Step 12: Set Up Allowed File Uploads on the Documents Tab

The online application form template is set up to allow applicants to upload documents such as their application essay or resume. 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.

J1 Desktop users can also map the uploads to the Process Internet Submissions window where it can be reviewed, processed, and added to a candidate's J1 Desktop record.

If you are pointing to a J1 database and using all of the application form template questions, little setup is needed. The following step through several file upload configurations and ensure the questions are mapped to J1 Desktop correctly.

By default, files are uploaded to the /ICSFileServer/ContainedFormFiles folder on your web server. The question is also set up to append the applicant's last name and _Essay to the uploaded file name.

Click Form Settings. The Form Information window appears.
Click the Settings tab.
In the File Upload Root field, enter the path to the campus portal server location where the files will be stored for any form questions allowing for users to upload files.
Click Save changes.

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 to use to upload their essay or resume. Enter the file types in .docx, .pdf, etc. format.
Click Save changes.

Log in to J1 Desktop and access the Attachment Type Definition window.
Right-click and select Add Row.
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.
In the Description field, enter an identifier for the attachment type. Using the example above, you can add "Online application essay."
From the Use Code drop-down, select AD_CANDCY.
Repeat steps 2 - 4 for each attachment type you want to allow.
Click Save.

Log in to J1 Desktop and access the Make File Extension Available for Attachment window.
From the Attachment Use drop-down, select AD_CANDCY.
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 Desktop Process Internet Submissions window.
If a particular file attachment type isn't listed:
1. Click the Create a new file extension link. The Define Allowed File Extensions window appears.
2. Right-click and choose Add Row.
3. Enter the file type extension.
4. Enter the appropriate description.
5. Click Save.
6. Close the Define Allowed File Extensions window.
Click Save.

The file upload questions for online applications are already mapped for you to the J1 database Candidacy Attachment/Essay table.

From the Tools menu, select J1 Mapping Tool. The Internet Submissions Mapping page appears.
To view how the upload questions are mapped to J1 Desktop, click Edit next to the Candidacy Attachment/Essay, Essay Upload and Candidacy Attachment/Essay, Resume Upload rows. The Row Information page appears where you can review the row description and the upload question's unique ID to be mapped to the database column.
Click Save.
Click Done.

If you want to map additional upload questions, use the File Upload form question's Unique ID to map to the appropriate J1 database table:

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.
Right-click on the form's upload question and select Properties. The Edit Item window appears.
Note the question's Unique ID on the Definition tab.
Click Cancel. The Edit Item window closes.
From the Tools menu, select J1 Mapping Tool. The Internet Submissions Mapping page appears.
Select the mapping table to which you want to store the attachment (e.g. Candidate Attachment/Essay). This will allow the attachment to be viewed from select J1 Desktop windows.

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

Click Add New Row. The Row page appears.
If desired, enter the Row Description into the blank field. It is recommended that you add a Row Description if you have multiple file uploads mapped so that you can easily identify them on the Internet Submissions Mapping page.
From the ATTACHMENT_TEXT drop-down, select your file upload form question's unique ID.
From the ATTACHMENT_TYPE drop-down, if the attachment type is defined in a question on the form, select the J1 Desktop attachment type. Otherwise, select the Custom Value option and enter in the attachment type code in the corresponding field.

You must ensure that the attachment type you selected or entered has been created in the Attachment Type Definition window of J1 Desktop.
Click Save.
Click Done.