In Version 2.0 we’ve added some security features and some preventive measures to protect your data structure.
…for your web site
One of the best ways to safeguard the information in your site is to protect your user’s passwords. When you create new user accounts you can generate a random password that is sent to the new user in a notification email and you can require that the user change that password the first time they log in. The password recovery process has also been improved — the forgotten password is reset and a new random password is emailed to the address on record for that account. Here again, the user is required to change their password the next time they log in.
To protect your site against attacks from web robots, we’ve added a security challenge to pages that could be vulnerable to robots. The user registration, pass-word recovery, and sup-port request pages now require that the user enters the security code that is displayed to ensure that a human being is using those forms and not a hacker’s robot.
…for your data
Mistakenly deleting an item from your database structure could result in exposing data to those who should not see it, hide information that should be shown, or invalidate scoring rubrics or other calculations. When fields and filters are used in filter criteria or as a condition for a form or a conditional field they cannot be deleted. In order to delete one of these items, you must first address the uses of the item by removing it from all filter criteria and conditional definitions in which it is used. You can easily identify which items are protected from deletion by the missing trash can icon on the field or filter page.
Our goal is to provide a tool that accommodates your process. Version 2.0 offers you greater control over your database and how your users interact with it.
…over application deadlines
Establish your opening and closing dates and times by application type to automatically open your site to new applications and close it again when the deadline occurs. You can operate overlapping application cycles without the need to block applicant access. When the deadline is reached, the application is locked to further changes, or submission, by the applicant and new applications cannot be created.
…over document states
You can customize all of the states a document transitions through after it has been submitted and give permission to change a document’s state to selected users. Add a Document Action field to a contributor’s form or to any approval form, and allow that user to promote the document to the next state. By linking email notifications to interim approval states, the document can progress through several levels of approvals without your intervention.
Contributors are treated in much the same way as any other user type. You control what forms they can see and what type of information they can view or edit. A new list field type allows you to control the contributor choices available, eliminating the possibility of incorrectly addressed emails.
- We’ve also given you more control over the contributor notification process:
- Send reminder emails at scheduled intervals up to the closing date
- Status indicator includes an email failure status that resets after a suc-cessful delivery
- Notify contributors every time the document enters a particular state (on a re-submission, for example)
- Manually re-send the last notification
Most of your sites only allow access to documents — except for access to user account records. New user type permissions allow you to display or hide the Records and Documents options in your site’s main menu depending on the user type. User account records will still be accessible to you through the Users page.
Exercise greater control over the information entered in fields:
- Set minimum and maximum character limits on text fields
- Set minimum and maximum word counts on long text fields
- Use the new date and date-time fields to guarantee that dates and times are entered in consistent formats
After a form has been saved, errors that prevent the form from being completed are displayed when you hover your mouse over the form’s red X.
If you need to track changes to a particular field — Document State, for example — a new View Field Information setting displays the author of the value and the time the value was saved. Configure a form with the Document State in a repeat loop and you can track the document through the stages of your process.
Access levels have always enabled you to control the information that different users can see and modify. Now you can define your own names for the access levels that you use. Names like “Reviewable Application Data” can help you to organize your user permissions.
New filter settings expand the calculation capabilities of filters as well as simplifying the options used in defining criteria.
- Use Preference to test for multiple field values
- Take advantage of the new calculating filter scores — sum, average, min-mum, maximum, and count
One of the main benefits of moving your application process online is the time you save. We’ve added more efficiency to your database that will save you even more time.
…streamline your database
If more than one person needs to fill out the same form — for approvals or review scoring — you can configure one multi-access form with one set of fields for them all to use rather than separate forms and fields for each user. The database keeps track of the individual field values along with who entered the current value on the form and when that value was set. All of the values are stored with the same set of fields but each value is treated individually in filters and can be individually displayed in lists. You will also only need one user type since everyone is using the same form. Expanding the number of reviewers can be accomplished by simply adding a new user account.
…streamline your process
If you have a constant, or relatively constant, group of people that either approve or review applications, you no longer have to assign them to documents manually. You can add information to their user accounts that will associate them with a particular value in the application — the subject matter of a proposed project or the target grant or scholarship that the applicant indicates, for example. Configure a default list and filter for those users and they will see the documents assigned to them when they log in. If they are permitted to promote the document to a different state, the filter can be configured to only display applications awaiting their action.
…streamline your data
Do you use the same list options for more than one field? Master fields give you the ability to define list options once and then use those options in multiple fields. When you make a change in the master field’s options, the changes are reflected in all fields associated with it. Use master fields to keep multiple school lists synchronized and to set standard options for review scores.