30 May 2023

How to set up desks

Set up desks to define the desks, the folder structure of desks, and the health processing times of folders. Optionally, map folders to phases in the applicant portal timeline.

Desks, sections, and folders must be set to In use to be available to process applications.

Set up desks as follows:

  1. Create the default desks and folders. Go to Admissions settings Reference data Applications Desks, and select Create default desks and folders to create the folders detailed in the table Default desks and folders.

    Default desks and folders
    Desks Folders

    • Unallocated (EDGE_UNALLOCATED)

    • Pending applications (EDGE_PENDING)

    • New (EDGE_NEW_APPLICATIONS)

    • Academic review in-progress (EDGE_ACADEMIC_REVIEW_IN_PROGRESS)

    • Academic review complete (EDGE_ACADEMIC_REVIEW_COMPLETE)

    • Archived (EDGE_ARCHIVED)

  2. Add the desks required for processing applications, such as an Undergraduate health desk. Go to Reference Data Applications Desks. Then, add the desks.

  3. Add the folders required by the desk structures. Note that you also need folders for the sections in structures. Go to Reference Data Applications Folders. Then, add the folders.

  4. Define the structure of a desk. On Reference Data Applications Desk, find the required desk and then go to ⋮ and then select Manage structure.

  5. Add the sections. On the Desk structure, select Add section. Then, select the folder for section such as New applications (MYDESK), where MYDESK is the code of the folder.

  6. Add the folders to the sections. Select Add folder and then select the folder to add, such as the folder for new applications New (EDGE_NEW_APPLICATIONS).

    The desk structure must have the following folders:

    • New (EDGE_NEW_APPLICATIONS)

    • Academic review in-progress (EDGE_ACADEMIC_REVIEW_IN_PROGRESS)

    • Academic review complete (EDGE_ACADEMIC_REVIEW_COMPLETE)

    To change the order of the sections and folders in the desk structure, use the commands in the menu ⋮.

  7. On the required folders, configure the health settings. Set the processing time Hours to amber for the At risk health applications and the Hours to red for Breached applications, in hours. For example, set the processing time until applications are At risk to 72 hours (3 days) and until applications are Breached to 144 hours (6 days).

    The processing time accumulates over weekends and public holidays.

  8. Optional. Map folders to a phase on the applicant portal timeline: select the phase of the folder in Applicant portal timeline phase.

  9. Repeat steps 4 to 8 to add the remaining desks.

After setting up the desks, you need to do the following:

  • Configure reference data for Entry points to allocate applications to desks.

  • Set up the desk-based processing to define the roles and permissions of admissions staff working at each desk.

    Permissions for desk-processed processing are defined in System admin.