Configure Application Snapshot Settings

View the point-in-time data for an admissions application based on application status. Applicants and administrators can view, download, and print a copy of submitted applications or other available data snapshots for an application.

First, define snapshot settings for the admissions application form. Select which application statuses will trigger the creation of a static snapshot view for applicants and administrators. Associate those settings with a specific institution, campus, or other entity. Alternatively, you can choose to create a global setting at the system office level.

Then, use the new data security privileges to control which snapshot status points are available by user role. For example, a Student role can be limited to accessing only the submitted status snapshot, whereas an Admissions Coordinator role can view all available snapshot instances.

Here’s what you do.

From Student Central, click Search and search for Application Snapshot Settings.
Click Create Snapshot Setting and specify the required details, such as Setting Name and Code.
On the Snapshot Statuses tab, select and add different application statuses for which you want to save an application snapshot.
On the Relationships tab, create a relationship to associate the snapshot settings with a specific institution, campus, or other entity.

Next, enable the data security privileges to limit access for different roles, such as a Student role. By default, the Student role doesn't have access to see any snapshot data until you enable data security privileges, and the Admissions Coordinator role has access to all available snapshots.

On the Roles tab of the Security Console, make a copy of an existing student role, then edit the copy to create a new user-defined-role. Or, if you already have a user-defined copy of an existing student role, edit that.

To initiate a copy of an existing student role, search for the role. In the search results, click the arrow for the selected role and select Copy Role > Copy top role and inherited roles.
To edit an existing user-defined student role, search for the role. In the search results, click the arrow for the selected role and select Edit Role.

An editing train opens. Essentially, you follow the same process when creating a new user-defined role as you would follow to edit one.

Click the Data Security Policies train stop.
On the Data Security Policies page, find the two Admissions Application Grant Policies, then click the arrow at the end of the policy row to see the actions menu.
Select the Remove Data Security Policy option.
Click Submit and Close, then click OK to close the confirmation message.

Now, create a mapping between a data profile and the user-defined role.

From Student Central, click Search and search for Application Access.
Click Data Profiles > New Data Profile.
Specify a name and description for the profile.
In the Assigned Business Object field, select Admissions Application. To see the fields associated with that business object, click inside the Fields field.
In the Securing Fields, select Row Type, Application Status.
When you're done, click Save. The data profile that you created is displayed on the list.
Click the ellipses on the row for the data profile you just created and click Assign to Roles. If you don't see the ellipses, scroll to the right.
On the Assign Data Access to Roles page, click Add Role, select the user-defined role to add to the data profile, and click Add.
For each of the fields that you enabled for the data profile, select the values to define the security filter conditions on the data set for the business object. For example, when you select Row Type: Snapshot, Application Status: Submitted, and Permissions: View Admissions Application, users associated with the assigned user-defined role can view snapshots with a submitted status.
When done, click Add.
Use the Add Row option to add more security filter conditions on the data set for the business object.
When done, click Save.