Profile Fields

What is a Profile Field?

A Profile field is basically an application question. Before a question is added to an application page it must be created and configured.

Field configuration is defined using 5 tabs:

• Details tab
• Web Display tab
• Values tab
• Scoring tab
• Processing tab

Details tab

 Many of these settings are used to determine how fields will appear on the application when it is generated so it is important to set all of these BEFORE generating your application HTML. * indicates fields that if changed would require you to regenerate that field.

• Name: The name of the profile field. (see notes on previous page)
• Data Type*: This is selected from a drop-down list and can be:
  • Short Text (single line) 
  • Long Text (multi-line, may have character counter) 
  • Numeric (numbers only, or currency)
  • Date
  • Yes/No
  • Characteristic (a list of items)
  • File Attachment 
  • URL
• Table/Characteristic*: If the Profile Data Type is set to characteristic, this field points to the specific characteristic (item list) and is selected from a drop-down list of characteristic tables. 
•  Maximum Field Length and Minimum Field Length - This affects validation and the optional character counter. Characters include letters, numbers, punctuation, spaces and hard returns. When used with a File Attachment field type, this setting limits the size of the file attached in MB 
• Allowed File Types – If using the File Attachment data type, this can be used to specify which file extensions are accepted.
• Reference Page – used to link reference name and email to reference page (see here for more details about setup) 
• Active – Fields cannot be deleted, only inactivated.
• Required – If a field is required it is marked with a red asterisk and colored red until filled in. The applicant cannot submit the application until all required fields are filled in. 
• List in Summary – This will show the field in several areas including on the Reviewer’s summary page and Reference’s summary page. 
• Review Only – Only visible to Reviewers, not applicants 

Web Display Tab

This tab defines how the profile item will appear online, including conditional view fields. Many of these settings are used to determine how fields will appear on the application when it is generated so it is important to set all of these BEFORE generating your application HTML. * indicates fields that if changed would require you to regenerate that field. 

• Sort Order – This controls the order in which fields are created when generating the page layout. It also controls the order that fields are displayed in the Printer Friendly version web page. 
• Format Type – Available format types. 
• List Type* – This is only for Characteristic or Yes/No fields. The Drop Down List displays a list of choices from which the applicant can choose one response. The List Box displays the same list but allows applicants to select multiple items by using CTRL + choices. Radio Buttons will display the list, horizontally or vertically, with an open field for the applicant to check. When using radio buttons, the field must be regenerated any time the list of options changes. 
• Prompt* – The text that will appear on the application with the request for data. For example: Please enter your full name here: It is also used by the Printer Friendly version web page and application review page, so it is best to come up with a ONE line description. If your field needs additional explanation, add that into the HTML after generating the page, and not in the Prompt. The maximum size in 255 characters.
• Default Value – Used to complete a field with a default value, field may be Read Only or editable 
• CSS Style* – Determines the field formatting that is used on the application. Spectrum/GE has default field formats that can be assigned. This allows you to change the formatting of all fields of the same type at once, rather than one at a time. Use the following guidelines: 
  • For data type Number use PWFieldNumericShort or PWFieldNumericLong 
  • For data type Short Text use PWFieldTextShort, PWFieldTextMedium, or PWFieldTextLong 
  • For data type Long Text use PWFieldEssayMedium or PWFieldEssayLong 
  • For data type Date use PWFieldDate 
  • For data type Characteristic use PWFieldCharShort, PWFieldCharMedium, or PWFieldCharLong 
• Read-Only on web – Field is visible but not editable online, e.g., Current Scholarship Year 
• Hide From Reviewers - Information gathered that should be hidden from reviewers, i.e., name, gender or social security number 
• Show Character Counter* - For Long Text fields that have field length specified. 
• Help Message – If populated, Help icon will display for applicant. Hover tool will display directions. 
• Conditional Field Area – Used when this field is only to be visible provided the required answer is given to the specified field. For example: If the answer to the question “Do you use a fiscal sponsor?” is Yes, display the field “Fiscal Sponsor Name”

Values Tab

When a numeric Data Type is chosen on the Details tab, the Values tab allows users to format validation values and calculations that may be used on the application. 

Validation values set the parameters for a valid entry, e.g. >1000. If the applicant enters a value less than or equal to 1000, the system will prompt the applicant that the entry must be greater than 1000. 

Calculations allow the user to fill the online application field with a calculated value using other fields on the application. For example, the applicant can enter project details with associated costs and a calculated value could sum the costs for a total project cost. 

Scoring Tab

Defines the criteria used if this item will be used for scoring the application

• Scoring Type:
  • None – No scoring. This field will not appear on the Review tab 
  • Numeric – Set a range of numbers to use for scoring this field (1-10)
  • Text – Provide a list of options. User creates the labels for the options (Poor, Good, Excellent, etc)
• Adding weight to a scoring field gives it more impact on the final application score than another scoring field. Reviewers score the application with no knowledge of field weight and only if staff provides reporting on raw score versus effective score would the reviewer know the outcome. 
• When adding weight to a field, default weight is “1”. If a field is to be weighted the standard weight is set to “2”. When scores are calculated, the field scores would be doubled. 

Processing Tab

This tab maps the profile field to corresponding fields in Grant Edge, Web Applications, Email templates and Matching Criteria.

•  Web Mapped Field: This field is selected from a drop-down list of values that represents fields
  configured on the Spectrum Web Portal registration page. When mapped, fields will auto-populate with information entered upon registration.
• GE Mapped Field: This field is selected from a drop-down list of values that represent fields available in either the proposal or scholarship record. This field links the application field to a GE record field and will set the GE record field when the application is approved for the system.
• Email Template Field: Links the profile field to an email template field that is used to send emails  to the applicant organization.
• Matching Criteria Field: Used only for the Scholarship Web Applications. This field links the profile field to a fund criteria field (from the Scholarship Application profile) and allows the scholarship web application to be matched to a fund.