Allow File Uploads

Adding a File Upload question to your form lets form users upload a file as a part of completing the form. You can determine what file upload types are allowed and where files will be stored. File size limitations are determined by your school’s Internet Information Services (IIS) configuration, which is typically 2GB. Schools licensed to use Candidate features can also map this question back to the J1 Process Internet Submissions window where it can be reviewed, processed, and added to a candidate's record.

How to Allow File Uploads

Log in to the campus portal as an administrator and access J1 FormFlow - Forms.
Click Manage Forms. The Manage Forms page appears.
Click on the form you are working with.
Click Form Settings. The Form Information window appears.
Click the Settings tab.
In the File Upload Root field, enter the path to the JICS server location where the files will be stored for any form questions allowing for users to upload files. Permits @@SubmissionID only. @@SubmissionID will be replaced in the File Upload Root path with the form’s submission ID when the form is submitted. If you use this variable in the upload path, a folder will be created using the unique ID of the form. For example, if you want all Transcript Requests to go in the same network file share, but you want each submission in its own folder, you could make the path C:\Transcript Requests\@@SubmissionID
Click Save.

Step 2: Add the File Upload question to your form. For more information, see the FileUpload question topic.

Log in to the campus portal as an administrator and access J1 FormFlow - Forms.
Click on the form you are working with.
Right-click on the file upload question and select Properties. The Edit Item window appears.
Click the Settings tab.
In the Allowed Extensions field, list the file types you will allow an applicant use to upload their essay or resume. Enter the file types in .docx, .pdf, etc. format.
Click Save.

Log in to the campus portal as an administrator and access J1 FormFlow - Forms.
Click on the form you are working with.
Right-click on the file upload question and select Properties. The Edit Item window appears.
Click the Settings tab.
In the File Name Format field, enter a naming convention for uploaded files. You can use literal string replacers to use information from the form to make the naming convention unique.
Click Save.

Additional Mapping Steps for Desktop Users

Step 5: Verify or connect to your school's database. For more information on connecting your school's database, see Database Connections.

1. Log in to J1 Desktop and access the Attachment Type Definition window.

2. Right-click and select Add Row.

3. In the Attachment Type Code field, enter a unique code that can be used to identify the attachment when you associate file extensions with it. For example, you can add APP_ESSAY for application essays.

4. In the Description field, enter an identifier for the attachment type. Using the example above, you can add "Online application essay"

5. From the Use Code drop-down, select AD_CANDCY.

6. Repeat steps 2 - 4 for each attachment type you want to allow.

7. Click Save.

1. Log in to J1 Desktop and access the Make File Extension Available for Attachment window.

2. From the Attachment Use drop-down, select AD_CANDCY.

3. Select the Make Available check boxes for those attachment types you want to allow form users to submit and to be mapped to the J1 Process Internet Submissions window.

4. If a particular file attachment type isn't listed:

a. Click the Create a new file extension link. The Define Allowed File Extensions window appears.

b. Right-click and choose Add Row.

c. Enter the file type extension.

d. Enter the appropriate description.

e. Save.

f. Close the Define Allowed File Extensions window.

5. Save.

If you are using the online application template, the mapping to the Internet Processing window is already set up for you.

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

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

3. Click on the form you are working with.

4. Right-click on the form's upload question and select Properties. The Edit Item window appears.

5. Note the question's Unique ID on the Definition tab.

6. Click Cancel. The Edit Item window closes.

7. From the Tools menu, select J1 Mapping Tool. The Internet Submissions Mapping page appears.

8. From the Form Type drop-down, select the type of form you are mapping. If you are working with an online admissions application, select Admissions Application.

9. Select the table you want to store the attachment. This will allow the attachment to be viewed from select J1 Desktop windows.

Only tables that can be mapped to the J1 Process Internet Submissions window for the selected form type are available.

10. Click Add New Row. The Row page appears.

11. Find the table column to be mapped to the attachment.

12. From the corresponding drop-down, select your form question's unique ID.

13. Click Save.

14. Click Done.