Status Update Batches#
This process allows a user with permission to upload a batch file that contains statuses and associated messages to be applied to applications.
Tip
You will only be able to access this functionality if you have the correct permission assigned. Speak to your administrator if you think you need access to this.
Uploading a Status Update Batch#
You can update multiple applications statuses by uploading a file containing details of the applications to be updated.
The file that is going to be uploaded must match the template files structure. To ensure that this is as easy as possible you can download a blank template file by clicking the Download Template button.
The batch file contains three columns:
Application Reference Number - the reference number of the application that you would like to add the message to
Status - the name of the status that you would like to update the application to
Status Message - the message that should be added to the application for the status update (if different from the default)
Caution
The name of the status must exactly match the name of the status configured.
Tip
Leave the status message field blank if you don’t need to provide a customised message for that application and the default one will be used.
Once you have completed your batch file and selected it on the form and selected the academic year that the applications in the batch relate to, click the Submit Batch button to update the applications.
Caution
We ask you to select the academic year as a form of sense checking the request. Batch actions can quickly damage your data integrity if the wrong items are updated. If the academic year you select doesn’t match that of the applications in the batch the process will fail.
Batch records are added to a queue for processing so you don’t have to wait while the applications are updated. You’ll be redirected to the Batch Details page and can check back here later to review any errors.
Tip
A notification will also be created to inform the applicants/contacts that their applications status has been updated. Depending on their preferences they may also receive an email update about the new notifications.
Batch Details#
You can view the details of an uploaded batch by selecting the view batches option from the menu. This will present you with a screen to select the academic year to view batches for.
Once selected you will see a list of the batches that have been created and assigned to that academic year.
You can view the details of a single batch by selecting the checkbox on the corresponding table row and clicking the edit button on the tables action bar.
You will then be shown the academic year that was selected, the number of records within the batch and any errors that where in the batch.
You can also download the errors in a pre-populated template file that you would then be able to edit, correcting any issues before attempting to upload the records again in a new batch.
Tip
The selection of the academic year allows a final check to be done to ensure that the applications that are being updated are within the academic year that you intended.