If your user account has the User Permission Send Applicants to Form Capture set, you can export an applicant record to a WebForm to update the applicant data or import their data into a new learner record. To do this, open the relevant Applicant Summary and expand the Actions menu in the top-right corner.

The Owner of the form created from this process will need to have the Form Capture Client User permission set so that they can complete the form that is created.

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There are four different processes available:

• Edit in WebForms – This will export applicant data to an Applicant Sign Up form in WebForms, where the form owner can edit the data available in the form fields to update the applicant record.

• Edit in FCA – This will do the same, except the form will be sent to the old Form Capture Application.

• Sign Up Learner in WebForms – This will export applicant data to a Learner Sign Up form in WebForms, where a new learner can be created with data populated from the applicant record. This option will only be available if the applicant's status indicates that they are Ready for FCA.

• Sign Up Learner in FCA – This will do the same, except the form will be sent to the old Form Capture Application.

Editing an Applicant in WebForms

Selecting one of the Edit options will open a window where you can enter the following details:

• Form Type – Here you can choose which Applicant Sign Up form to use. 

• Owner – This is the PICSWeb User who will be able to complete and submit the form that is generated. This user must have the User Permission Form Capture Client User set to be able to complete the form.

• Message to Owner

• Optional Appointment – If necessary, you can create a new Appointment for the form owner when generating the form by entering a date and time for the appointment in this window. Selecting the date field will open a calendar date selector.

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Once you have entered the necessary details, select Save to generate the form. If you are the form owner, you will be taken to the Fill and Sign page for the WebForm. If you have specified a different owner, they will be informed by email that a form has been assigned to them. The form will also be added to the Form List for you to track.

Converting an Applicant to a Learner in WebForms

If the applicant has the status Ready for FCA, selecting one of the Sign Up Learner options will open a window where you can enter the following details:

• Form Type – Here you can choose which Learner Sign Up form to use.

• Owner – This is the PICSWeb User who will be able to complete and submit the form that is generated. This user must have the User Permission Form Capture Client User set to be able to complete the form.

• Message to Owner

• Optional Appointment – If necessary, you can create a new Appointment for the form owner when generating the form by entering a date and time for the appointment in this window. Selecting the date field will open a calendar date selector.

Once you have entered the necessary details, select Save to generate the form. If you are the form owner, you will be taken to the Fill and Sign page for the WebForm. If you have specified a different owner, they will be informed by email that a form has been assigned to them. The form will also be added to the Form List for you to track.