admitur Records and documents
The assistant answers from two kinds of content. Records hold the facts that must be exactly right. Documents hold everything else.
Records#
A record is one fact about one programme: a fee, an entry requirement, an intake date or a deadline. The assistant reads records word for word and never works a figure out for itself.
| Field | Example |
|---|---|
| Programme | BCS Bachelor of Computer Science, level UG |
| Type | Tuition fee (international) |
| Value and unit | 12,500, RM per semester |
| Owner | The person or office that stands behind the figure |
| Effective from | The date it applies from |
| Expires | Optional. After this date the record is no longer used |
| Source | A web address or circular reference |
The record types are local tuition fee, international tuition fee, entry requirement, intake date and application deadline.
Documents#
Documents are pages of text, such as accommodation, campus life, scholarships, or how to apply. The assistant searches them and quotes what it finds, with the document as the source. Only documents marked current are searched, so an old brochure can't creep into an answer.
Review and publish#
Every change is a new version. Nothing reaches students until a second person approves it.
- DraftAn editor creates a record, or starts a new version of a published one, and saves it as a draft.
- Submit for reviewThe editor submits it. It now shows under Needs review.
- Approve and publish, or send backAnyone with editing rights except the submitter can approve it, or send it back with a note. Publishing replaces the previous version, which is kept as history.
Each record shows all its versions and who did what, and when.
Fields fed by another system, such as a student records system, are read-only in the console. Change them at the source.
Import a spreadsheet#
To load many records at once, use Content → Import with a CSV file. Every valid row becomes a draft, a new record or the next version of an existing one, and nothing is published until it's reviewed. Rows that can't be read are listed with the reason.
programme_code,programme_name,level,fact_type,value,unit,owner,effective_from,expires_at,source_ref
BCS,Bachelor of Computer Science,UG,tuition_fee_intl,12500,RM per semester,Admissions Office,2026-09-01,,https://your-college.edu.my/fees
BCS,Bachelor of Computer Science,UG,application_deadline,30 June 2027,,Admissions Office,2026-09-01,2027-06-30,https://your-college.edu.my/applyThe required columns are programme_code, programme_name, level, fact_type, value, owner and effective_from. fact_type is one of tuition_fee_local, tuition_fee_intl, entry_requirement, intake_date or application_deadline. Dates are written as year-month-day.
Expiry#
Give deadlines and intake dates an expiry date. On that date the assistant stops using the record and offers the student your team instead, rather than quoting a date that has passed. Expiring in 30 days lists what needs renewing.
Why the assistant declines#
The release check replaces a reply with a polite decline and an offer of help when:
- no approved record or current document was found for the question,
- the record it found has expired, or
- the reply contains a number that appears in neither your content nor the student's own message.
The last rule is strict on purpose. If a correct answer is declined, add the figure to a record or a document rather than asking for the rule to be relaxed.