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Using the Program Wizard

 

The Program Wizard guides an administrator through the steps of building and configuring the essential functions of a new program and managing edits to an existing program. Designed with new administrators in mind, the Program Wizard allows someone with little to no Terra Dotta software experience to jump in and create a program that is applicant-ready. The Program Wizard is also a powerful tool for experienced admins to use to simplify the program creation process.

 

Applies to: TDS19

 

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Overview
The Program Wizard guides an administrator through the steps of building and configuring the essential functions of a new program and managing edits to an existing program. Designed with new administrators in mind, the Program Wizard allows someone with little to no Terra Dotta software experience to jump in and create a program that is applicant-ready. The Program Wizard is also a powerful tool for experienced admins to use to simplify the program creation process.
 
This article covers the following topics related to the Program Wizard:
Important Note:
Programs that are created using the Program Wizard cannot be published to the Terra Dotta Study Abroad Directory. Likewise, programs you’ve subscribed to from the Directory cannot be edited using the Program Wizard. The legacy program builder should be utilized to create new programs that will be published to the Directory and to edit current Directory programs.


Permissions & Access
The “Program Admin: Program Wizard” permission is required to access the Program Wizard. An administrator in your office with Staff Admin permissions can grant this permission to other administrators or to a group. The Program Wizard functionality will be enabled only after an administrator is granted this permission.

Access the Program Wizard by navigating to Programs > Create New and clicking on the "New Program Wizard" button.


Getting Started with Building a Program
Creating a new program with the Program Wizard consists of five main steps which contain several common elements. These elements include the following:

Exclamation Mark Symbol
Clicking the exclamation mark (!) symbol when it appears in the top right of a Program Wizard page will display a pop-up window informing you of which settings are required to complete the program. The exclamation mark symbol will not be displayed once all required elements are completed. In addition, the required settings on a page are also marked with an asterisk (*).

"Active" Toggle Switch
Each Program Wizard page includes an “Active” toggle switch used to enable the program’s brochure to be publicly searchable.
Important Note: This switch is not what allows or prevents a student from applying to the program. If there is an active application cycle that matches this program's available terms AND the program brochure URL appears on a webpage, a student will be able to apply to it. You should uncheck all the terms for an inactive program and confirm that a URL to the brochure page does exist anywhere else on your site to ensure users cannot not apply.

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Tip Box
Hovering your cursor over one of the settings fields on a Program Wizard page will cause a "tip" information box to appear containing helpful notes about each setting. In the example below, a tip box is displayed for the "Group" field.

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Save Button
Preserve your progress by clicking the “Save” button at the bottom of the page. This will create the program on your site and allow you to return to this point in the program creation process when convenient.

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Step 1: Configuration
 
Creating a new program in the Program Wizard begins with the "Step 1: Configuration" page. From here, provide the following information: 
  • Program Name: This will be the displayed name of your program. It must be unique to the site. There is a character limit of 100.
  • Program Group: Use the drop-down menu to choose from current program groups on your site. If none currently exist, then the default "Uncategorized" group will be the only option that appears. If you are utilizing the Program Templates functionality, then choosing a program group for which a template has been assigned will apply the template settings. Refer to our article on Program Templates for more information.
  • Terms: Use the drop-down menu to select the period(s) of time during the year when this program will take place. Terms must already exist on your site in order for them to appear and be utilized here.
  • Program Type: Use the drop-down menu to make your selection from current program types available on your site.
  • Location: This will be the destination(s) for this program. Enter one or multiple locations.
Admin users can also utilize the available slider menu located on the bottom left of this page to take the following actions:
  • Determine which applicants are able to apply to this program.
  • Choose to require that an applicant be associated with a home institution.
  • Enable/disable the exchange option for this program.

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Step 2: Dates

From the "Step 2: Dates" page, you can configure the program’s relevant dates for the terms selected on the configuration page. Click on a year located in the row at the top of the page to select that year's dates to view and edit. The page will display the two years before and after the year currently selected. In the example below, the year "2020" is selected.


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A display panel organizes date-related information into the following columns:
  • Expansion Arrow: Click the large circle containing an expansion arrow for a comprehensive view of all date records for the year. Use the smaller arrows within the display panel to view more or less of each individual date record.
  • Term: Displays applicable program terms as they were configured under Settings.
  • Application Deadline: This date will be pre-populated using info from the corresponding application cycle (Process > App Cycle) if an application deadline exists for that term/year combination. To edit the pre-populated application deadline to be program specific, click on the date that appears. A calendar widget will appear from which you can select a new deadline.
  • Decision Date: This date will be pre-populated using info from the corresponding application cycle (Process > App Cycle) if a decision date exists for that term/year combination. To edit the pre-populated decison date to be program specific, click on the date that appears. A calendar widget will appear from which you can select a new decision date.
  • Start Date: This is the date on which the program will begin. Click the calendar widget to select or edit your start date. Start dates are automatically updated to reflect itinerary records.
  • End Date: This is the date on which the program will end. Click the calendar widget to select or edit your end date. End dates are automatically updated to reflect itinerary records.
  • Accepting Applications: Yes or no will be displayed accordingly.

Expanded View
Clicking the expansion arrow for a specific term will open its respective date record allowing you to build the itinerary for the program. This is done by entering the program location, start date, and end date for each segment of the trip. The options available in the "Location" menu will be populated using the location(s) entered in step one on the "Configuration" page. Click the plus (+) icon to add an additional segment to the itinerary. Remove an itinerary segment by clicking the pink "X" icon.  


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Step 3: Details

From the "Step 3: Details" page, add more information about your program. This can be done by configuring the available Program Discovery Card, setting program parameters, and adding a program contact.

Program Discovery Card
At the top of the Details page, a public program card displays a snapshot of your program's key information and a "hero image" to visually highlight the program. This program card will appear to applicants when Program Discovery has been enabled on your site. For more information, reference the "Searching for Programs" section of the Program Discovery Knowledgebase article. 

Program Parameters: Public Search & Internal Fields
Quickly assign values for all publicly searchable and internal program parameters. Your parameter settings configured in Settings > Program Params will determine what values are displayed and which parameters appear in each section of the Details page.
 
Parameters appearing under the "Public Search Fields" section are listed by name. To edit a program parameter's assigned value, click the corresponding edit pencil in the "Actions" column. Select the desired parameter value from the list that appears. This is the value that will now display under this respective parameter's "Assigned Values" column. After this action has been made, the program can be publicly searched using this parameter value. Note: This action does not add the parameters to the program brochure. 

The “Internal fields” section functions the same way with the exception of these parameters not being displayed publicly.

Click the expansion arrow located in the circle about "Public Search Fields" to fully view or close these two program parameter sections on the Details page.
 

 
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Program Contacts
Add a new program contact by clicking on the plus (+) sign. From the page that appear next, create a contact by manually entering information, or search for a contact via a SIS/HR lookup. Up to eight program contacts can be added. To make edits to an existing program contact, click the corresponding edit pencil. To delete, click the corresponding "X".


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Step 4: Brochure
The Program Wizard's brochure page allows you to create the public brochure for the program using an extensive brochure editor. Migrate any existing brochure content built in the Legacy Brochure Builder using the "Migrate Brochure" button found there. Refer to our article on the Legacy Program Builder for more information on content migration. Please see the “Building a Program Brochure” section of this article below for more information on building a brochure in the Program Wizard.



Step 5: Application Lifecycle
The final step (step 5) of the Program Wizard is the Application Lifecycle page. From this page, you can manage many aspects of the program requirements.

First, choose which phase of the program you wish to configure using the program phase dial at the top of the page. In the "Application Instructions" field, add and edit instructions specific to this application phase.

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Requirements
There are three requirement sections that appear:

  • Online Requirements: These are any questionnaire, learning content, assessment, and signature document process element that will be deployed to the program based on the application cycles and process map settings that have been assigned to the program.
  • Offline Requirements: These are any material process elements.
  • Internal Requirements: These are process elements (such as a questionnaire) that don't require data to be entered by an applicant and/or are not visible to the applicant.
 

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To set a process element due date within any of the three requirement sections:
1) Clicking the "v" arrow to the left of a process element’s name. This will expand the display.
2) If the process element has been assigned to a process map, a calendar widget will appear for that respective term. Use this to set your due date.
3) Preview the process element by clicking the eye icon.


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To add a new process element for this program:
1) Click the “Add Requirement” plus (+) symbol which appears below the Internal Requirements section.
2) From the display window that appears, filter to locate the process element you want to add. Once located, check the box to the left of the process element.
3) Click "Add".


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To enable the submit button feature from this page, click the "Applicant Submit Button" toggle switch at the bottom of the page. Additional configuration options will appear that include:

  • Custom Submission Message: Create specific messaging to appear to applicants upon the successful submission of a pre-decision application.
  • Pre-decision Application Tag: Choose a tag that will be added to an application upon submission for this program.
  • Pre-decision Status: Select the status for an application once it is submitted for this program.
  • Application Submit Requirement: Set the configuration for recommendations associated with this program. Choose from the following: 1) No recommendations requirement. 2) Recommendations must be submitted (i.e. only requested by the applicant in order to submit application). 3) Recommendations must be completed (i.e. both requested by the applicant and completed by the recommender before applicant can submit application).


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To enable recommendations as a requirement for this program, click on the Recommendations toggle switch. Then set the number of required recommendations for each type.

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After you have finished all of the setup for this program, you can activate the program by clicking on the “Done - Activate Program” button located on the lower right corner of the page.



Building a Program Brochure
From the "Step 4: Brochure" page, an admin user can select a brochure style and edit/add distinct information sections to their brochure page.

Brochure Style
After landing on the "Brochure" page, you will need to select one of the following brochure styles:

  • Tabbed: Content will be organized into a selection of tabs which site users will click into and view. This is the default style.
  • Scrolling: Content will be arranged on a single page which site users will access by continuously scrolling up and down.


To select a brochure style, click on the desired style widget.

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Important Note: If you are using the Program Wizard to update an existing program, then a system message of "Existing program builder brochure detected" will appear on the "Brochure" page. This alerts the admin to note that the program currently has public brochure content that was created in the legacy program builder. If you enable the use of the Program Wizard brochure by clicking on the available toggle switch, then the public site will use content from the Program Wizard instead of from the program builder. See “Relationship with Existing Brochure Editor” and “Editing a Program” below for more information.


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Brochure Sections
After you select a brochure style, the sections of “Banner,” “Overview,” “Location,” “Application Process,” and “Academics” appear on the brochure page. With the exception of "Banner", these brochure sections can be renamed by clicking the edit pencil next to the section header name. A section can be removed by clicking the delete icon next to the section header's name. A section can be reordered by clicking the drag icon (highlighted below) on the left side of the section header and moving the header up or down the page. Clicking the name of a header will display the content within that section of the brochure. The full brochure can be previewed by clicking the eye icon.
 

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Banner Section
The “Banner” section which will always be named “Banner”, and this section cannot be moved from the top of the page. It is used solely for choosing a banner image for the top of the brochure page. The "Image Library" button will allow you to use an image already uploaded to your site's Image Library. If you do not wish to use a banner image, this section can be be deleted.

Important Note: Once an image has been uploaded into the Image Library, it is not possible for it to be resized. Therefore, you should manually resize a photo before uploading it so that it can be used as a correctly-sized banner photo. The recommended size for a brochure banner image is 1100x185 px. If you prefer a larger image, the suggested size is 1200 x 400 px.

Overview Section
The "Overview" section is intended for general information about the program and is pre-populated with the program’s “Apply Now,” “Request Info,” and “Request Advising” buttons. This section will also include a space for an image (can be uploaded directly or added through your Image Library), a text box, and a place to display program parameters.


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Location Section
The "Location" section is intended to display the locations in which the program will take place and provide information about them. The section is pre-populated with a Google Maps widget with pins to show the program locations and a text field. You can edit the zoom level of the provided map by clicking the edit pencil in the bottom right of the map widget.


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Application Process Section
The Application Process section is intended to provide information about the program’s dates and deadlines. The section is pre-populated with a “Dates / Deadlines” panel which lists the information entered in "Step 2: Dates" of the Program Wizard. It also includes a text field to provide additional information.

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Academics Section
The Academics section comes pre-populated with a single text field. It is intended to provide information about the courses, curriculum, and other academic interests related to the program.

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Eligibility, Accommodations, and Costs / Scholarships Sections 
The remaining default sections can be added through the “Add Section” drop-down menu at the bottom of the page. The “Costs / Scholarships” section will include a listing of any relevant budget sheets for this program.

Important Note: Budget sheets cannot be built from this screen. They must be built in the legacy program builder and then added to the Program Wizard brochure through the widget. See the Budget Sheets and Budget Parameters KB article for more details on this feature.
 

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Creating Custom Brochure Sections
In addition to using default brochure sections, an admin user can create a custom section using these steps:

1) Open the “Add a section” drop-down menu and choose “[CUSTOM].” A new header will appear. Click on the header to expand the full section.
2) To edit the section header name, click on "Custom". Enter your desired name. Then click on the check mark icon that will display (in lieu of the edit pencil) to set the name.

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3) Begin making your edits to this custom section which comes pre-populated with a single text field.


Adding Content
New content can be added to a brochure section by clicking the plus (+) icon located in the lower right of that respective brochure section. This action will trigger a list of content widgets to appear from which you can choose one to add at a time.

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Content widget options include the following:

  • Action Buttons
  • Apply Now Button
  • Budget Sheets
  • Content
  • Custom Button
  • Dates/Deadlines
  • Google Map
  • Image
  • Video

Each content widget allows for editing in its own respective way based on its type. For example the main "Content" widget has a pencil icon that, once clicked, allows for text to be edited. The video widget displays a field specifically for you to enter the embed code for a video. An image widget prompts you to upload a file or locate what you need via the Image Library.

To remove a content widget, click the “x” icon.

Moving & Resizing Content Widgets within a Brochure Section
A content widget, whether it be a text box or an image, can be moved and resized within a brochure section by using your mouse. This allows for a great deal of customization without the need for experience in coding or HTML design.

To get started moving content: Place your cursor over the content widget that you want to move. Then click and hold down the button of your mouse. This action will cause a grid to appear (see image below). You can then move the content widget within the grid to adjust it to appear where you want it to display within this section.


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Important Note: A single content widget will always want to move up as far as it can go within the grid of a brochure section by default. You can reposition a content widget to appear lower in the grid if you are using a minimum of two content widgets. For example, in the image below, the original content widget (Text Box #1) was moved to the bottom of the "Weekend Excursions" section.


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A content widget can also be resized by clicking and dragging its edge outward (to increase its size) or inward (to decrease its size). In the image below, a video widget has been enlarged to be as wide as the full brochure section.

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Important Considerations
As you use the Program Wizard's brochure builder, the following information will be important to note.

Relationship with Existing Brochure Editor
There is no relationship between the existing legacy brochure builder accessed through the “Brochure” tab and the new Program Wizard brochure builder. This means that changes made in the Program Wizard brochure page will not be pushed to the legacy builder (and vice versa). If content has been added to the Program Wizard brochure builder for a program, a notice will be displayed in the legacy program builder informing users that the Program Wizard content is being publicly displayed instead.

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If you wish to revert back to using your legacy content, you can do so by updating the content on the legacy brochure builder and clicking “Update". However, these changes will not be pushed to the Program Wizard brochure.

Editing a Program

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An existing program can be edited using the Program Wizard by navigating to the legacy program builder and clicking the “Program Wizard” button in the top right of the page. This is also the process for resuming work on a program saved in the Program Wizard. Any information previously provided will be populated upon entering the Program Wizard.

ISSS Clients
If you are an ISSS client seeking a way to promote content specifically for an F/M or J program type, it is suggested to use standard site content pages with "apply" buttons. It is currently not an option for ISSS clients to use the Program Wizard and its associated brochure builder.

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