Jenzabar Campus Portal Features Help Hub

Step 11: Set Up Allowed File Uploads on the Documents Tab

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

The online application form template is set up to allow applicants to upload documents such as their application essay or resume. You can determine what file upload types are allowed and where files will be stored. File size limitations are determined by your school’s Internet Information Services (IIS) configuration, which is typically 2GB.

For This Feature to Work:

  • J1 Desktop users must belong to a group with permissions to AD_CANDCY Attachment Use Code. To manage this permission, access the J1 Desktop Group Permissions window, Functions tab.

If you are pointing to a J1 database and using all of the application form template questions, little setup is needed. The following step through several file upload configurations and ensure the questions are mapped to J1 Desktop correctly.

How To
Determine Where the User Uploaded Files will be Stored on your Web Server

Note

By default, files are uploaded to the /ICSFileServer/ContainedFormFiles folder on your web server. The question is also set up to append the applicant's last name and _Essay to the uploaded file name.

  1. Click Form Settings to open the Form Information pop-up.

  2. Click the Settings tab.

  3. In the File Upload Root field, enter the path to the Campus Portal server location where the files will be stored for any form questions allowing for users to upload files.

  4. Click Save changes.

Determine the Types of Allowed Files

  1. Right-click on the file upload question and select Properties to open the Edit Item pop-up.

  2. Click the Settings tab.

  3. In the Allowed Extensions field, list the file types you will allow an applicant to use to upload their essay or resume.

    Note

    Enter the file types in .docx, .pdf, etc. format.

  4. Click Save changes.

Verify or Set Up the Attachment Use Codes in J1

  1. Log in to J1 Desktop and access the Attachment Type Definition window.

  2. Right-click and select Add Row.

  3. In the Attachment Type Code field, enter a unique code that can be used to identify the attachment when you associate file extensions with it (e.g., APP_ESSAY for application essays).

  4. In the Description field, enter an identifier for the attachment type (e.g., "Online application essay").

  5. From the Use Code drop-down, select AD_CANDCY.

  6. Repeat steps 2 - 5 for each attachment type you want to allow.

  7. Click Save.

Verify or Set Up the File Extensions Available with the Attachment Use Code in J1

  1. Log in to J1 Desktop and access the Make File Extension Available for Attachment window.

  2. From the Attachment Use drop-down, select AD_CANDCY.

  3. Select the Make Available checkboxes for those attachment types you want to allow form users to submit and to be mapped to the J1 Desktop Process Internet Submissions window.

  4. If a particular file attachment type isn't listed:

    1. Click the Create a new file extension link.  The Define Allowed File Extensions window appears.

    2. Right-click and choose Add Row.

    3. Enter the file type extension.

    4. Enter the appropriate description.

    5. Click Save.

    6. Close the Define Allowed File Extensions window.

  5. Click Save.

Review the File Upload Form Question's Mapping to J1

Note

The file upload questions for online applications are already mapped for you to the J1 database Candidacy Attachment/Essay table.

  1. From the Tools menu, select the J1 Mapping Toolto open the Internet Submissions Mapping page.

  2. To view how the upload questions are mapped to J1 Desktop, click Edit next to the Candidacy Attachment/Essay, Essay Upload and Candidacy Attachment/Essay, Resume Upload rows.

    Note

    The Row Information page appears where you can review the row description and the upload question's unique ID to be mapped to the database column.

  3. Click Save.

  4. Click Done.

  5. If you wish to map additional upload questions, use the File Upload form question's Unique ID to map to the appropriate J1 database table:

    1. Log in to the Campus Portal as an administrator and access J1 FormFlow - Forms.

    2. Click Manage Forms.

    3. Click on the form you are working with.

    4. Right-click on the form's upload question and select Properties to open the Edit Item pop-up.

    5. Note the question's Unique ID on the Definition tab.

    6. Click Cancel.

    7. From the Tools menu, select J1 Mapping Tool to open the Internet Submissions Mapping page.

    8. Select the mapping table to which you want to store the attachment (e.g. Candidate Attachment/Essay).

      Note

      This will allow the attachment to be viewed from select J1 Desktop windows. Only tables that can be mapped to the J1 Desktop Process Internet Submissions window for the selected form type are available.

    9. Click Add New Row.

    10. If desired, enter the Row Description into the blank field.

      Tip

      It is recommended that you add a Row Description if you have multiple file uploads mapped so that you can easily identify them on the Internet Submissions Mapping page.

    11. From the ATTACHMENT_TEXT drop-down,  select your file upload form question's unique ID.

    12. From the ATTACHMENT_TYPE drop-down, if the attachment type is defined in a question on the form, select the J1 Desktop attachment type. Otherwise, select the Custom Value option and enter in the attachment type code in the corresponding field.

      Note

      You must ensure that the attachment type you selected or entered has been created in the Attachment Type Definition window of J1 Desktop.

    13. Click Save.

    14. Click Done.