1. Log in to the JICS campus portal as an administrator and access J1 FormFlow - Forms.

2. Click Manage Forms. The Manage Forms page appears.

3. Click Add Form. The Add New Form pop-up appears.

4. From the Choose a template drop-down, select housing application.

5. Click Create. The Add New Form window closes and a housing application form based on the Jenzabar-provided template is created. You can update, add, and remove tabs and questions as needed.

1. Log into J1 Web and locate the Applicant Group ID on the Applicant Group summary page. Example. Copy or write this ID number down.

   

2. Log into the JICS campus portal and navigate to the FormFlow - Forms feature.

3. Click Manage Forms. The Manage Forms page appears. The form settings page appears.

4. Select the housing application form you are working on.

5. On the Instruction page of the Housing Application, right-click the hidden field at the bottom of the form that reads "Right click here and replace the Default Value setting with the Group ID" and choose Properties.

6. Go to the Settings tab.

7. In the field labeled Default Value, replace default text with the Applicant Group ID that you copied from the Applicant Group summary page in J1 Web.

8. Click Save Changes.

1. From the main toolbar, click Form Settings. The form settings page appears.

2. Click on the Settings tab.

3. In the Display on field, enter the date and time that you first want this form to be available to students.

The Display on date must be later than today's date. This will be validated in J1 Web, and you will not be able to publish the form if it is not later than today's date.

1. In the End on field, enter the date and time that you want this form to no longer be available to students.

2. Click Save settings.

This will ensure that only students in a particular applicant group for this session will be able to access this form. This step is not required, but is considered best practice to avoid allowing students to apply for housing (and possibly pay application fees) for sessions they are not a part of.

1. Create the Access Control List for the group that should have access to the form.

1. From the FormFlow - Forms portlet, click Manage Forms. The manage forms view appears.

2. Click the Site Administrators link. The site administrators page appears.

3. Click on Data Sources.

4. Click the plus icon next to the DataSource drop-down to add a new query.

Note that for the first time, you will create one from scratch. For future queries, it will be easier to copy and paste the Datasource query text from an existing Data source, and just modify the group ID.

1. In the Name field, type a name for your Access Control List. Make sure it will let you know which applicant group ID it applies to. Example: Housing Applicant Group 80

2. In the Use Database field, select the appropriate database. In our example, it is the J1 database.

3. Make sure that Is Access Control List is checked.

4. Type or paste the following into the DataSource Query field:

select distinct nm.ID_NUM from SAApplicantGroupStudent ags

join Person p on (ags.StudentPartyAppID = p.AppID)

join NAME_MASTER nm on (p.NameMasterAppID = nm.APPID) where ags.saapplicantgroupappid = 80

9. Edit the highlighted characters and change to the applicant group ID for the group that should have access to this form. In this example, you would change the number "80" to match the applicant group ID.

2. Limit access to the form to only the Access Control List that you created.

1. Open the housing application form.

2. From the main toolbar, click on Form Settings. The form settings page appears.

3. Click on the Access/Security tab.

4. In the Limit access to field, find and select the new access control list that you created in the step above.

5. Click Save settings.

You only need to set the payment profile if you would like to collect an application fee or deposit at the time of form submission. Either way, you will need to edit the text of the form to change the application fee amount, or remove the reference to the fee.

1. Open the housing application form.

2. From the main toolbar, click the Tools drop-down menu and select Payment Profiles.

3. Click the Edit icon. The payment profile details display.

4. To allow users to pay using an e-check, select the Allow E-check checkbox.

5. In the Show fee description field, edit the name of the payment profile to match what you would like the fee to be called.

6. The Transaction code will come from your business department to ensure the transaction is coded correctly.

7. In the Default fee amount field, enter the amount of money that will be collected for the application submission fee.

8. In the Email address to notify on failed payment field, enter in the email address of the housing manager or other staff member that will be notified and will contact the student when a payment does not go through.

9. Click Save Profile.

10. Click Done.

1. Open the housing application form.

2. Select the Application Fee & Finish page of the form.

3. Right click on the "This housing application requires. . ." text field and select Properties.

4. In the Text field, enter the housing application fee amount where the text indicates to.

5. Click Save changes.

Editing this text field does not impact the settings in the payment profile for collecting application fees. You will need to edit this text to inform users of the fee amount, or you should remove the reference to the fee if this form will not have a fee associated with it.

1. Open the housing application form.

2. Review the form carefully, beginning on the first page, and remove any admin setup instructions that you don't want students to see.

3. Add or edit any form questions, and map fields appropriately.

1. From the FormFlow- Forms portlet, click Manage Forms. The manage forms view appears.

2. Open the housing application form.

3. From the main toolbar, click Form Settings.

4. On the Definition tab, copy the URL in the Direct Link field.

5. Log into J1 Web and navigate to the Residence Life Administration Hub.

6. Navigate to the summary page of the session.

7. To select an application group to work with, click on a published application group in the Housing Application block, or click the View all applicant groups link and click on the Group Name of an applicant group.

8. From the applicant group summary page, click the Review application process details link. The Review Housing Application Process Definition Details page appears.

9. Click the edit icon next to the Process Step 1: Housing Application setting. The Process Step 1: Housing Application pop-up appears.

10. Paste the FormFlow form's Direct Link URL into the JICS FormFlow Form Link field.

11. Click Update. The Process Step 1: Housing Application pop-up closes.

12. Navigate back to the session summary page.

13. Repeat steps 7-11 for each of the applicant groups assigned to that session.

1. From the Edit Form page, click the Validate button. The validation process checks for invalid data sources, undefined dates, disabled form links, unselected payment profiles, partially hidden required questions, and unmapped WorkFlow data points.

2. If there are any issues, review the warning message box that lists them. Example

   

3. Make any needed updates to the form.