Copy Functionality

Written by Lauren Neulinger

Last published at: April 21st, 2021

The copy functionality allows administrators and/or applicants to copy an existing request to create a new request. Copies can be created in the same process or a different process depending upon how you configure this feature. This feature can save your applicants hours of time and reduce traditional copy and paste errors. 

The copy functionality is an Advanced license feature (available within the Advanced or Standard +2 licenses). Please reach out to your CSM with any questions on your license and included features.

For step-by-step guidance: 

The following walk-thrus (for administrators) are available in the WalkMe Help Menu: 

  • Configure the Copy Functionality
  • Copy a Request as an Administrator 

The following tutorials can be shared with your applicants

Common Uses

Below are some common scenarios where the copy functionality is used: 

  • An applicant wants to apply to several of your available processes. 
  • An applicant applied last year, and wants to get a head start filling out their request for this year.
  • An administrator needs to copy an applicant's request into a different process. 

Feature Details

Copy Settings

When configuring this feature, you can decide whether only administrators, only applicants, or both user roles can create copies of a request. 

When copying a request as an administrator, you can choose to place the new request in either draft or submitted status. If the request is placed in draft status, the applicant can edit their responses before submitting the new request.

For an applicant to copy an existing request into a new process (i.e. they applied last year and now want to apply this year), the following must be true:

  • The copy functionality is enabled for applicants in the old process (where they submitted their original request).
  • The copy functionality is enabled for applicants in the new process.
  • The new process is toggled on and active (meaning the current date is within the start and end date range, if applicable).

Content that Copies

Responses from the existing request can only be copied into the first form of the new request (either LOI or application, depending upon what the process starts with). This is because a new request is created, so it's intended to move through the process as usual beyond the first form. 

When copying a request, responses will only transfer to the new request if both of the following are true: 

  • The destination process was copied from the original process. 
    • For example, let's say you're copying a request from your Annual Cycle 2020 process into your Annual Cycle 2021 process. If Annual Cycle 2021 was created by copying Annual Cycle 2020 (even if you added, edited, or deleted some questions), any questions that are the same on the first form of the process will match up for request copying purposes.  
  • Question labels are the same. 
    • Consider the example above, where the first form in Annual Cycle 2021 was created as a copy of the first form in Annual Cycle 2020. If a particular question label was changed on the first form in Annual Cycle 2021, a response to that question from Annual Cycle 2020 won't copy over to the new form.

If an applicant copies their request, the responses for any matching internal visibility questions will be copied as well (but will not be visible to the applicant). If you want to prevent this and instead fill out these questions even if a request is copied, you can modify the labels on any internal visibility questions after copying a process.