Copy Functionality

The Copy functionality allows administrators and/or applicants to copy an existing request to create a new request. Copies can be created in the same process or a different process depending upon how you configure this feature. This feature can save your applicants hours of time and reduce traditional copy and paste errors. 

Below are some common scenarios in which the copy functionality is used. 

• An applicant wants to apply to several of your available processes. 
• An applicant applied last year and wants to get a head start filling out their request for this year.
• An administrator needs to copy an applicant's request into a different process. 

For an applicant to copy an existing request into a new process, the following must be true:

• The copy functionality is enabled for applicants in the old process where they submitted their original request.
• The copy functionality is enabled for applicants in the new process.
• The new process is toggled on and active, meaning the current date is within the start and end date range, if applicable.

Configure Copy Functionality

Both the process(es) that requests will be copied from and the process(es) requests will be copied into must be configured for the copy functionality.

1. Navigate to one of the processes that should allow requests to be copied from or into it.
2. Click the Edit Process Summary drop-down to expand it.
   
   
3. Click the Allow Copying drop-down and select the desired option. 
   • This controls who is able to copy requests to or from this process: administrators, applicants, or both. 
4. Click Save Summary.
   
   
5. Repeat these steps for the other process(es) that should allow requests to be copied.

Copy a Request

The steps to copy a request as an administrator are described below. If you allow applicants to copy requests, Applicant Tutorial - Copy Request can be shared with them.

1. Navigate to the Request Summary for the request you want to copy.
2. Click Copy Request.
   
   
3. Check the box for each process that you want to copy this request into.
   
   
4. Select the Initial Status for the new requests.
   • If a request is placed in draft status, the applicant can edit their responses before submitting the new request.
   • A request can only be copied into the submitted status if all required questions on the form are completed by copying the request.
     
     
5. Click OK.
   
   
6. Click Confirm and Copy.
   
   
   
7. Click Email Applicant or Close.
   • The applicant is not automatically notified that a new request has been created for them. Sending them an email is best practice, especially if the request was placed in the draft status and requires action from them to be submitted.
     
     
     

Additional Details

Responses from the existing request can only be copied into the first form of the new request (either LOI or application, depending upon what the process starts with). This is because a new request is created, so it's intended to move through the process as usual beyond the first form. 

When copying a request, responses will only transfer to the new request if both of the following are true: 

• The destination process was copied from the original process. 
  • For example, let's say you're copying a request from your Fall Cycle process into your Winter Cycle process. If Winter Cycle was created by copying Fall Cycle, even if you added, edited, or deleted some questions, any questions that are the same on the first form of the process will match up for request copying purposes.  
• Question labels are the same. 
  • Consider the example above, where the first form in Winter Cycle was created as a copy of the first form in Fall Cycle. If a particular question label was changed on the first form in Winter Cycle, a response to that question from Fall Cycle won't copy over to the new form.