Siebel Public Sector Guide > Managing Benefits Cases > Process of Managing Applications >

Uploading Applications

Before an agent uploads application data, this data exists only in the submitted application, and not in the data fields in Siebel Public Sector. When the agent uploads an application, the agent distributes the data in the application to the appropriate data fields in Siebel Public Sector records for the case and associated benefit plans and for the contacts and associated addresses, expenses, income, financial assets, and relationships.

A single master case record is associated with the primary contact record for an application. When you upload application data, you make sure that all cases for the primary contact are associated with this single master case record. Observe the following restrictions about application upload:

• You can upload only one application at a time.
• To upload an application, you must first associate contacts with that application if contact matching is enabled. For more information about associating contacts with an application, see Finding Matching Contact Records.
• You can upload an application only if the status of the application is Submitted. Because an uploaded application has a status of Processed, you cannot upload an application more than once.

This task is a step in Process of Managing Applications.

To upload an application

1. Navigate to the Applications screen.
2. To view only the submitted applications assigned to you, select My Applications in the visibility filter.

   Additional selections in the visibility filter display applications for your team, applications for an organization, and all applications.

3. Drill down on the Name field of the application.
4. Click the Contacts Matching view tab.
5. Click Upload.
   • If the upload succeeds, then the following changes occur:
     • The Benefit Plans view in the Plans view in the Case List view of the Cases screen appears, and this view shows the benefit information for the newly created case.
     • The Status field of the application changes to Processed, and the Case Number field of the application is populated with data.
     • The Decision Report view in the Plans view in the Case List view of the Cases screen is populated with details about benefits determination.
   • If the upload fails, then an error message appears.

     NOTE:  If you assign an application to another user or to an organization that you are not a member of, then an error message appears when you click Upload because you cannot upload an application that is not visible to you.

About Application Upload

For a citizen's contact record, the upload process replaces the field values in the Siebel Public Sector record with the field values in the application. For example, if a citizen's last name changes because of marriage, then the upload process replaces the maiden name in the Siebel Public Sector contact record with the married name in the application.

For the records that are associated with the contact record (for example, expenses and income), the upload process determines the fields in the user key of the associated record. If the user who submits the application changes the values in the user key fields, and if these field values do not exist for the record that is associated with the contact record, then the upload process adds a new record in Siebel Public Sector. If the user who submits the application does not change the values in the user key fields but changes other field values for the record, then the upload process updates these other field values in the record instead of adding a new record in Siebel Public Sector.

For example, assume that the user key for the expense record includes only the expense type field. If a user enters a new expense type in an application, then the upload process adds a new expense record in Siebel Public Sector. If the user enters a previously submitted expense type in the application but changes the field values for the frequency and amount of the expense, then the upload process updates the frequency and amount fields in the expense record in the Siebel Public Sector record instead of adding a new expense record. Administrators can access the PUB Sample Upload Contact integration object in Siebel Tools to adjust the user key fields for records, or administrators can create a new integration object in Siebel Tools to set up new user key fields for records.

When you upload a benefits application, Siebel Public Sector performs the following steps:

1. Finds the master case record for the primary contact that is associated with the application. If no master case record exists for this contact, then creates this record.
2. Creates a child case record, if necessary, for the master case record.
3. Sets the Type field of the child case to a value of Other.
4. Sets the Category field of the child case to Benefit.
5. Populates the field values in Siebel Public Sector with the field values on the application. If an error occurs, then displays an error message and rescinds any changes made to field values in Siebel Public Sector.
6. Creates a time-stamped XML file that shows all the updates to the Siebel Public Sector field values.

NOTE:  If a citizen submits multiple applications for the same program, then multiple case records for the program can exist for that citizen in Siebel Public Sector. However, the creation date component of the case name differentiates these case records from one another.