How it works when completing a task in CaRMS Online

The purpose of this grid is to document what happens when users complete a task in CaRMS Online, where things go and who gets notified so that we can:

1. Better guide clients

2. Set the expectation directly in CaRMS Online so the client is aware

Often these questions and answers are being captured within teams so this grid has been created to help track and document them. If you have something you would like to add to this grid, please reach out to Jillian.

Who is the user?	What is the task the user is doing?	What happens when the user completes the task?
PGME	The PGME is unpublishing a program description and entering the ‘reason’ why.	When the PGME enters the reason, the reason is sent to Operations for documentation purposes and is not sent via email to any other user and it is not available externally.
PGME	The PGME is updating program description content and has clicked on the box to notify applicants.	Applicants who have saved/applied to the program receive an email; a notice is added at the bottom of the program description to advise regarding the update but Program Directors/Admins do not receive an email regarding the change and/or when a program description has been submitted. They would only get an email from CaRMS if the PGME first sent the program description back for revisions.
PG users (PGME, admin & directors)	PG users are logging into their account on R-1 first iteration Match day.	Until match results open at noon, users that log in before then will see the Match results menu, but it will be grayed out. They will need to refresh their page. The interview offer status menu will be grayed out. They can only view matched applicants in file review.
PG users (PGME, admin & directors)	PG users are editing program descriptions from first iteration for second iteration. What do they need to know?	Ops copies program descriptions from the first iteration except for: - The interviews section - The responses in the Review process section - Status for programs affected by updates (i.e. a number of descriptions will be set to "Updates needed" so they are prompted to review and approve because they were IMG descriptions copied from CMG version or vice versa). The following sections in the program descriptions cannot be accessed or edited by any user: General Instructions, Program Highlights, Program Curriculum, Training Site, FAQ. This includes the QC particular stream programs.
File reviewer	File reviewer is logging into their account on R-1 first iteration Match day.	File reviewers will not have access to view information.
Applicant	The Applicant is assigning a document to the program after the opening of file review.	The date of submission for the Applicant’s application will change to the current date but the program will not receive an email about the new document. The program would only be made aware if they use the “Application Updates” report where they will see new documents assigned to their program. They are also able to use their filters.
Applicant	The Applicant is logging into their account on R-1 first iteration Match day.	Until match results open at noon, applicants that log in before then will see the match results menu and the pre-match day msg. They will need to refresh the page. The interview offer status menu will be grayed out. All applicants will have read only access to their information, their ROL and their program selection pages. Personal information will be editable. In order for their information and documents pages to become editable, they will need to participate to the second iteration. Once they do this, they will lose access to their first iteration programs, ROL and match results. For applicants who go unmatched, they will get the msg regarding second iteration being opened. They will be able to participate immediately after the release of match results and they can start applying to programs when program selection opens.
Applicant	The Applicant has assigned an empty personal letter to the program and wants to assign a new one.	Applicants can't have more than one personal letter assigned to a program application - COL will not allow it, therefore the applicant needs to create a word document, PDF it and then upload it into their CaRMS Online account as an Extra Document and then assign it to the program.