01 October 2024

What's new in Admissions?

The October (2024.10) release updates to the following:

• Agent portal

• Applicant portal permissions

• Documents

• Embargo

• Person profile – Identity claims identifier

• Visa sponsorship

• Welsh translations

• Workflow

• SITS Power Automate connector

Agent portal

A new banner shows the number of active applications and tasks. Active applications are applications with application statuses, such as Unconditional offer published and Conditional offer accepted as detailed in the table Application status. The table shows the application status in the agent portal, the corresponding status in Admissions, and whether the status means that the application is an active application in the agent portal.

Application status

Agent portal	Admissions	Active?
In progress	Received (completion status) and no other application status is applicable.	Yes
Conditional offer	Conditional offer published (decision 1)	Yes
Conditional offer accepted	Conditional offer accepted (response 1) Conditional offer insurance accepted (response 1)	Yes
Conditional offer declined	Conditional offer declined (response 1)	No
Unconditional offer	Unconditional offer published (decision 2) Unconditional offer confirmed (decision 2)	Yes
Unconditional offer accepted	Unconditional offer accepted (response 1)	Yes
Unconditional offer declined	Unconditional offer declined (response 1) Unconditional offer declined (response 2)	Yes
Rejected	Rejection published (decision 1) Rejection confirmed (decision 2)	No
Withdrawn	Withdrawn	No
Ready for enrolment	Sent to enrolment (completion status)	No
Closed	Closed (completion status)	No

Agents can filter the list of applications to find applications of interest. The number of active applications and tasks is for the applications displayed in the list of applications and, therefore, reflects any filters applied.

The video Active applications and tasks shows how the banner on the agent portal with the number of active applications and tasks and how filter the list of applications updates the number of active applications and tasks.

A new vertical security system provides a granular control over the actions that agents can take within the agent portal as detailed in the table Agent portal permissions.

For more information, go to Agent portal permissions.

Agent portal permissions

Permission	Description
Agent portal – Edit responsible agents	Edit the responsible agent assigned to applications.
Agent portal - View	Access applications assigned to the agent in the agent portal.
Agent portal - View all	Access all the applications assigned to the agency, not only the applications assigned to the agent.
Applicant – Edit communication language	Edit an applicant's preferred communication language.
Applicant – Edit contact details	Edit an applicant's contact details.
Applicant – Edit emergency contact	Edit an applicant's emergency contact and nominated proxy.
Applicant – Edit personal details	Edit an applicant's personal details.
Application – Request deferral	If enabled for applications, agents can request deferral on the behalf of applicants.
Application – Request withdrawal	If enabled for applications, agents can withdraw applications on the behalf of applicants.
Application – Respond to offers	Respond to offers on behalf of applicants.
Documents - Edit	Upload or delete the documents for applications, such as upload copies of passports.

Applicant portal permissions

A new vertical security system provides a granular control over the actions that applicants can take within the applicant portal as detailed in the table Applicant portal permissions.

For more information, go to Applicant portal permissions.

Applicant portal permissions

Permission	Description
Applicant – Edit communication language	Edit their preferred communication language.
Applicant – Edit contact details	Edit their contact details.
Applicant – Edit emergency contact	Edit their emergency contact and nominated proxy.
Applicant – Edit personal details	Edit their personal details.
Applicant portal access	Access the applicant portal.
Application – Request deferral	If enabled for applications, request deferral.
Application – Request withdrawal	If enabled for applications, withdraw applications.
Application – Respond to offers	Respond to offers.
Documents - Edit	Upload or delete the documents for applications, such as upload copies of passports.

Documents

Tasks related to document placeholders are created automatically when the document placeholder is created. That is, when adding a clearance check type with category Conditional offer evidence or Other evidence, you can choose to create a document task and then define the document placeholder to create and the applicant facing description.

The image Document tasks shows a clearance check with the category Other evidence with Document task selected and the Document placeholder to create and the Applicant facing description defined.

Document access control enhances the existing system for managing access to documents. Document types now have document categories, such as categories for documents related to education, employment, and financial information. Documents categories for documents with sensitive data, such as financial information, and special category data, such as religious beliefs and gender identity, can be set to sensitive.

Permissions for roles assigned to applicants, agents, and admissions staff can be set for each document category. For example, admissions staff with the role Applications Viewer have the permission Document - View for the education document category can view and download documents. However, they are not assigned the permission for the financial information document category so cannot view sensitive information. Document categories that are set to sensitive are highlighted with the icon to remind administrators that the document category has sensitive information and to only assign users entitled to access sensitive information to the document category.

The image Authorisation area for document categories shows the document category for financial information that has sensitive information and that the role Applications manager has the permissions Documents - View for this category.

Embargo

Communications are now suspended until the embargo period has ended. For the example, the image Suspended communications shows the Communications tab with the status of communication Programme change email set to Suspended.

Person profile - Identity claims identifier

The Manage account section of the Person profile now enables administrators to view the identityClaimIdentifier. The identity claim identifier is the person's email address. There is also now a separate tab for consents.

The image Identity claims identifier shows the Account tab of the person profile with the new Identity claims identifier set to the email account of the applicant. The image also shows the new Consents tab.

Visa sponsorship

Nationalities and entry points can now define whether applications require a visa. The reference data Nationality and Entry point have a new field Is visa required.

For more information, go to Entry point reference data and Nationality reference data

The image Nationality reference data shows the new field Is visa required on he reference data Nationality.

Applications can now have the Visa sponsorship status Query. Admissions staff can set the status to Query to denote an application's visa sponsorship requirements are unknown and further investigation is required. For example, contacting the applicant to find out their visa intentions.

For more information, go to What is visa sponsorship?

The image Visa sponsorship status shows an application with the Visa sponsorship status set to Query.

Welsh translations

Welsh language translations can now be added to reference data. Reference data values for translation are highlighted with the icon . On selecting the icon , you can add the translation. Then, after adding a translation, the icon changes to . If the text of a value to be translated exactly matches the text of another value for translation, then the translation is added for that value automatically. Similarly, changing a translation will update values with the same text.

The image Welsh translation shows that the Description of the reference data Nationality has been translated from Welsh to Cymreig.

Workflow

Workflow improvements are detailed below. For more information, go to What is workflow?

New immigration workflow actions and conditions

The following new immigration workflow actions and conditions are now available:

Action SetVisaSponsorshipStatus

Allows users to create a workflow which sets the 'Visa sponsorship status' on an application based on different conditions. For example, updating the Visa sponsorship status to Eligible when clearance checks have passed. It is not possible to set the Visa sponsorship status to or from Joint sponsorship.

Condition HasCASRequestStatus

Allows users to create a workflow based on the CAS request associated with the application being a certain status, such as Assigned. If an application has multiple CAS requests associated with it, the condition checks the current CAS and not any historic ones.

Custom event CAS request assigned

Allows users to trigger a workflow based on the CAS request associated with an application being assigned a CAS number. For example, creating a workflow to set the Completion state to Sent to enrolment when the CAS number has been assigned. If an application has multiple CAS requests associated with it, the event triggers for the current CAS only. If an application has joint sponsorship, the event triggers for both the main and the joint application.

Conditions for determining Fee Status

Additional information about the applicant can be used as conditions in workflow. This could be used in determining the applicant's fee status. Workflow example:

Custom event

Application desk changed

Transition

Conditional actions:

• IsNationalityGeographicalGroup and the action parameter UK

• IsCountryOfBirthGeographicalGroup with the action parameter UK

Activity

Action SetFeeStatus and the action parameter Home.

Set Fee Status via workflow

Workflows can now automatically set the Fee status for an applicant. Workflow example:

Custom event

Application desk changed

Transition

Conditional action IsNationalityGeographicalGroup and the action parameter UK

Activity

Action SetFeeStatus and the action parameter Home.

Intended award level condition

Intended award level of a programme can now be used as a condition in workflows. For example, the intended award level could be used in determining which clearance check for deposits to create. Workflow example:

Custom event

Application folder changed

Transition

Conditional actions:

• IsFolder and the action parameter Accepted offer

• IsProgrammeIntendedAwardLevel with the action parameter Postgraduate

Activity

Action Create Clearance check and the action parameter Postgraduate deposit.

SITS Power Automate connector

A new power automate connector allowing a SITS user the ability to react and perform actions on a SITS environment. For example, the image SITS connector shows the Microsoft Power Platform. For more information, go to https://learn.microsoft.com/en-nz/connectors/tribalsits/