TUV Interview Template access issue

Event template: https://vet.admissions.tufts.edu/manage/event/form?id=1d03fa12-e9d9-46a4-b9d1-9252b38ad9df

There are conditions added to the event registration form within the event teplate. The filters for that logic are:

Rebecca was using her test account (173539353) which had three application records. I wondered if the way the filters are currently set up were targeting only the Rank 1 application, so I ran a query to look at how her test applications were ranked:

The DVM First Year Student app was actually Rank 3. My suspicion is that the way the filters are currently applied, it is creating one to one joins and by default pulling back the Rank 1 application, which is not always going to be in the correct bin. So I needed the filter to account for all applications, not just the Rank 1 app.

So I went back to the access conditions on the form and updated the filter to join to Application (renamed Interview Application) then joined that to Person. Then I did a subquery join from Person > Applications (one to many) and a join to Workflow Records: Applications, and the filter for the bin:

I created my own test account and added three different applications, and even though I added the DVM First Year application first, once I added two more I was back to seeing DVM First Year application as Rank 3.

I tested my own access to the form using an incognito browser and my new test credentials, and first tried with just the one DVM First Year application without changing the filters, and I was able to get in. Then I added two more applications to my account, updated the filters, and was still able to get in.

I contacted Rebecca and asked her to try again, and she was able to login after some support. I did notice that now that applicants could view the form, the form was identifying their Rank 1 application as “associated” with the form. Once our test accounts could be used to test registration for the interviews, we saw that they were saving as activities on the Rank 1 app, and not always the DVM First Year app:

After briefly researching if there was any setting in the form that could force it to be associated with a specific round or application record (came up with nothing) and trying to adjust the filter on the conditions in the form to only target DVM First Year apps (didn’t work), the best solution I could think of was to have students first login to their application portal and have the link be there. After testing, this seemed to work, so I got approval from Rebecca to proceed and did the following:

1. Added a new content section to the DVM, BDVM, TDVM Status Portal with instructions to invite to interview and a link to the interview registration form: https://vet.admissions.tufts.edu/apply/form?id=1dd3113c-44d0-40a5-8996-8c8f8a51e460. Added filters to this content that matched the filters on the email invitation mailing (so only students in the Interview bin, who hadn’t already scheduled, etc.)

2. Updated the content of the interview invite email so that the text and the link sent students to login to their status portal (https://vet.admissions.tufts.edu/apply/status)

Rebecca and Patty took back over at this point to continue testing. Rebecca had some trouble with the new portal link, here was my email reply to her:

Are you using an incognito window or your regular browser? When you use the regular browser and are also logged into Slate as an employee, even when you are doing things “as a student” it knows you’re an admin and so behaves a little differently. Your PhD application in your test account isn’t submitted, which means that if you were a real student it shouldn’t be showing you a portal for that application at all. (Portals are only visible after the application is submitted).

I just realized your test First Year DVM application also wasn’t submitted, so I changed it to submitted for you. It will take a few minutes for the rules to update your application, but if you again in maybe 10 minutes using an incognito browser, I believe that should work.

Lessons learned:

1. Application scoped event forms don’t automatically “match” to the application you think they will (seems to be Rank 1, but I think something is going on with the Vet rank rules, that a submitted application wouldn’t be considered Rank 1?!)

2. Must use an incognito browser when trying to see exactly what the student sees, otherwise will see a status portal even if the application isn’t submitted yet.

3. Ensure an application is submitted if you want to see the status portal.

4. At least 3 students saw the portal content block before we even sent the email, so Vet students are definitely able to get into that portal! 🙃