After retrieving, you will process inquiries and applications to create/update related records in SANDBOX. Processing forms should become part of your daily workflow.
You will process forms one at a time.
- Navigate to SBWS from SANDBOX Central Navigation.
- Click Retrieve if you have not done so already.
- Select Open from the Filter drop-down menu.
- Click on the Main detail card icon at the left end of a record in the list to process that form.
This takes you to the Link to SANDBOX screen, where SBWS will help you determine if the child/family match any existing records in SANDBOX:
- An existing family inquiring/applying for a sibling, not yet in SANDBOX
- An existing family and this child, already in SANDBOX, is re-inquiring during a different Admission Season than before
- An existing family and this child, already in SANDBOX, is updating a current record during the same Admission Season
- A new family with a new inquiry
The left side of the Link to SANDBOX screen displays the information submitted on the inquiry/application form, for Families (above) and Child (below).
There are two tabs: Family1 and Family2. You will always see Family1 data. If there is also Family2 data, you will see a red dot on the Family2 tab; the red dot indicates that you have Family2 data to consider.
The right side of the Link to SANDBOX screen displays possible Matching Families (above) and Matching Inquiry Records (below).
There are search fields at the top right of this screen that could help you narrow down a long list of potential matches, including:
- Last Name
- First Name
- City
- Postal Code
NOTE: If a child and family have different last names, be aware that you may need to delete text from the search fields, or change it, to find appropriate possible matching records.
- Review the Retrieved Family1 Data on the left to see if they correspond to an existing family in the Matching Family Records list on the right.
- If you see a Matching Family in the Matching Family Records list, click the line and click Link Family1. Note that this changes the Actions Selected to Link Family1.
- If you do not see a Matching Family, click +New Family1.
- Review the Retrieved Child Data on the left to see if it corresponds to an existing child in the Related Inquiry Records list on the right:
- If the student is the same and the YOE matches, click on the matching inquiry record on the right and click Link Child.
- If the student is the same but the YOE does not match, click Re-inquire Selected.
- If no inquiries match, then click New Child.
- Review the Actions Selected to ensure that you have chosen the correct actions and press Next. Clicking Next will create new records and/or update existing records in SANDBOX, and advance you to the Copy Data to SANDBOX screen.
Copy Data to SANDBOX Creates the Link between SBWS and SANDBOX
Copy Data to SANDBOX is the step in the process that creates the link between the SBWS record and the SANDBOX inquiry record for the child. Click the checkbox for Show me data that doesn’t match to make it easy to evaluate which data to move into SANDBOX.
NOTE: Three tabs appear here, separate tabs for Child, Family1, and Family2. Process every tab before clicking Done.
- Process the data on the Child tab by clicking Copy All Data.
- Click on Family 1 tab. Click Copy All Data.
- Click on Family 2 tab. If data are present, click Copy All Data. If Family2 data exist for this record, a red dot will appear on the Family2 tab.
If you are creating new records for the family and child, you may press Copy All Data without reviewing it to push all available data into SANDBOX.
If you are adding data to an already-existing record, compare the data in Retrieved data and SANDBOX data. Push data as appropriate: Copy All Data, or you can use the small toggle arrow to turn off any line you do not wish to copy over before clicking Copy All Data. The data on the left (from SBWS) will overwrite the data on the right (in SANDBOX).
GOOD NEWS: If there is data in SANDBOX (on the right side), and no data coming in from the inquiry or application (left side), when you copy data, your SANDBOX data will remain intact. The update will not replace data with nothing.
IMPORTANT: Do NOT check the process status checkboxes in SANDBOX for these apps—this action is automated. SBWS will automatically check off the application process status item in the related SANDBOX inquiry record and add a date when the application is Submitted and you process it through SBWS.
Swap Parents
Your convention may be to show the Father as Pa, but the Mother may have been the one to fill out the submitted form. You can see the discrepancy when you compare Retrieved data to SANDBOX data. To ensure that you do not copy one parent’s data into the other parent’s record, you can click Swap Parents.
This will swap Pa and Pb in SBWS for ease of matching family data. NOTE: This will NOT swap Pa and Pb in SANDBOX.
Title Case
If the new data is not capitalized, press the toggle switch on the row. This will capitalize the first letters of each entry. Toggle again to revert.
- Click Done. If the record is an incomplete application, a dialog box will appear saying that the record could not be closed. Click OK.
- If the record was completed it will now be marked Closed and will be highlighted in blue.
- Notice that the process status item checkboxes for Application and Application Fee in the related SANDBOX inquiry record have been checked and dated.
Re-processing An Application
If you need to re-process a Closed application:
- Find the application in the Retrieved Records List.
- Click the Main detail card icon to the left of the record row to enter the Link to SANDBOX screen.
- Click the Toggle Status button in the top right to change the status from Closed to Submitted.
- Click the Back button to return to the Retrieved Records List.
- The record is now open again and you can process it correctly.
Processing Partially-completed Applications
In SBWS 3, you can process partially-completed applications.
BEST PRACTICES: We recommend that you process every form the first time it appears in your Retrieved Records List, even if it is not 100% complete. You may receive transcripts for an online applicant even before their application is submitted, and you will want to have a SANDBOX Inquiry record to attach them to.
Note that the status of an online application—even if you have created new records for the child, or updated existing SANDBOX records—will remain In Process until such time as the applicant Submits the application (which means the application fee has been paid or a waiver code has been entered).
Viewing Completed Applications in SBWS
With SBWS 3, it is possible that completed application PDFs can be shared outside of your solution.
In the Retrieved Records List, click the printer icon for a processed application to open the PDF. Notice the url—this is your link address for the PDF. The link to the PDF can be shared.
If desired, the school can set a limited period of time during which users can view a PDF of an application without authenticating. The time limit during which authentication is not required is set in SBWS > More > Sources > Settings tab, General Prefs area, using the drop-down menu Preview exp (days) field.
Printing Applications
There are two different ways to print an application that has been submitted online:
- On the SBWS Retrieved Records list, click on the printer icon at the left end of the row associated with that application. Note that you cannot print an app of type OtherApp, as no PDF of it exists in SBWS.
- Within the SANDBOX record, for applications retrieved in SBWS 3, you can find a PDF of a completed application on the Documents tab.