Applicant record conflict checklist

Document Purpose: Definitive list of all Applicant record fields subject to conflict detection when an Applicant WebForm (Update Form) is approved.

Related Issue: PD-3503: Changes to Applicant record LRN and LLDDs

Release Date: Embedded in Learner Management System Production Release

Last Updated: October 2026

Overview

What is the Conflict Check?

When an Applicant WebForm is approved to update an existing learner record, the system checks whether any of the fields on the form have been modified in the applicant record since the form was created. If conflicts are detected, the approver is presented with both the current database value and the form value, and can choose which value to keep.

When does it apply? The conflict check runs whenever an Applicant WebForm is approved, provided the form configuration setting "Show conflicting values when importing an Applicant update form" is enabled.

Total Fields Subject to Conflict Check:

76 standard applicant fields + unlimited User-Defined Fields (UDFs)

The 76 standard fields are drawn from 7 database tables. UDF fields are detected dynamically at runtime.

Field Categories

Personal Details12

Core identity information including name, title, and contact start date.

Contact & Address17

Communication channels, postal address, and emergency contact information.

Equality & Diversity14

Demographic and protected characteristics including ethnicity, disability, and apprenticeship service information.

Learner Reference Number & LLDD7NEW in PD-3503

Learning and developmental profile including learner reference number, learning difficulties and disabilities, prior attainment, and GCSE grades. These are newly monitored in PD-3503.

What's New for LRN and LLDD Fields: Prior to PD-3503, changes to LRN, LLDD Categories, and Primary LLDD during form approval were not flagged as conflicts. This has been corrected. The system now detects and displays any modifications to these critical learner profile fields since the form was created.

Learner Reference Service (LRS) / ULN3

Unique Learner Number and identity verification tracking.

Apprenticeship & Programme Application11

Programme enrolment, learning duration, pricing, and financial terms.

Employment Information12

Learner employment status, indicators, and employment type codes for ILR reporting.

User-Defined Fields (UDFs)NEW in PD-3503

Custom applicant questions configured within your LMS instance.

Important: UDF fields are detected dynamically at runtime. Any User-Defined Field question that appears on an Applicant WebForm will be subject to conflict detection if the learner's answer has changed in the database since the form was created. Examples: Prior Qualifications (JTL), Work Experience, Assessor Feedback, or any other custom question you have configured. How it works: The system identifies UDFs by looking for fields with the internal API key prefix UDFAPIKEY_. If any such field's answer has been modified since the form was created, it is flagged as a conflict.

Scope & Limitations

Fields NOT Subject to Conflict Check

The following fields are marked as read-only (locked) and cannot be imported from a WebForm. They are therefore not included in conflict detection:

How Conflicts Are Detected

Timing: Conflict detection compares the values on the approved WebForm with the current values in the database. It checks for any changes that occurred after the WebForm was created and before the WebForm was approved. Database Tables Monitored: The system tracks changes to learner records via audit logs maintained in the database tables: pcTrLog, pcColOpLogs (for change history), and pcAnsTra (for UDF answers).

Approval Process

When an Applicant WebForm is approved:

1. The system scans all 76 standard applicant fields and any UDFs on the form
2. For each field, it checks whether the current database value differs from the form value
3. If a difference is detected and the database value changed after the form was created, it is flagged as a conflict
4. If conflicts exist, they are displayed to the approver in a table with radio buttons to choose which value to keep
5. The approver selects "Keep current applicant value" or "Use form value" for each conflict
6. The form is then approved with the approver's conflict resolutions applied

Enabling / Disabling Conflict Detection

Conflict detection is controlled by a configuration setting: Show conflicting values when importing an Applicant update form

When Enabled: Approvers will see conflict warnings for all 76 standard fields and any UDFs if changes are detected. When Disabled: No conflict warnings are shown. The form values will overwrite the current database values without prompting (use with caution). System Default: Verify with your system administrator whether this setting is enabled in your instance.

Change Summary – PD-3503

What Changed:

• Previously: Conflict detection covered 63 standard Trainee and contact/address fields only.
• Now: Conflict detection includes:
• • The 7 new LRN/LLDD fields (LRN, LLDD Categories, Primary LLDD, Prior Attainment, GCSE grades, RUI) — primary request
  • The 6 additional employment and apprenticeship fields newly mapped
  • All User-Defined Fields (UDFs) configured on the form — requested by customers
• Result: 76 standard fields + unlimited UDFs now subject to conflict detection.

Business Impact: Approvers now have full visibility into which applicant learner profile fields have been modified while an update form was in progress, reducing the risk of accidentally overwriting recent changes.