When a program is launched and applications are collected, the applications are stored within the application management page of their respective program. This article serves as an overview of the features and actions available within the application management page.
In this Article...
- How to Access Manage Applications
- Applying Filters
- Finding an Application
- Create Applications for Applicants
- Application Management Actions
How to Access Manage Applications when in Monitor Mode
If your program has been launched and is currently accepting applications than your program is in Monitor mode. In order to access the applications section of the site:
- If in the Site Dashboard, click on the Application Progress statistic within the Tile.
- If in either the Dashboard tab or Reviews Tab, click on the Applications tab at the top of the page.
How to Access Manage Applications when in Build Mode
In some cases, your program may still be in build mode but you wish to test your applications prior to your site being launched. In order to access the applications section of the site:
- If in the Site Dashboard, click on the Title of the Program within the Tile
- Click on Monitor Program
- Click on the Applications tab at the top of the page
When first accessing the application management section of the site you will see a table listing all of the applications created for the program with basic information about the application. The table in the application management page will display all applications that meet the requirements of filters applied to the results list. The default columns that will be shown in the application management table are:
The first column will display a checkbox which will allow you to select users in the list in order to complete various actions.
This will be the Full Name of the owner of the application. The name will be a clickable link to the User's Profile.
This column will display the Title of the application as set in the Program Application Settings.
The email address associated with the applicant's profile.
The application's reference ID. This is a unique value to this application. Depending on your Application Title preferences this my appear the same as your application Title.
The date the application was created.
This will show the date that the application was last edited. This includes:
This will show the date the application was last submitted. This date is updated each time the applicant selects Review & Submit when completing their application.
NOTE: Applicants will be prompted to Review & Submit at each application stage.
The current status of the application.
The stage that the application is currently in.
The labels that are currently assigned to the application.
Columns can be added or removed to optimize the layout of this table depending on your viewing preference. Additional columns that can be added to the table are as follows:
Will Display the total overall score of all reviews completed for this application. This score will not be weighted.
NOTE: The format will vary depending on your Program Settings (link)
Will display a percentage for the average score of all reviews completed for this application
If you are using weighting on your review stages, this will display the weighted score on the application for all review stages.
Select one of the stages within your workflow to display the progress of the application for that stage. This column will display as “# of X tasks completed”, “All Tasks Completed” or “Not Started"
Custom fields columns display the value of that field for the application.
NOTE: Only custom fields that target applications will be available as a column within the application management page.
Select Review Stages to display the total Average score given to the application within that stage.
NOTE: The number of reviewers assigned will also be displayed to allow you to see how many reviewers have completed their scores.
You may find that the table looks too busy or the information that you need is not currently displayed. You can add additional columns or remove columns from your view using the following steps.
- Select the Column icon from the top right of the application table.
- Select columns you would like to add or Remove the selection of columns you would like removed.
- Select Done
You have the ability to filter your applications to make it easier to navigate and search for specific applications within your program. See How to Filter Applications for more details on available application filters.
The search bar located in the top right hand corner of the table will allow you to search for an application based on the title of the application or the applicant's username. This search function will display all results that contain the search term or character combination that has been provided. As expected, the more precise the search term is the more accurate the results will be. See How to Search for Applications for more information.
Applications can be created by administrators for applicants from Manage Applications as well. This is done individually meaning that one application can be created for a single user at a time. Furthermore, applications can only be created for one user at a time.
To create an application for a user:
TIP! Have the email address of the applicant on hand before starting this process.
- Select Create Application
- Enter the email address of the applicant you are creating the application for
NOTE: The email address will need to be added as an Applicant to the site prior to creating the application.
- Click OK
NOTE: You can also assume the role of the user and Create an Application on their behalf. After assuming the role of an applicant, select Programs to get started.
Below you will find a complete list of actions that can be carried out by administrators with access to the application management table. For more information on any of these actions please select the respective link:
- Create Application
- Send Email to Applicants
- Download applications
- Mark an Application as Awarded/ Declined
- Submit an Application
- Lock/Unlock an Application
- Archive an Application
- Move an Application to Trash
- Restore an Archived Application
- Restore a Trashed Application
- Move Applications Between Stages
- Add Labels to an Application
- Remove Labels from an Application