Process Applications

Process Applications

Review and process admission applications through the approval workflow.

Time Required: 5-15 minutes per application Module: Admission User Role: Admission Officer, Admission Manager

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Table of Contents

1. Overview
2. Application Workflow
3. Review Applications
4. Approve Applications
5. Reject Applications
6. Bulk Processing
7. Field Reference
8. Troubleshooting

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Overview

Application processing involves:

• Reviewing submitted applications
• Verifying documents and eligibility
• Making admission decisions
• Communicating with applicants

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Application Workflow

Draft → Submitted → Under Review → Approved → Confirmed → Enrolled
                         ↓
                     Rejected

Status	Description	Next Actions
Draft	Application started	Edit, Submit
Submitted	Awaiting review	Review, Request Info
Under Review	Being evaluated	Approve, Reject
Approved	Accepted	Confirm, Reject
Confirmed	Enrollment confirmed	Enroll
Enrolled	Student created	View Student
Rejected	Application denied	Archive
Cancelled	Withdrawn	Archive

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Review Applications

Step 1: Access Pending Applications

1. Go to OpenEduCat > Admission > Applications
2. Use filters to find applications:

Filter	Purpose
Status: Submitted	New applications
Status: Under Review	In-progress reviews
Course	Filter by program
Register	Filter by admission cycle

Step 2: Open Application

1. Click on application row to open
2. Review all tabs:
   • Personal Info - Applicant details
   • Academic Info - Previous education
   • Documents - Uploaded files
   • Internal Notes - Staff comments

Step 3: Verify Information

Personal Information Checklist:

• Name spelled correctly
• Date of birth is valid
• Contact information complete
• Address is verifiable

Academic Verification:

• Previous institution details
• Qualification is genuine
• Grades meet minimum requirements
• No gaps in education history

Document Verification:

• Photo ID is clear and valid
• Transcripts are official
• Certificates are authentic
• All required documents present

Step 4: Add Review Notes

1. Go to Internal Notes tab
2. Click Log note
3. Add your observations
4. Notes are visible only to staff

Step 5: Update Status

Click Set Under Review to indicate active processing.

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Approve Applications

Single Approval

1. Complete application review
2. Verify all requirements met
3. Click Approve button
4. Optional: Add approval comments

Approval Notification

When approved, the system:

1. Changes status to Approved
2. Sends email to applicant (if configured)
3. Logs approval in chatter
4. Updates dashboards

Conditional Approval

For applications needing conditions:

1. Approve the application
2. Add conditions in notes
3. Send custom email explaining conditions
4. Mark conditions in internal notes

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Reject Applications

Step 1: Document Rejection Reason

Before rejecting:

1. Review application thoroughly
2. Document specific reasons
3. Consult with manager if needed

Step 2: Reject Application

1. Click Reject button
2. Enter rejection reason
3. Choose notification preference:
   • Send rejection email
   • No notification

Common Rejection Reasons

Reason	Notes
Incomplete documents	Specify missing items
Eligibility not met	Cite specific requirement
Capacity full	Offer waitlist if available
Duplicate application	Reference existing app

Rejection Notification

Configure rejection email in:

1. OpenEduCat > Configuration > Email Templates
2. Edit Admission Rejection template
3. Customize message and tone

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Bulk Processing

Bulk Review

1. Go to Applications list view
2. Filter by criteria:
   • Status: Submitted
   • Course: Specific course
   • Date range

Bulk Approve

1. Select multiple applications (checkboxes)
2. Click Action dropdown
3. Select Approve Selected
4. Confirm the action

Bulk Reject

1. Select applications to reject
2. Click Action > Reject Selected
3. Enter common rejection reason
4. Confirm

Export for Review

1. Select applications
2. Click Action > Export
3. Choose fields to export
4. Download for offline review

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Field Reference

Status Transitions

Current Status	Available Actions	New Status
Draft	Submit	Submitted
Submitted	Review	Under Review
Under Review	Approve	Approved
Under Review	Reject	Rejected
Approved	Confirm	Confirmed
Approved	Reject	Rejected
Confirmed	Enroll	Enrolled

Application Fields

Field	Type	Purpose
state	Selection	Current status
reviewer_id	Many2one	Assigned reviewer
review_date	Date	Date reviewed
approval_date	Date	Date approved
rejection_reason	Text	Why rejected

Review Notes

Field	Type	Purpose
message_ids	One2many	Chatter messages
internal_notes	Text	Staff-only notes
document_verified	Boolean	Docs verified flag

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Troubleshooting

Cannot approve application

Problem: Approve button not working.

Solutions:

1. Verify status is Submitted or Under Review
2. Check you have Admission Officer role
3. Ensure all required fields are filled
4. Look for validation errors

Applicant not receiving emails

Problem: Notifications not sending.

Solutions:

1. Check email configuration
2. Verify applicant email is valid
3. Check email template exists
4. Review outgoing mail queue

Cannot find application

Problem: Application not in list.

Solutions:

1. Clear all filters
2. Search by applicant name or email
3. Check archived applications
4. Verify admission register scope

Duplicate applications

Problem: Same person applied multiple times.

Solutions:

1. Search by email to find all applications
2. Keep most complete application
3. Reject duplicates with reason
4. Consider merging applicant data

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Related

• Admission Application Management
• Enroll Students
• Create Admission Register
• Online Admission Portal