This topic describes some of the features that Account Request Manager offers to help you customize your application templates. The template configuration includes fields on five tabs of the Application Template screen:
The Setup tab includes the template name and an optional image that displays on the application, such as your company logo. It also lets you control who can edit the template and whether or not email notifications are sent to applicants.
In addition, you can define an application question designed to gather additional information from an applicant to assist in the approval process. You can configure an application question so that specific card control limits are assigned by default, based on the answer selected by the applicant. For example, you might ask the applicant to select their job title from a drop-down list and then assign a credit limit to their account based on their answer.
Only one application question can be included, and only one type of limit can be associated with each answer. If a specific limit is established based on the applicant’s answer selection, this value will override any default limit configured on the Administrative Information Fields tab for the template.
The Instructions tab shows the standard instructions that are provided for every template; these will be included on the application for applicants and approvers. You can supplement the standard instructions with your own custom instructions tailored to each group of users.
The General Information Fields tab includes the applicant's name and address fields, as well as some security settings.
The Administrative Information Fields tab includes fields that automatically place the new account into a hierarchy and populate the default chart of account or custom field values that will attach to transactions. These fields also determine the limits on the card and the Merchant Category Code Groups (MCCGs) where the card can be used.
You can modify field labels on both of these tabs, add help text for any field, and specify how some fields will display for applicants and approvers.
Each field in a template has a label that will appear on the application to indicate the type of information the applicant should supply for that field. If the label is a link in the template, you can rename the field; for example, you may want to change the label to match the terminology used by your organization. Click the link to display the Customize Label window. Select Use Custom Label, enter a new label for the field, and click OK. To restore the default label, click the link again, select Use Original Label, and click OK. Some default labels cannot be changed and do not display as links in the template.
Below each field label is a text box where you can enter text that will be visible on the application, such as a cost center or chart of accounts name. This text essentially serves as the default value for the field on the application. You should not enter text in the template that is not relevant to all applicants (for example, a date of birth or personal phone number).
Help text allows applicants to understand what information is being requested in a given field. For example, it might show the format required to enter a date, phone number, or street address. To provide or modify the help text for a field, click the link in the Applicant Help Text column. Enter up to a maximum of 80 characters in the Customize Help Text window, then click OK. Help text does not display for approvers.
The Applicant View column lets you control how some fields display to applicants. Note that all the fields on an application will be visible to program administrators.
Use the drop-down lists in this column to select one of the following options for each field (not all options will be available for every field):
Required — Applicants must provide information for this field in order to submit their applications.
Optional — Applicants are not required to provide information for this field.
Hidden — The field will not be shown on the application. The field value is supplied in the template and will be used to create the account.
Read Only — The field will be shown on the application but applicants will not be able to edit it.
Mandatory — The field is required and cannot be removed from the applicant's view. This setting typically applies to fields such as the applicant's name and address..
Fields that are either mandatory or required will be marked as Yes in the Required for Account Creation column.
The Approver View column lets you control how some fields display to approvers. Use the drop-down lists in this column to select one of the following options for each field:
Hidden — Approvers will not see the applicant's information in this field.
Read Only — Approvers will see the applicant's information in this field but cannot edit it.
The Approval tab allows you to configure an approval workflow for applications that use the current template. If approval routing is enabled, approvers must review and approve applications before sending them to a program administrator for final approval and account creation. If approval routing is not enabled, program administrators will receive applications as soon as they are submitted by the applicants.
Approvers can be limited to PaymentNet users with the Application Approver role or employees with email addresses in specified domains; alternatively, any user can be an approver regardless of their role or email address.
If a template uses the allowed email domains option, it is important that you maintain an accurate list of domains for your organization to ensure proper routing of applications.
If approvers are required to have the Application Approver role, they must log in to PaymentNet to process applications. In this case, it is critical to maintain the users assigned to this role so that applications are routed to the correct approvers prior to final review by a program administrator. If the Application Approver role is added to or removed from a user in PaymentNet, this change is reflected immediately in Account Request Manager.