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Request Information in Applications
Request Information in Applications

Learn how to create requests for information and assign them to your applications.

Michael Stephenson avatar
Written by Michael Stephenson
Updated over a week ago

Overview

The Request Information feature within Applications allows students to easily request documents or information from third parties within an application (e.g., transcripts, fee waivers, test scores, letters of reference).

With just a few clicks, you can add an Information Request to your application(s). Upon application submission, the request automatically sends an email to the third-party/recipient.

This feature streamlines the application process by enabling students to request information and documents at the time of application.

Video Guide


Creating an Information Request Form

Step 1: Create an Information Request Form

To get started, the first step is to create a request information form. Expand the collapsable section below to learn how:

How-To: Create an Information Request Form

  1. Navigate to Applications > Applications > Request Information

  2. Click on the + sign in the bottom right corner to create a new form.

  3. A window will open for you to name your request. This is for internal identification, so you can be as specific as needed.

  4. After you've named the request, click Save in the top right corner.


Step 2: Configure Your Form Settings

After creating your Form, it's time to configure each section:

Applicant's Form

The Applicant Form is what your applicant (student) will see when they get to the Request Information section of the application.

  • Description: Include a brief description of the request and any applicable instructions.

  • Waiver Label: Allows you to add text to the waiver acknowledgment.

  • Fields: You will see the three minimum fields required, but you can add additional fields if needed. We recommend renaming the fields to prevent confusion.

    • Sender First Name:
      We recommend changing this Label to be more specific, such as "High School Official First Name" or "Reference First Name."

    • Sender Last Name:
      We recommend changing this Label to be more specific, such as "High School Official Last Name" or "Reference Last Name."

    • Sender Email:
      We recommend changing this Label to be more specific, such as "High School Official Email Address" or "Reference Email Address."

Here is an example of what the student will see:

Recommender Form

The Recommender Form is what the recipient, or recommender, will see when they receive a Request for Information.

  • Greeting: The greeting of the request.

  • Message: Provide context about the request, any instructions, or other helpful information for the person sending in the information.

  • Form Title: This is the title of the form that the recipient will see, so we recommend making it specific to the request, such as "Unofficial Transcript Request - Action Needed."

  • Fields: You will see a few example fields, but you can edit or add additional fields based on your needs.

Here is an example of what the recipient will see:

Confirmation Messages

Applicant's Form: Customize the messages that the applicant/student will receive when Element sends the request to their designee and the message they will receive when the designee successfully completes the request. Use the pencil icon to edit the default message. Note: You can also insert tokens.


Recommender Form: Customize the messages that the recipient/recommender will see. Use the pencil icon to edit the default message. Note: You can also insert tokens.

Autoresponder Messages

The default autoresponder messages are managed in Application Settings. However, here, you have the ability to customize or tailor an autoresponder to meet the needs of a specific Information Request type. However, it is important to note that if you modify an autoresponder for a specific Information Request type, any subsequent changes you make in the Application Settings to that same message will not apply to that particular Information Request.

  • To edit the autoresponder messages here, click the pencil icon.

  • To deactivate the autoresponder message, toggle off the active switch.

  • To send a preview of the autoresponder message, click the stamp icon.

Step 3: Add an Information Request Form to an Application

Once you've created your Request for Information Form, you must attach it to the application(s) of your choosing.

How-To: Add an Information Request Form to an Application

  1. Navigate to Applications > Applications > All Applications.

  2. Select the application to which you wish to add the form.

  3. From the left-hand side menu, click Request Information under Content.

  4. Customize the Request Information section (Note: Because you have the ability to add multiple Requests for Information to a single application, this step creates a section within the application.):

    Title and Description: Explain this section to the student. Remember this is a section, and each Information Request will have its own description. Therefore, if you will require more than one request, keep it general. If you just have one request, like a transcript request, you can be more specific.


    Add Request Type: Select the request form from the dropdown that you created in the first step. You also have the ability to:

    • Add multiple information requests

    • Choose to make the request optional or required

    • Choose to limit the number of requests

    • Configure any conditional logic to segment the population that will see the request.


    Sidebar Title and Paragraph: This appears as "Tips and Info" in the top right corner of the application. When clicked, it will display a sidebar with the Title and Paragraph that you configured here. Use this section to provide any additional information that would help the student when completing this section.


Accessing Completed Information Requests

Once a recipient or recommender completes the request, the information is attached to the Application for easy access when reviewing.

You can access a student's Application from their student profile in the People module or in the Decisions module:

Accessing from Decisions

  1. Navigate to Applications > Decision > All Decisions.

  2. From the list, locate the student's application and open it.

  3. Click on the Documents tab.

  4. From here, you can find the information request and then choose to view (eye icon) or download (export icon).

Accessing from People

  1. Navigate to Contacts > People.

  2. Locate the student's profile and open it.

  3. From the student's profile, locate the Applications card.

  4. From the Info Requests section, click the View All Info Requests button.

    You can also click Generate Download Document, but this option will download all application contents in a compressed file.

  5. After clicking View All Info Requests, you can view and download the information.


Editing an Information Request

  1. Navigate to Applications > Applications > Request Information.

  2. Locate the request form you wish to edit.

  3. Click the corresponding pencil icon.


FERPA Waiver

By default, the system includes a waiver question at the bottom of every information request form. This question cannot be edited or removed. It asks, “Do you waive your right to view information sent on your behalf?” and requires a yes or no response.

The response determines which autoresponder message is sent to the recommender—either “Document Request with Waiver” or “Document Request without Waiver.” At the bottom of the autoresponder, the following text is added by default, but you can edit it if needed:

  • Document Request with Waiver: In accordance with the Family Education Rights and Privacy Act (FERPA) of 1974, [user:user-first-name] has waived [user:user-gender-pronoun,type=possessive] right to access this reference or recommendation.

  • Document Request without Waiver: In accordance with the Family Education Rights and Privacy Act (FERPA) of 1974, [user:user-first-name] has not waived [user:user-gender-pronoun,type=possessive] right to access this reference or recommendation.

You can read more about autoresponders in Step 2 above.

How-To: Find a Student's Waiver Response

  1. Navigate to the student's profile.

  2. Open/expand the Activity profile card.

  3. Click Info Request from the left-hand menu.

  4. Click the eye icon next to any of the activity items (recommendation received or recommendation requested). The response will be listed on all of the activities.


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