Table of Contents

• Other actions
  1. Manage applicant's tag
  2. Set fields for examinee slip
  3. Set acceptance letter
  4. Copy this admission category
  5. Demonstrate application
  6. Set the application requirements
  7. Enter the documents to be created by the COE affiliated organization,etc.
  8. Set screening documents
  9. Set request for deposit

Other actions

＜Other actions Item＞

① Manage applicant's tag

If you want to categorize applicants based on specific conditions, using tags is effective.

Tags are used to search and filter applicants on the applicant list screen.

Follow the steps below to configure applicant tags.

1. Access the applicant tag settings screen

   • Click the ”Manage applicant’s tag” button on the admission category details screen.

2. Add a new tag

   • Click the ”+Add” button to add a new tag.

3. Enter basic tag information

   • Tag name: Enter the name of the tag.

4.  Save the tag

   • After completing the settings, click the ”Save” button to save the tag.

② Set fields for examinee slip

You can configure the examinee slip for each admission category.

You can display information registered in the admission category and items from the application documents on the examinee slip.

Follow the steps below to configure examinee slip fields.

1. Access the examinee slip settings screen

   • Click the ”Set fields for examinee slip” button on the admission category management screen.

2.  Add a new field

   • Enter the name of the examinee slip.
   • Click the ”+Add entry field” button to add a new item.

3. Enter basic information for the field

   • Title: Enter the name of the item.
   • Type: Select the item type.
   • Content: Enter the content for this item.

4.  Set the display order of fields

   • Set the display order of items. You can change the order by dragging and dropping.

5. Preview the settings

   • Click the "Preview" button to open the preview screen and check the examinee slip settings.
6. Save the settings
   • Once the settings are complete, click the "Save" button to save the examinee slip configuration.

③ Set acceptance letter

The acceptance letter settings allow you to create and configure acceptance letters in multiple languages for each admission category.Follow the steps below to configure the acceptance letter.

1. Access the acceptance letter settings screen:

   • Click the "Set acceptance letter" button on the admission category details page to open the settings screen.

     
     

2. Enter basic information for the acceptance letter:

   • Notification name : Enter the title of the acceptance letter. This name will appear at the top of the letter.
   • Language : Set the language for the acceptance letter.
   • Selection of which acceptance letter to be shown : Select the screening for which the acceptance letter will be shown. After the result announcement date has passed, changes cannot be made.
   • Item to be displayed : You can configure multiple items to be displayed in the acceptance letter. The display order of the items can also be rearranged.
   • Body : Enter the main text of the acceptance letter. This can include messages or instructions for successful applicants.
   • School seal image : You can add up to two university seal images to be used on the acceptance letter. Seal images can be configured in University information under Manage university.

3. Preview and save:

   • Preview: Click the "Preview" button to check how the acceptance letter will appear with the configured settings.
   • Save: If there are no issues with the settings, click the "Save" button to save the acceptance letter configuration.

④ Copy this admission category

 You can copy the selected admission category to create a new one.

Items that will be copied:

• Admission Profile
• All application documents
  
  

Items that can be modified during the copy process:

• Admission Scheme
• My Program/Major
• Release start date/time・Release end date/time
• Beginning of application・Application Deadline

※Even after copying, application documents can still be edited as long as it is before the beginning date of the admission category.

⑤ Demonstrate application

The application demonstration feature allows you to copy an admission category and make it viewable under specific conditions.

A demonstration admission category has the same functions as a regular one. You can verify how documents behave, check application data, and download information from the management side.

Follow the steps below to configure an application demonstration.

1. Create a demonstration admission category

   • Click the Copy admission category button from the admission details screen.
   • Enter a new admission category name that clearly indicates it is for demonstration purposes.

2. Set the demonstration access code

   • Set a specific access code for the demonstration admission category. Only users who know this code will be able to view the demonstration.
   • Enter the access code in the detailed settings screen of the admission category.

3. Release the admission category

   • Demonstration admission categories are not visible to general applicants. Only users with the specific access code can access them.
   • Set the Demonstration access code in the detailed settings screen and click Save.

⑥ Set the application requirements

This function allows you to specify the requirements or conditions for applicants to apply for a specific admission category.

Only applicants who meet the specified requirements will be able to apply.

This is useful, for example, when you want to allow only applicants who passed the first screening to proceed to the second screening. (Note: In such cases, application fees will be charged separately for each application, even if submitted by the same applicant.)

Follow the steps below to set the application requirements.

1. Access the admission category details screen

   • Select the relevant admission category from the management menu and go to the details screen.

2. Open the application requirement settings

   • Click the "Edit" button on the admission category details screen.

3. Add a requirement

   •  Click the Add required screening status button to add a new requirement.

4. Configure the requirements

   • Admission category setting : Select another admission category. Only those associated with the same university will be displayed.
   • Required screening status setting : Configure the screening status required to apply.

5. Save the settings

   • Once configuration is complete, click the Save button to apply the settings.

⑦ Enter the documents to be created by the COE affiliated organization,etc.

About the documents to be created by the COE affiliated organization

Regarding the "Name of the foreigner to enter school", the information entered by the application will be used.

Items that change depending on the applicant such as "Research room" and "Name of intermediary agency or person", can be registered from "Set applicant-specific information in CSV".

⑧ Set screening documents

You can select only the necessary documents for screening from the application documents and merge them into a single Screening Documents PDF.

Please configure the settings here before downloading the Screening Documents PDF.

Once configured, the selected documents will be converted into a single PDF file when downloading the Screening Documents PDF.

※Some files may not be merged if they are protected or restricted.

 Follow the steps below to configure the screening documents.

1. Access the admission category details screen

   • Select the relevant admission category from the management menu and go to the details screen.

2. Set screening documents

   • Click the "Set screening documents" button on the admission category details page to open the settings screen.

3. Add screening documents
   

   • Click the Edit button to move to the add document screen.

   • Click the "Add" button, then select the following items to add screening documents.
     
     Type
     • Application documents / Request documents (the content will be converted into PDF as with application data download) 
     • Submitted PDF (PDF files uploaded via file upload fields in the application form)
     
     
     Document name/admission category field name
     • For application/request documents: the document name will be displayed.
     • For submitted PDFs: the name of the uploadable file field will be displayed.
       
       
   • Click the Save button to save the configuration.

⑨ Set request for deposit

You can display a payment request form for applicants based on specific screening statuses.

You can configure items such as the notification flag, payment amount, recipient bank, account number, account type, account name, account name in Katakana, university address, purpose of transfer, payment deadline, remarks, and payer’s name.

(Example) Create a payment request form for applicants with a screening result of “Accepted” to request payment of the enrollment fee.

※The payment request form created with this function is for informational purposes only and cannot be used directly at a financial institution.

Follow the steps below to configure the payment request form.

• Access the admission category details screen
  • Select the relevant admission category from the management menu and go to the details screen.

• Set conditions for payment request form

  • Set the conditions first. If the conditions are set after the content is registered, notifications will not be sent.

  • Click Set conditions to go to the settings screen.

  •  The form will only be displayed to applicants whose screening status matches the configured condition.
    - Accepted
    - Rejected
    
    

  •  If the request form is set before the screening result is announced, it will be displayed upon the announcement.

  •  If set after, it will be available immediately.
  • Click "Save" to confirm your settings.
• Set payment request details
  • Click "Download CSV file for eligible applicants" to download the CSV template.
  • CSV file format
    • The first row is the header and must not be modified or deleted.
      (→ Application ID, Name, Examinee number, Notification flag, Bank name, Account number, Account type, Account name, Account name (Katakana), University address, Payment amount, Purpose, Payment deadline, Remarks, Payer's name) 

    • Do not modify or delete the first row of the CSV file. Doing so will prevent correct uploading.

    • Enter the data to upload starting from the second row.
      
      

  • CSV encoding options:
    • utf-8 format (recommended)
      • A format for handling Unicode characters.
      • Widely used in websites and international software, it supports multiple languages such as English, Japanese, and Chinese.

      • It is highly compatible across various languages and is ideal for international use.

    • shift-jis format
      • A character encoding format commonly used in Japan.
      • Efficient for handling Japanese text and commonly used within Japan.
  • Edit the CSV template
    • Enter the details to be shown on the payment request form.
    • To create multiple request forms for the same applicant, use separate rows.
    • Do not use commas (,) as they are recognized as delimiters.
    • The following fields cannot be changed:
      • Column A (Application ID)
      • Column B (Name)
      • Column C (Examinee number)
    • Set the Notification flag (Column D) to 0 or 1:
      • Do not notify
      • 1：Notify
    • Column M：Enter the Payment deadline (Column M) in the format YYYY-MM-DD (e.g., 2024-08-29).
  • Upload the edited CSV file
    • Once uploaded, the information will be reflected on screen and can be edited directly.
    • Click ”Save” to confirm your changes.
  • Downloading the CSV file again after saving
    • After saving, you can re-download the CSV to get the current configuration.
    • You can modify and re-upload the file to update or delete content.
    • Make sure to keep unchanged data as-is in the file.
    • To prevent duplicate notifications, uncheck the Notify option for subsequent uploads.