Applicant portal registration enables applicants to register and log in to the applicant portal using their preferred email account, such as Gmail or Outlook.
Applicant portal registration uses Azure Active Directory B2C (business to customer), which is a separate service from Azure Active Directory. For more information on Azure Active Directory B2C, go to Azure Active Directory B2C.
The image Applicant portal registration shows how applicants use email accounts, such as Gmail or Outlook, to register and log in to the applicant portal in Admissions through Azure Active Directory B2C.
Authentication
Applicants access the application portal as follows:
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Register on Azure Active Directory B2C.
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Azure Active Directory B2C is mapped to an authorisation group in Admissions.
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The admissions authorisation group is mapped to a role. The role enables applicants that log in through Azure Active Directory B2C to access the applicant portal.
However, some applicants may already be registered in Azure Active Directory B2C. For example, users who have registered with your institution to submit an application form. Therefore, to avoid these applicants having to register again, the users can be preconfigured with the role that enables them to access the applicant portal.
Users that have already registered with Azure Active Directory B2C can be preconfigured using the integrations API Users, which is available in People under the Admissions category. For more information, go to the API catalogue.
How it works
On receiving applications, applicants are sent an email to register or log in to the applicant portal when the following conditions are met:
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Applications have a completion status of Received.
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Applicants have a preferred email address defined in the Residence and communication tab on the person profile.
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Applicants have a merge status of No duplicate or Merged. If the duplicate match feature is not enabled, all applicants have a merge status of No duplicate.
The email depends on whether the applicant is registered as follows:
- Unregistered applicants
- The email uses the Applicant portal registration email communication template, which contains a link to register an account on the applicant portal. The link is the URL to the Azure Active Directory B2C Register and log in user flow and is defined by the parameter
{{SystemData.InvitationUrl}}. - Applicants can then register for the applicant portal using their preferred email address, such as Gmail or Outlook.
- Registered applicants
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The email uses the Application acknowledgement communication template, which has a link to log in to the applicant portal. The link is defined by the parameter
{{SystemParameters.PortalUrl}}. -
Applicants then sign in to the applicant portal using the email address and password used to register for the applicant portal. This process uses the Register and log in user flow.
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Registered applicants can also reset their applicant portal password from the log in page. This process uses the Password reset user flow.
You can resend the Applicant portal registration email on the applicant's person profile. For example, if the applicant did not receive the original email due to an incorrect email address being defined in the person profile.
Examples
The following examples detail when emails for registration, acknowledgement, or both are sent to applicants:
- Applicant registration email
- A new applicant submits an application to the institution. The application has a completion status of Received and the applicant has a merge status of No duplicate. Note that the applicant may also have a merge status of Merged, if the merge was completed before applicant portal registration was implemented.
- Applicant portal registration email and acknowledgement email
- Two existing applicants, each with an application are merged, resulting in one applicant with a merge status of Merged and two applications with a completion status of Received. If the merged applicant has not previously received an Applicant portal registration email, they will be sent an Applicant portal registration email for the first application and then an Application acknowledgement email for the second application.
- Application acknowledgement email only
- An existing applicant who has previously received an Applicant portal registration email is only sent an Application acknowledgement email for any subsequent emails, regardless of whether they have registered on the applicant portal.
Customisation
You can customise the communication templates and Azure Active Directory B2C registration and sign-in pages as follows:
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The text of the communication template can be customised to meet the requirements of your institution.
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The user flow pages for applicants to register and sign in can be customised for your institution’s branding. For more information, go to Customise the user interface in Azure Active Directory B2C.