9.2 Batch Update Program Action/Reason with External File

Purpose: Use this document as a reference for running the Update Program Action/Reason with an external file.

Audience:  Student Services/Admissions Staff

You must have at least one of these local college-managed security roles:

  • ZD AD App Entry
  • ZZ AD App Entry
  • ZC AD App Entry

Please get in touch with your local college supervisor or IT Admin to request role access if you need assistance with the above security roles.

Update Program Action/Reason Run Control ID

Navigation:  NavBar > Navigator > Student Admissions >  Processing Applications > Update Applications > Update Program Action/Reason

  1. The Update Program Action/Reason search page displays.
  2. Select the Add a New Value tab to create a new Run Control ID and select Add. It is important to note that Run Control IDs cannot be deleted; therefore,  we encourage them to be reused. Because of this, including your institution code and a short process description in the Run Control ID  is recommended--e.g., WA220_Batch_App_WADM.
The image displays the Update Program action reason run control id page
  1. Select the Find an Existing Value to enter an existing Update Program Action/Reason Run Control ID.
  2. Select Search.
The image highlights the Finda an existing value tab
  1. The Update Program Action/Reason page displays.
  2. Select Selection Tool: External File from the drop-down list in the Population Selection panel.

Population Selection - External File Option 1

Option 1: BATCH_ADM_APPL File Mapping

  1. Format your Microsoft Excel file in .csv format. To use BATCH_ADM_APPL File Mapping, you must include the following six data fields in a header:
    1. EMPLID
    2. INSTITUTION
    3. ACAD_CAREER
    4. STDNT_CAR_NBR
    5. ADM_APPL_NBR
    6. APPL_PROG_NBR
The image points to the required mapping fields

Note: You will receive the following message if you do not include all the fields in the BATCH_ADM_APPL File Mapping in your .csv file.

The image displays the error code.
  1. Select the Upload File button. Upload your saved Microsoft Excel file in .csv format with the required columns.
  2. Select the File Mapping looking glass and choose the file map name BATCH_ADM_APPL.
    • Select Preview Selection Results to review the uploaded file format, ensuring no blank rows exist.
    • Select Return after viewing results.
The image displays the population section panel with populated fields

Population Selection - External File Option 2

Option 2: Create File Mapping

  1. Format your Microsoft Excel file in .csv format. To Create a File Mapping, you must include the following five data fields, and a header is optional.
    1. EMPLID
    2. INSTITUTION
    3. ACAD_CAREER
    4. ADM_APPL_NBR
    5. APPL_PROG_NBR
  1. Selecting the Upload File button, upload your saved Microsoft Excel file in .csv format with the required columns.
  2. Create File Mapping.  After the Excel .csv file is uploaded,  click the Create File Mapping link to create a new option.
The image points to the uploaded file
  1. In the File Mapping field, enter a name (you can reuse this next time you run the Update Program Action/Reason process).
  2. Verify that the File Type is Delimited.
  3. Verify the Field Delimiter is Comma.
  4. In the Field Mapping area, enter the Field Number that corresponds to the column number of your .csv file for the required fields (image below).
  5. Click Ok.
The image points to the new file map and it's required fields
  1. The Update Program Action/Reason page displays, and the File Mapping is populated.
  2. Select Preview Selection Results to review the uploaded file format, ensuring no blank rows exist.
  3. Select Return after viewing results.
The image highlights the population selection section with populated fields

Program Action - Action Reason  

  1. Effective Date: Select the Use System Date checkbox.
  2. Institution: Enter or look up.
  3. Program Action: Select applicable action (e.g., WADM).
  4. Action Reason: Optional (action reasons can be created for your institution by submitting a CS Support ticket).
  5. Select the Run button at the top of the page.
The image highlights the run button at the top of the page.
  1. On the Process Scheduler Request page, select the Process Name SAD_APL_PRG.
  2. Select OK.
The image displays the process scheduler request page
  1. Select the Process Monitor link and the Process Monitor page displays.
The image displays the process monitor link
  1. At the Process List page, ensure the Run Status runs to Success and the Distribution Status runs to Posted.  You may select the Refresh button until the status is Success, Posted.
The image highlights the successful run status and posted results
  1. Process complete.
The image displays the final results on the Maintain Applications Application Program Data tab with a WADM action and FAPP action reason for Suspected Fraud Applciation.

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