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Application Details Page

The Application Details page is displayed when you click a task in the Task list. This page shares a common layout and a lot of common functionality across all of the Workspaces spaces, but there are some differences and these are identified when discussing each of the spaces.

On this page, you can view information about the task, the application and its associated applicants, and take appropriate actions to complete the task and, hence, progress the application through its processing life cycle. Application Details include the following sections, each of which is displayed on a separate card.

  • Key information about the current task.
  • A set of task actions that can be performed on the task at the current stage in its processing life cycle.
  • Brief but sufficient details that identify all applicants.
  • The outcomes of pre-configured background checks which provide an assessment of the applicant's suitability.
  • Application information highlighting key information and including a timeline of steps that the application has already been through with accompanying notes.
  • Attached documents relating to the processing of the application.
  • Optional display of customized information deemed important for application processing.

To return to the Task list, click Back to Tasks, or click Tasks in the navigation panel.

Task Information

The Task Info card displays important task-related information that processing staff need to have at their fingertips.

Each information item has an icon, a label and a value. The Icon provides a visual representation of the type of entity that the information is related to; for example, a unique identifier (ID), a person or a duration. The Label identifies the specific entity that the information relates to, and the Value is the actual task-specific information.

If your screen is not wide enough to accommodate all the key information, left/right scroll buttons appear, as appropriate, to indicate that there is more information that is not currently displayed. Click the relevant button to see the additional key information in that direction.

Applicant Details

The Applicant Details card displays a brief read-only view of information that helps you to identify the applicants.

Personal information, which could include Personally Identifiable Information (PII) such as full name or email address, is displayed for primary and secondary applicants, with each applicant’s details shown separately. If there is only one applicant, the secondary applicant is not shown. Icons are used to indicate which information relates to the primary applicant and which relates to the secondary applicant. An Applicant Legend, relating the icons to the applicants, is included in the top right corner of this card, and also identifies the number of applicants.

The specific information items displayed and their arrangement in this card are configured by a Workspaces developer and cannot be changed by a Workspaces user.

Background Checks

The Background Checks card displays a read-only view of the results of various checks or verifications relating to the applicants. Examples of checks and verifications that might appear on this card include identity verification and risk rating.

The background checks are displayed in groups, showing the name of each background check and the corresponding results. Separate results are shown for primary and secondary applicants. If there is only one applicant, the secondary applicant is not shown. Icons are used to indicate which information relates to the primary applicant and which relates to the secondary applicant. An Applicant Legend, relating the icons to the applicants, is included in the top right corner of this card, and also identifies the number of applicants.

The result of each background check is reinforced through the use of color. Journey Workspaces supports a set of standard colors that can be associated with various results or states. Here are the available colors and some suggestions for how they might be used.

  • Green, Light Green – These colors can be used to indicate positive results.
  • Red, Black – These colors can indicate negative results.
  • Blue – Can be used for neutral states.
  • Orange – Can represent intermediate or other states.

Some background checks have additional information associated with them which can be useful to understand how the result was determined. The availability of additional information is indicated by a Detail Link to the right of the result; click the link to view the additional information.

The Background Checks card is highly configurable. The specific background checks displayed on this card are configured by a Journey platform developer and cannot be changed by a Workspaces user.

Application Info

The Application Info card displays key application information that you are likely to need as well as a timeline of previous tasks with accompanying notes.

The key application information includes the following details.

  • App ID – The application’s unique identifier in your Journey Workspaces solution.
  • App Status – Identifies where the application sits in your application processing workflow.
  • App Created – The amount of time that has passed since the applicant initiated the application process.

Beneath the key application information, you will find the Application Timeline which lists all the tasks related to the application. The current task appears at the top of the timeline followed by other tasks listed in order of creation with the oldest tasks at the bottom. While the current task is open, you can record information about the task by entering a note. However, notes cannot be entered for older tasks that have been completed.

Each task in the timeline is displayed in a separate Task History card. Initially, the card for the current task is displayed expanded at the top of the Application Timeline, revealing details related to that task. You can click another task to expand its card and reveal its details. This will collapse the card that was open as only one Task History card’s details can be displayed at any time.

At the top left of each Task History card is a Task ID A that uniquely identifies the task in your Transact Workspaces portal. Beneath the Task ID is the Task Name B which may be the same as the queue that the task appeared on when it was being processed, except for the oldest task whose name identifies it as the task that was created when the application was submitted.

The number of notes C made against a task and the task’s processing time D are displayed in the top right corner of each Task History card. For the current task, the processing time is shown as the elapsed time since the task was created, labeled Task Created. For tasks that have been completed, the processing time is shown as a duration with the label Time in Queue, except for the oldest task which displays when the application was submitted instead of the processing time.

Notes are displayed in the order that they were made, with the newest notes at the top. Each note identifies the user that added the note F and when the note was added G above the note text E.

Documents

The Documents card displays the list of documents that are associated with an application. These documents are often uploaded by the applicant while filling out the form, and attached to the application, but they may be provided by other means.

Each document item has a title that identifies the information in the document. Above the document title is a timestamp that identifies when the document file was uploaded and attached to the application. To the right of the timestamp are some file details, showing the document’s file type and size. Beneath the file details is a Download button that you can click to download the attached file.

While processing a task that is assigned to you, you may need to attach, or upload, additional documents to the application.

Note

You can only upload documents for tasks that are assigned to you.

To upload a document:

  • Click Upload Documents. The Upload Documents button is available only for tasks that are assigned to you.
  • Enter a document description, then click Upload Document and browse for the document file you want to upload.

  • If you want to upload another document, click Add more documents and repeat the previous step. If you want to remove a document, click the Remove Document button for the document you want to remove. If you want to upload a different file for an existing document, click the trash can button near that file, then upload another file.

  • Click the Close button when you're finished adding and removing documents.

The Documents card provides a read-only view of the documents and related information. Workspaces users cannot change how the document list appears, nor can they modify or remove the attached documents.

Custom Information

In addition to the information displayed on the pre-defined cards, other important information can be displayed in custom cards. Two formats are supported: a standard custom card to display a set of single-value data and a list custom card that can display lists or tabular data.

A standard custom card is configured to display a set of data items and a single value for each data item. By contrast, the list custom card displays data in a tabular format with each column representing a different data item and each row being a related set of values. A link button may be displayed for any data item; clicking the link displays more information about the data item in a pop-up window.

Custom cards are configured by a Workspaces developer. They provide a read-only view of the information presented. A Workspaces user has no control over the way these cards appear and cannot modify the displayed data.

No Data scenario

Sometimes, data may not be available in Workspaces for one or more information items. This could be because the expected data does not exist (for example, has not been collected) or because a technical issue prevents Workspaces from being able to obtain the data.

Whenever expected data is not available, Workspaces indicates this by displaying a dash ‘– ‘ instead of the data value, reinforced by the use of grey color for elements such as the bar on the left of each item of information.