Occasionally, certificants will not renew their certifications in time, leading to expired certifications. As of Cobalt 4.1, the ability to reinstate an expired certification or lapse it if it extends past a certain period of time has been introduced.
How to Set Up Reinstatement
On the Certification Type, there is a "Reinstatement Behavior" dropdown option with the following values:
- New Record: Select this to create a new Certification record when the expired certification has been reinstated. This option allows for more granular reporting on the period(s) of time that a certificant has let their certification expire before reinstating it.
- Reactivate: Select this to reactivate the existing (original) Certification record when the expired certification has been reinstated. This option allows for a single record to track the continuous history of the certification, but does not indicate periods of time that the certification was expired and then reinstated.
On the Initial Certification Application Type, there is an "Instatement Type" dropdown with the following values:
- Initial: Set this for any original certification application types that candidates will go through upon their initial application.
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Reinstatement: Set this for the application type that the candidate will need to go through upon reinstatement - this includes any specific forms, additional fees, and other competencies/requirements that a certificant will need to provide prior to the reinstatement of their certification.
- In a typical set up for reinstatement, you will need 2 Initial Certification Application Type records for a Certification Type, where 1 = Initial and 1 = Reinstatement.
Requesting Reinstatement:
Portal View:
- As a contact with an expired certification in CRM, access the Portal (either by impersonation or logging in).
- See that certification displays as expired on the portal tile. There will be a Reinstate hyperlink underneath.
2.) Click the reinstatement hyperlink, fill out the application (this will be any of the requirements or forms tied to the Initial Certification Application Type record set up to have Instatement Type = Reinstatement, agree to the terms and conditions, then checkout.
3.) Once the payment is completed, navigate back to the home page and confirm the Certification is now Active and the Expiration Date has updated.
CRM View:
- Navigate back to CRM, and under the contact's related Initial Certification Applications, see a new record was created as a result of that reinstatement.
- On the record, verify the date submitted is accurate and the order completed. If there are any remaining manual requirements, you can deactivate them as completed.
- Once the application has completed, navigate to the original Certification and confirm it is now Active. Note that (if Reinstatement Behavior = Reactivate) a new record was not created.
- If Reinstatement Behavior = New Record, the original Certification will still be Expired, but a new Certification record will be created.