How do you want to route applications to admissions reviewers? | You can make admissions processing routing easier
based on information from the configurable application, such as:
|
What type of questions do you want to ask applicants? | You can use these question types on your application:
|
What branding do you want to display for different groups of applicants? | Workday enables you to use your own custom branding for the configurable online application, such as for a particular program of study. |
How do you want to display questions to applicants on the online application? | You can use label overrides to
configure how you want to display questions and fields. |
What information do you want populated by default on the online application? |
You can configure default values for common responses on the online application, such as Full-Time for an applicant's load status. |
Which academic units can admit students? | Applicants must apply to a program of study from the lowest-level applicable academic unit that admits students. Applicants to a superior admitting academic unit can't apply to a program of study that belongs to a subordinate academic unit that also admits students.
Example: The School of Nursing is a subordinate academic unit of Alma Mater University, and both academic units admit students. Applicants to Alma Mater University can't apply to the School of Nursing; they must apply to the School of Nursing directly.
|
Recommendations
- Use the highest academic unit for defining your configurable application policy.
- Configure programs of study with an association to your applications.
Requirements
Before configuring your online application, verify you have these set up:
- Academic units.
- Academic levels.
- Programs of study.
- Student external site.
- Eligibility rules.
- Questionnaires.
Limitations
No impact.
Tenant Setup
Assess whether you have multiple institutions in your tenant. You can configure the online application for multiple institutions.
The configurable online application lets you configure different branding for multiple institutions, letting you deliver custom branding for your particular institution.
Security
Security | Considerations |
|---|---|
Set Up: Student Sites
| Users with access to these domains can create and manage the student external site. |
Set Up: Student Admissions Sites
| Users with access to these domains can create and configure the admissions application on the student external site. |
Business Processes
These business processes in the Recruiting and Admissions functional area control the configuration policy on the admissions application:
- Student Application Configuration Business Policy Event.
Reporting
You can create a custom report based on all the delivered report fields for the admissions application.
Integrations
You can use a third-party payment processor to have students pay for application fees from the configurable online admissions application.
Connections and Touchpoints
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.