Part of your workflow each day will be to retrieve and process the forms that have been submitted online into SBWS. Retrieving means you bring in data submitted by families through their secure, online accounts. Processing means you are moving data from SBWS into related SANDBOX inquiry records.
Retrieving Inquiries
Inquiry Forms are completed by a family in one sitting. When you Retrieve forms, Inquiries are always 100% complete and submitted. When you process an Inquiry, the process status item checkbox for Inquiry in the related SANDBOX inquiry record is checked off and dated, and the AEStatus is set to Inquired.
Retrieving Applications
An application does not have to be completed at one sitting. Rather, an applicant family can begin their application, complete only part of it, save it in their secure online account, leave it, and return over time to complete it. The school can see every application in SBWS as soon as the applicant has started his or her application; you can see how many required fields have been completed (the percentage of required fields completed is displayed in the % column). The school can open, view and print an application at any time (no matter the percentage of completeness).
NOTE: You may process applications the first time they appear, regardless of their completeness. This is not necessary, but it will allow you to find and communicate with those who have not completed the application process.
As you retrieve data each day, any additional information that applicants in process have entered will be available and the New Data checkbox will be checked. You can move this new data into SANDBOX or not. Your choice.
REMINDER:
- You can process an application as many times as you’d like while it is In Progress. This will allow you to see exactly what has been filled out on the application at that very moment in time. This may be useful to you if an applicant has a question about the application as they are completing it.
- An application can be 100% completed and not Submitted. This is common as an applicant could have filled out all required fields but is still working on essays or other non-required fields so they have not submitted yet.
Once an applicant has completed all of the required fields and has clicked the Submit button, that application is no longer editable by the applicant. If you require an application fee, the Submit process will intiate the payment functionality. Or you can provide the applicant with a waiver code to by-pass the credit card payment.
When an application is 100% complete and submitted—that is, the fee has been paid, which is indicated by a check in either the PD (Paid) or the WV (waived) checkbox—and you process this record for the last time, the SBWS status will go to Closed and in the SANDBOX inquiry record, the process status items checkboxes for Application and Application Fee will be checked and dated.
You will go to the related inquiry record in SANDBOX and manually change the AEStatus from Inquired to Applied. How to change the AEStatus is outlined in Tracking Process Items in the SANDBOX documentation.
Retrieving Forms in SBWS 3
- From SANDBOX Central Navigation, click SBWS SBWS Inquiries/Apps.
This takes you to the Retrieved Records List.
- Click Retrieve.
Retrieving brings in new Inquiries and Applications and updates previously retrieved records. If a family has added to their application since you last retrieved records, the New Data checkbox will be checked.
SBWS: Retrieved Records List Overview
The SBWS Retrieved Records List is color-coded:
- White: New form or form in process
- Blue: Closed form
- Yellow: Application from another source such as SSATB SAO or Gateway to Prep
Type
Type displays whether the form is an Inquiry or an Application. The type OtherApp indicates a form that has been submitted by an external source such as SSATB SAO or Gateway to Prep.
Status
- In Progress – The application has been started.
- Submitted – The family has completed all required fields in the application (or application Part One) and has clicked Submit; a submitted application is associated with either a payment (PD) or a payment waiver code (WV), as shown by the associated checkbox. Once submitted, a family can no longer edit the form.
- Closed – The application has been submitted, paid, and also processed by the Admissions Office.
Source
Source shows from which application service the form was received. If SBWS is your only online application service, all will say Main. If you are importing application data from Gateway to Prep (GTP) or the Standard Application Online (SAO), this will show in Source. If you have a second iR application or inquiry form you will have a descriptive name instead of Main. Please contact iR for more information on connecting SBWS with those services.
Last Activity
Last Activity shows the date when the form was most recently changed.
If the status is Submitted, the Last Activity timestamp shows when the form was submitted.
New Data
If checked, the New Data checkbox reflects that new information has been entered since the last retrieval.
%
The % column shows the percentage of Required fields on the form that have been completed.
- Inquiries always display 100% because a family completes and submits an inquiry in one sitting.
- As a family completes more required fields, the % will increase each time you retrieve.
- An application may be 100% complete but not submitted, as the applicant may still be working on non-required fields.
- Only applications with 100% of the required fields completed can be submitted by the applicant.
PD
The PD checkbox indicates if the application fee has been paid. If the school does not require an application fee (Application fee = $0), then this checkbox will be automatically checked once the application is submitted.
WV
The WV checkbox indicates that an application fee waiver code has been entered. An application must either be paid or waived in order to be submitted.
Name checkbox
This checkbox is checked if an Inquiry record has been created in SANDBOX for this application or inquiry. A green navigation arrow next to the checkbox navigates to the associated record in SANDBOX (see below).
Name
Name displays the student’s name—last name, first name.
GD
GD is the grade to which the student is applying.
DOB
DOB is the student’s date of birth.
REC ID
REC ID is a unique, auto-generated number that is assigned by SBWS to a form when it is retrieved. This number cannot be changed.
There are five icons displayed in the Retrieved Records List:
Clicking on this icon, at the left of the student name, navigates you to the associated SANDBOX record.
This icon will open the PDF of a submitted application in a new browser tab where you can view, save or print an online application. Note: Inquiries, paper applications, and applications of type OtherApp will not have a printer icon.
This icon is useful for flagging desired forms for a future task. The flag will turn red when clicked. Flagged forms can easily be found by selecting Flagged in the drop-down filter above the list on the left.
This icon allows you to ignore a record. This may be used for duplicate records, records with mistakes, or spam submissions.
Click this Main display card icon to process a form. This icon navigates to the Link to SANDBOX screen, where you begin the process of identifying whether or not SANDBOX records exist or need to be crated for this student/family and moving data into SANDBOX.
Finding Forms in the Retrieved Records List
You can easily filter the Retrieved Records List for the following:
- In Progress
- Submitted
- Open
- Closed
- Linked
- Not Linked
- New Data
- Flagged
- Ignored
- All shows all inquiries and applications, regardless of STATUS.
- You can also perform standard FileMaker Pro Finds to find specific records.
Click the Filter drop-down menu to select a group to view.
The next chapter discusses how to process retrieved forms in SBWS.