We are planning to create workflow process to streamline our international student admissions processes. Has anyone else created or used something similar in Laserfiche?
Thanks!
We created an undergraduate admissions process - it handles both international and domestic. The process is messy and ties a lot of pieces together, including feed from CommonApp, Updates to Powercampus, and a lot of very customized integration with LF Forms to produce a unified view. Also behind the scenes are about 15 LF workflows to manage the work process and database updates.
The gist is:
1. Download nightly zip file of application forms and data from CommonApp (CA) by an operations person in Admissions
2. Ops uploads the CA data file to PowerCampus (uses a script)
3. Ops copies the CA forms into an import directory for import into Laserfiche
4. A workflow takes each student form as it is imported, looks up the CA ID in the form's file name to the student's record in Powercampus, (thanks to the data import we already did in Step 2) and populates the student's Laserfiche folder with all of their particulars.
5. Workflow then references custom tables to allocate shortcuts of the student folders to a certain counselor based on where the student is from.
6. Counselors view their assigned student folders, and using a custom button on the web client, launch Forms, which is pre-populated with the student's data. Counselors enter their comments and make a decision, and submit the form to Laserfiche. If they haven't made a decision and launch the form later, it pulls in any previous comments. They also have the option to elect a second read,
7. Depending on the decision the application gets filed accordingly: (Accepted, Deposited, Deferred, etc) under the Counselor's folder.
8. On a set date in July certain records of deposited students are moved to Academic Services and the rest are archived with Admissions and held for two years in the event a student re-applies.
9. One of the workflows is a nightly process which migrates any data that has changed in Powercampus to Laserfiche and updates the student folders. (A database trigger in Powercampus monitors for changes and populates a custom table that gets used by the workflow. )
Thank you, Barry!
We use Banner for our SIS, and our processes are a bit different, but I think we could this information to begin the design of a workflow. It seems very well throughout and we're still in a planning stage. I really appreciate the help!
Amy
Great - feel free to post any questions. Are you just starting out with Laserfiche?
We have used Laserfiche as a repository for a few years, but recently upgraded to Avante. We are learning how to use the forms and workflow functions. There are several processes that we're hoping to streamline with these tools. I'm sure I'll have a lot of questions as we go along, so thank you for offering to help!