Creating Apprenticeship Records Without a Template
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Daniela Blagoeva

Created Jun 08, 2023

Creating Apprenticeship Records Without a Template

The following walkthrough will show you how to create an Apprenticeship Record without a template.

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Please note that this process is intended for individuals who are not starting with the same basic data points on things such as start date, starting wage, etc. OR you are creating a single Apprenticeship record. CareerWise suggests using the template option if you are applying the same basic information to multiple individuals.

1

Begin on the Role record for which you would like to create Apprenticeship records.

Note: You will know that you are viewing the correct record type and object if you see the word "Role" above bold text next to an icon of a person sitting at a desk.

Begin on the Role record for which you would like to create Apprenticeship records.
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Click on 'Create Apprenticeship(s)' in the top right corner.

Note: You will have the ability to create just one apprenticeship or multiple.

Click on 'Create Apprenticeship(s)' in the top right corner.
3

Select the option to 'Choose student(s) and then fill in info'. You will be able to create a single apprenticeship or multiple.

Select the option to 'Choose student(s) and then fill in info'. You will be able to create a single apprenticeship or multiple.
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Click on the 'Next' button to proceed.

Click on the 'Next' button to proceed.
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Select the individuals for whom you would like to create Apprenticeship records. Click on the 'Next' button when you are ready to proceed.

Note: Salesforce will flag how many openings are available for the Role and whether there are already existing Apprenticeships. If you try to create more Apprenticeships than are currently available, you will not be able to proceed. If that happens, please update the 'Anticipated Number of Apprentice(s)' on the Role.

Select the individuals for whom you would like to create Apprenticeship records. Click on the 'Next' button when you are ready to proceed.
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The next window will confirm the individuals that you have selected before you are prompted to fill in their individual Apprenticeship details.Click on the 'Next' button to proceed.

The next window will confirm the individuals that you have selected before you are prompted to fill in their individual Apprenticeship details. Click on the 'Next' button to proceed.
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The next screen will contain bold text that will note for which applicant you are creating an Apprenticeship.

The next screen will contain bold text that will note for which applicant you are creating an Apprenticeship.
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You will notice that some of the information is pre-filled for you. This flow is referencing the Role, Posting, and Opportunity in order to pull in as much information as possible before you even begin.

Note: Information that is not pre-filled on the previously mentioned objects cannot be pulled into the mass creation of Apprenticeships process. Salesforce is unable to make assumptions on things like Registration Sponsor.

You will notice that some of the information is pre-filled for you. This flow is referencing the Role, Posting, and Opportunity in order to pull in as much information as possible before you even begin.
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Fields that did not previously contain data will need to be populated during this process if they contain a red asterisk(*).

Note: This example is showing a Role that is planned to be registered in the future. If you are creating non-registered Apprenticeships you will not see fields such as the one highlighted in this step.

Fields that did not previously contain data will need to be populated during this process if they contain a red asterisk(*).
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The 'Apprenticeship Model (Duration)' drives some of the calculations in Salesforce such as the expected completion date.

The 'Apprenticeship Model (Duration)' drives some of the calculations in Salesforce such as the expected completion date.
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The starting wage that you type into the 'Starting Wage (hourly)' field will be applied to the specific Applicant for whom you are building an Apprenticeship record.

Note: If this and other fields filled in during this process will be the same for multiple Apprentices, you may wish to consider using the template option instead of manually creating each Apprenticeship record to save time.

The starting wage that you type into the 'Starting Wage (hourly)' field will be applied to the specific Applicant for whom you are building an Apprenticeship record.
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Most 'Apprenticeship Pathways' have multiple 'Occupation Types' nested under them. Choose the appropriate 'Occupation Type' from the dropdown list.

Most 'Apprenticeship Pathways' have multiple 'Occupation Types' nested under them. Choose the appropriate 'Occupation Type' from the dropdown list.
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Click on the 'Start Date' field to select a start date for the specific Apprentice for whom you are creating a record.

Note: Some affiliates consider this the first date of being on the job while some consider it the first day of Apprentice Orientation/Bootcamp.

Click on the 'Start Date' field to select a start date for the specific Apprentice for whom you are creating a record.
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You can use the arrows to move between months until you find the correct date.

You can use the arrows to move between months until you find the correct date.
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You are not required to fill in the 'Expected Completion Date' field. Salesforce is able to calculate the date based on the Start Date and length of the Apprenticeship.

Note: You can add an 'Expected Completion Date' if you prefer. It is just not required.

You are not required to fill in the 'Expected Completion Date' field. Salesforce is able to calculate the date based on the Start Date and length of the Apprenticeship.

The expected completion date needs to match the length of the apprenticeship. For example, if the apprenticeship model is two years and the start and end dates are only 1.5 years apart, Salesforce will not let you continue.

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You can search for the Supervisor's contact using the 'Supervisor' field. Choose the appropriate person from the list.

You can search for the Supervisor's contact using the 'Supervisor' field. Choose the appropriate person from the list.
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If the Supervisor is not known, click on the checkbox that is below the Supervisor field.

If the Supervisor is not known, click on the checkbox that is below the Supervisor field.
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A temporary Supervisor can be selected in the 'Interim Supervisor' field.

A temporary Supervisor can be selected in the 'Interim Supervisor' field.

A task will be created for the Supervisor to be updated if you select an 'Interim Supervisor' for the Apprentice.

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Verify that the 'Cohort' field is populated. If it is not, connect the Apprenticeship that you are about to create to a 'Cohort' that is titled in the following format: [Year] [Season] - [Program State]

Note: Other 'Cohort' records should not be used. If you have created incorrect 'Cohort' records in the past, please revisit the Apprenticeships connected to them and update the information.

Verify that the 'Cohort' field is populated. If it is not, connect the Apprenticeship that you are about to create to a 'Cohort' that is titled in the following format: [Year] [Season] - [Program State]
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The 'Read-Only Default Links' will be populated for you. These are all of the other records that will be associated with the Apprenticeship that you are about to create.Click on the 'Next' button when you are ready to proceed.

The 'Read-Only Default Links' will be populated for you. These are all of the other records that will be associated with the Apprenticeship that you are about to create. Click on the 'Next' button when you are ready to proceed.
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Click on the 'Create Apprenticeship!' button to proceed.

Click on the 'Create Apprenticeship!' button to proceed.
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Keep an eye out for errors.

Note: If Salesforce spots an error/problem with your data input it will prevent you from moving forward. However, Salesforce is not able to validate every single field you will be updating during this process.

Keep an eye out for errors.
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The next screen will call out whether the individual has any other applications that are not yet withdrawn.

The next screen will call out whether the individual has any other applications that are not yet withdrawn.
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Clicking on the 'Next' button will confirm that you are changing the Applicant's other open applications to 'Candidate Withdrew'.

Clicking on the 'Next' button will confirm that you are changing the Applicant's other open applications to 'Candidate Withdrew'.
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The next screen will provide a brief summary of which Applicants still need Apprenticeship records and which Apprenticeship records you have already created.Click on the 'Next' button when you are ready to proceed.

The next screen will provide a brief summary of which Applicants still need Apprenticeship records and which Apprenticeship records you have already created. Click on the 'Next' button when you are ready to proceed.

You will be taken through the same steps for any remaining Applicants. If there are no additional Apprenticeships to create you will see the following 'You're done!' screen.

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The 'You're done!' screen will provide a summary of the Apprenticeship(s) that you just created. Click on the 'Next' button to proceed.

The 'You're done!' screen will provide a summary of the Apprenticeship(s) that you just created. Click on the 'Next' button to proceed.

Suppose the number of Apprenticeship records on the Role matches the number of 'Slots Posted for Role' field following the above process. In that case, the flow will automatically direct you to close the posting and provide notes on why any remaining Applicants were not selected.

Well done!
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