• Validation Manager
  • Add New Validation
  • Make Changes on the Validation Manager
• Student Validation
  • Change Student Validation Status
• Programme Validation for Enrolments
• Enrolment Validation

Validation Manager

Your account will come with a default validation configuration called ‘SELMA’. This can be configured using your own specifications, or you can leave it as is, and create a new one.

Add New Validation

Figure 1i. Access Validation Manager

Navigate from Settings > Validation Manager

Figure 1ii. Validation Manager Overview

SELMA and SDR are default system validation types ready for use. You will see additional validation types listed, here, after creating them.

Figure 1iii. Add a Validation

Create a new validation type, by providing a name in the empty field, and clicking the “+Add” button.

Figure 1iv. Add Rules to New Validation

Click the new validation name to expand it, then click the pencil icon to create new rules for it.

Figure 1v. Set Validation Rules and Save

Select the fields that are required for a record to be successfully validated. To remove a rule, simply deselect a field.

Make Changes on the Validation Manager

You can edit validation rules attached to a validation type, and/or delete an entire validation type.

Figure 2. Select a Validation Type

Click the pencil icon to add or remove validation rules, or delete an entire validation type.
NOTE: If the validation is currently linked to any objects in the system, you will not be allowed to delete it.

Student Validation

Navigate to a Student Profile to check if a Student is validated, and to change their validation status.

Figure 3. Validated Student

A green tick icon indicates the Student is validated, and has met all the specified validation rules of the validation type: “SDR”.

Change Student Validation Status

A red “X” icon indicates the Student is not validated, as they are missing required information to meet all validation rules.

When you have added the required details to the Student record, you can validate the Student again, and/or change their Validation Type:

Figure 4i. Edit Student Validation

Click the pencil icon to change the validation type and/or validate the student again.

Figure 4ii. Change Student Validation

Set a new Validation Type and save it without validating by clicking the blue “Save” button. If you need to check that the Student record meets all validation rules, click “Save and Validate” and observe the change in Validation Status (green tick or red cross).

Programme Validation for Enrolments

Programme validation is set up when you want to enrol Students with specific record details into a Programme.

For example, you may require students to have an email address, date of birth, and gender recorded before they can be enrolled.

In this case, you would first configure Student validation to ensure the required details are present in the Students’ profiles. Once the Students are validated, you can then apply Programme validation.

Figure 4i. Configure Programme Validation

Select a Validation Type on the Programme tab of a Programme.

Figure 4ii. Creating New Enrolments

When enrolling Students into an Intake, only those who meet the corresponding Programme validation are enrolled. Students marked by yellow text do not meet Programme validation rules, and cannot be selected, while Students marked by black text meet Programme validation rules and can be selected.

• Create and Manage Tags
  • Create a Tag
  • Use a Tag

Create and Manage Tags

The Tag Manager is a tool that allows SELMA Users to assign and manage tags against different Objects within the system, such as Students or Components.

Tags are labels used to classify batches of information, and make it easier to search for a related Object.

Create a Tag

Figure 1. Access the Tag Manager

Navigate to Settings > Tag Manager.

Figure 2i. Tag Manager Overview + Tag Creation

Click on an Object heading to view a drop-down list of all existing, associated tags (red). Edit the tags (pencil icon) or remove them (bin icon). Click “+Add” to create a new tag (green).

Figure 2ii. Tag Details

When you have chosen to create a new tag, you will need to provide a tag name, and click the “Active” check-box to enable it for use.

Use a Tag

In this example, the tag “DipBus“, created via the Tag Manager, and added under the Intake Object, can be accessed at the Intake level. Click the empty tag field to display the tags available for this Object (red).

• Create and Manage Lookup Data
  • Create a Data Type
• Contact Us

Create and Manage Lookup Data

Include customised fields as a new tab on profiles by following the guide below.

Create a Data Type

Figure 1. Navigate to Settings > Lookup Data

Figure 2. Lookup Data Overview

This page allows you to manage Lookup Data across multiple functions in SELMA. For example, the function “Address Type” will have multiple data values nested under it, such as “Home Address”, “Mail address”, “P.O. Box Address” etc.

Figure 3i. Create a Data Type

Click the “New” button to create a new data value (red). Hover beside the tool icon to see a star – click the star to set a default value which will pre-populate a field in SELMA.
Note: Items represented by a tool icon are system default values and cannot be deleted or altered.

Figure 3ii. Add Required Details

Required details are marked by red asterisks, and include a “Code” and “Label”. The checkbox labelled “Active“, enables the data to be shown on SELMA where you use it.

Contact Us

Most Lookup Data values will be populated upon account creation. However, if you require assistance or notice a large number of missing values, please get in touch with us via support@selma.co.nz.

• Create and Manage Custom Fields
  • Create a Custom Field
  • Reorder Custom Fields
• Custom Fields Tab

Create and Manage Custom Fields

Include customised fields as a new tab on profiles by following the guide below.

Create a Custom Field

Figure 1. Navigate to Settings > Custom Fields

Figure 2. Custom Field Overview

See a list of custom fields under each Object heading, which corresponds with an “Object” in SELMA (orange). The blue “Data Workflow” button takes you to a screen showing how each object inherits data from one another.

Figure 3i. Create a Custom Field

Click the “+Add” button to create a new custom field.

Figure 3ii. Add Custom Field Details

Required details include “Field Name”, “API Name” (generated automatically based on the Field Name), and “Field Type”. Click the checkbox to indicate, with a red asterisk, that the custom field is mandatory to fill out (orange).
Note: It’s recommended to avoid editing a custom field once it’s been created.

Reorder Custom Fields

Figure 4i. Select an Object

To reorder custom fields, expand an Object heading and click “Order”.

Figure 4ii. Reorder Custom Fields

Drag and drop the custom fields into the order you wish to have them presented on an Object tab.

Custom Fields Tab

Figure 4. Use the Custom Field

In this example, the Student Profile page shows a Custom Fields tab (red) including information about fluent languages spoken by the Student, and the future Intake they are interested in. To alter or add relevant information, click the pencil icon in the corner of the card (green).

• Access Communication Templates
• Create a New Template
• Email Templates
• Text Message Templates
• PDF Templates
  • Preview, Download and Print PDF Template

Access Communication Templates

Figure 1. Navigation Bar

Click the cog icon in the top navigation bar.

Figure 1ii. Settings Panel

Click “Communication Templates“.

Create a New Template

The most effective way of using comms in SELMA is by creating templates. You can create templates for Emails, Email Attachments (PDF documents) and Text Messages.

Figure 2i. Communication Templates Overview

Templates are grouped by section headings, which expand on clicking (blue). Click the pencil icon to preview or edit (green), clone (purple) and remove a template (red).

Figure 2ii. Add a Communication Template

To create a new template, click on “New” and choose a template type between Email, Text or PDF.

Email Templates

Email templates require Context of Use, Name, Subject and Body.

“Context of Use” (orange) restricts the Communication Template to map data from a specific object in SELMA e.g. “Intake” sends an email to a Student/s of an Intake, while “Student” sends an email to Student profiles.

Once an Email is set-up they can be accessed and sent from the Intake, Enrolment and Student levels.

Figure 4. Email Template Editor

Use Mail Merge Fields in the body of your email, to fetch dynamic data from SELMA (yellow). Use the formatting panel to stylise text.

Text Message Templates

Text templates require Context of Use, Name and Body.

Once a Text is set-up, they can be accessed and sent from the Intake, Class, Enrolment and Student levels.

NOTE: The message body is limited to 300 characters. Exceeding this limit adds a text message unit, which counts as an additional feature depending on your SELMA subscription plan.

Figure 5. Text Message Template Editor

Use mail merge fields to fetch and insert dynamic data from SELMA.

PDF Templates

PDF attachment templates are attached to emails that can be sent to Students.
They also require a Context of Use, Name, Subject and Body.

Figure 6. PDF Template Editor

Use mail merge fields to fetch and insert dynamic data from SELMA (red).
Optional: Choose a “Document Type” (orange) to categorize this PDF template when it’s saved in the Documents tab of the Object profile from which you send an email.

Preview, Download and Print PDF Template

Figure 7i. Send Email

Navigate to the relevant page (in this case, the Context of Use is “Enrolment”, so the relevant page is a selected Enrolment profile). Then click “Send Email” from the actions menu (red).

Figure 7ii. Select a PDF Attachment

Navigate to “System Attachments” at the bottom of the email editor, and select a PDF attachment (red) to include in an email you may have an email template for (orange). Click on the eye icon, to the right of “System Attachments”, to preview the PDF template (green).

Figure 7iii. Preview, Download and Print a PDF Attachment

• Access the Campus Index
• Add a New Campus
• View and Edit Campus Details
  • Campus Tab
  • AUS Compliance Tab
  • Holiday Tab
  • Room Tab

Access the Campus Index

Figure 1. Navigation Bar

Click the cog icon in the top navigation bar.

Figure 1ii. Settings Panel

Click “Campus Index“.

Add a New Campus

Here, you can add new Campuses for your school, and view and manage them all in one place.

Figure 2i. Create New Campus

Click on the green plus sign to add a new campus.

Figure 2ii. Add Campus Details

Add the required details, as indicated by red asterisks. Note: the Campus “code” will be used to generate Intake codes.

View and Edit Campus Details

Figure 4. Campus Actions

Click on the eye icon to view and edit the campus details as well as compliance requirements if applicable.

Campus Tab

Figure 5. Campus Details

Editable field details on the Campus tab.

AUS Compliance Tab

The “AUS Compliance” tab is available on the Campus profile for Australian providers only.

Figure 6. AUS Compliance Details

Details on AUS Compliance tab:

Holiday Tab

Campus holidays automatically block the ability to mark attendance on the dates provided, and improve the accuracy of attendance marking.

Figure 7i. Create New Holiday

To create a new holiday, click on the “+Add” button (orange).

Figure 7ii. Add Holiday Details

Editable field details on the Holiday tab.

Room Tab

Rooms may be used on timetables, and are created and managed for each Campus.

Figure 9. Create a Room

• Access the Form Manager
• Form Manager Overview
  • Enquiry Form
  • Enrolment Form

Access the Form Manager

The Form Builder is an additional paid feature to your SELMA subscription plan.

• If you do not have this feature, please contact SELMA Support to get you started.

Figure 1. Navigation Bar

Click the cog icon in the top navigation bar.

Figure 1ii. Settings Panel

Click “Form Manager“.

Form Manager Overview

The Form Manager allows you to create and store Enquiry and Enrolment Forms.

Figure 2. Form Manager Interface

Manage your forms by using the Quick Actions buttons to archive, clone, copy URL, view and edit.

Enquiry Form

The Enquiry Form can be used to gather basic information from interested applicants, or complete expression of interest applications.

Enquiry Form Submissions from New Applicants

• A unique Student record is created with the status “Enquiry“.

Enquiry Form Submissions from Returning Students

• The existing Student profile is updated.

Figure 3i. Set-Up the Enquiry Form

Use “Form Fields” to drag and drop fields to the “Form Editor” (green), and use the Form Editor to edit field labels, add “help” messages, and add “Required” fields, as indicated by red asterisks. Set-up the “Form Configuration” on the right-hand panel.

Figure 3ii. View the Enquiry Form

Enrolment Form

The Enrolment Form is used to create an Enrolment record for a Student application.

You can opt to include a Payment integration on your Enrolment form, which is an additional paid feature to your Form Builder.

• If you do not have this feature, please contact SELMA Support to get you started.

Enrolment Form Submissions from New Applicants

• A unique Student profile is created with the status “Enrolled“.
• An Enrolment is created on the Intake selected by the Student.

Enrolment Form Submissions from Returning Students

• The existing Student profile is updated.
• An Enrolment is created on the Intake selected by the Student.

Figure 4i. Set-Up the Enrolment Form

Minimum required fields are indicated by red asterisks, and include First Name, Primary Email and the Intake the Student is interested in.

Figure 4ii. View the Enrolment Form

Related Articles

For more information on setting-up forms and viewing submissions, please refer to the following articles:

• Forms and Enquiries – Setting Up Enrolment Form
• Forms and Enquiries – Setting Up Enquiry Form

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• Find your Account Dtails
  • Account Tab
  • Account Configuration Tab
  • AUS Compliance Tab

Find your Account Details

Figure 1. Navigation Bar

Click the cog icon in the top navigation bar (red).

Figure 1ii. Settings Panel

Click “Account“.

Account Tab

The Account tab is where you can make changes to the basic details set-up by SELMA.

Figure 2. Key Details

Set-up key parameters such as your Account Display Name, EDUMIS/Provider Code, and your email address for all SELMA communications, such as emails, texts and copies of form submissions (if the form module is enabled).

Account Configuration Tab

The Account Configuration Tab is where you should enable:

• Awards
• Orders
• Quotes

Figure 3. Configuration Settings

AUS Compliance Tab

Australian-based providers will see an additional tab under their Account: “AUS Compliance”.