Related Person Cards Guide

Overview

Occasionally, you may encounter a scenario where it is not clear why a specific person is showing up in the admission portal for a specific portal user. This guide exists to provide clarity on the logic used by the portal to determine who should show up for whom and where within the admission portal 3 experience.

Collections

Before digging into the specific logic used by portal screens to determine who is displayed as a card, it's important to understand how relationship data comes into the database as part of the admissions process. Relationships between people are gathered by relationship elements on forms.

There are currently four form types that utilize a relationship element:

  • Inquiry (Parent Relationship Repeatable element)
  • New Candidate (Parent Relationship Repeatable element)
  • Parent (Relationship element)
  • Relatives & Friends (Relationship element)

The value lists for these relationship elements are controlled using collections, of which there are three default versions (not including additional collections you may choose to add). Each default collection is designed for the context of a specific form:

  • Parent - Candidate (for use with the Inquiry and New Candidate form types)
    • Values: Father, Mother, Guardian, Grandfather, Grandmother, Step-Father, Step-Mother
  • Candidate Family (for use with the Parent form type, certain values considered mandatory - review Mandatory Collection Values section below)
    • Values: <None Specified>/No Relation, Husband, Wife, Son, Daughter, Son-In-Law, Daughter-In-Law, Ex-Husband, Ex-Wife, Step-Son, Step-Daughter, Domestic Partner, Spouse
  • Relatives & Friends (for use with the Relatives & Friends form type)
    • Values: <None Specified>/No Relation, Father, Mother, Brother, Sister, Grandfather, Grandmother, Grandson, Granddaughter, Uncle, Aunt, Nephew, Niece, Cousin, Father-In-Law, Mother-In-Law, Brother-In-Law, Sister-In-Law, Fiancé, Fiancee, Step-Father, Step-Mother, Step-Brother, Step-Sister, Half-Brother, Half-Sister, Late Husband, Late Wife, Ward, Step-Grandfather, Step-Grandmother, Step-Grandson, Step-Granddaughter, Ex-Father-in-Law, Ex-Mother-in-Law, Ex-Son-in-Law, Ex-Daughter-in-Law, Nanny, Nannied, Neighbor, Friend, Colleague, Business Partner, Exchange Student, Godson, Goddaughter, Great-Grandfather, Great-Grandmother, Great-Grandson, Great-Granddaughter, Mentee, Mentor

Certain portal screens (the Relatives & Friends demographic section, most notably) utilize the collection associated with the form used to add and update records for that section. Other portal screens utilize identity scopes for this purpose.

Identity Scopes

In order to understand who shows up in the admission portal for a specific user and on what screen, it's important to understand how they relate to the portal user and/or candidates. We conceptually categorize these connection types as "identity scopes". Below are the common identity scopes we refer to when defining who is visible to whom and on what screen:

Parents 

  • This scope includes people who:
    1. is the record person of a parent form submission (prioritized if applies) OR is currently logged in to the portal [referred to below as Parent (i)]
    2. is “parent_X“ to the children of Parent 1 (according to those “parent_X“ Axiom fields)

NOTE: Grandparents with legal custody of a candidate must have the legal custody flag added to their relationship record in Axiom in order for their person card to display in the Households section.

Children

  • This scope includes people who:
    1. relate to Parent (i) as one of the following: son, daughter, son-in-law, daughter-in-law, step-son, step-daughter 
    2. OR Parent (i) has legal custody of

    3. AND is not an alumnus/a

Candidates (context 1)

  • This scope includes people who:
    1. relate to Parent (i) as one of the following: son, daughter, son-in-law, daughter-in-law, step-son, step-daughter 
    2. AND Parent (i) has legal custody of 

    3. AND has one of the following roles: former student, former applicant, sibling, prospect, applicant 

    4. AND not a current or future student

Candidates (context 2)

  • This scope includes people who:
    1. the person currently logged in to the portal has legal custody of
    2. AND has one of the following roles: former student, former applicant, sibling, prospect, applicant 

    3. AND not a current or future student

Other Relatives & Friends

  • This scope includes people who:
    1.  relate to “children“ 
    2. AND whose relationship is included in the designated collection for the relationship element used on the Relatives & Friends form

Portal Screens

Across the various admission portal screens, related people are represented with cards displaying basic demographic data and providing the portal user with access to update existing data via a corresponding form. These portal screens utilize a combination of identity scope and collection values to determine which related people should be shown as cards.

  • Candidates portal navigation tab: show all “Candidates (context 2)”
  • Demographics - Household tab: show all “Parents“ and “Candidates (context 1)“
  • Demographics - Relatives tab: show all “Other Relatives & Friends“
  • Parent form relationship cards: show all “Parents“ and “Children”
  • Candidate form relationship cards: show the logged-in parent
  • Relatives form relationship cards: show all “Parents“ and “Children”
    • The "Display on HPU" flag is no longer used to determine which relationships are shown on this screen.
    • Cards will be shown for relationship values from the collection assigned to the relationship element on this form. People with relationships out of the scope of the collection will not show.
    • The relationship described above must exist between the individual and any household member in the “Children“ identity scope, e.g. people only related to parents will not show up.

Important Things to Note:

The collections used for relationship elements in the Candidate and Parent forms define which relationships the forms can collect but they do not limit the portal from displaying relationship cards for standard household relationships.

Example: If you remove the “son“ value from the collection used on the Parent form, all sons of the parent (as designated with a relationship in Axiom) will still have a card under the relationship element of that parent, however, the dropdown will not show “son“ as the selected value because it is not included in the collection. To avoid these situations, make sure that you configure your collections to include the “mandatory“ values listed in the next section.

Mandatory Collection Values

The following relationship values MUST BE INCLUDED in the collection used for the Parent form to ensure that users do not experience issues with the household demographic section:

  • husband, wife, ex-husband, ex-wife, domestic partner, spouse, son, daughter, son-in-law, daughter-in-law, step-son, step-daughter