How to Set Up an Application Stage

This article will walk you through how to successfully set up an application stage in your site. When you first create a program, an Application Stage with basic settings will automatically be created for you in your workflow. In some cases, however, your processes may require more than one Application Stage.

In order to create a new application stage:

  1. Go to your Workflow
  2. Click on the Plus+ sign below your list of current stages
  3. Select Applicant
  4. Enter a name for your stage.

To access the Settings section of your stage:

  1. Go to your Workflow
  2. Click on the Name of the stage to access the stage configurations.
  3. Click on Settings

You can set up basic details about the stage in the Settings section:

TitleEdit the Title of your Stage. This is an alternative to the inline process.
Include InstructionsProvide instructions for your applicants that enter this stage. Use the text editor to style the text to make it more customized within your site.
Application Open Date/TimeEnter the date/time the application will open.
Applicants will not be able to edit any tasks until this date has passed.
Enter the time you wish for the application to close. 
Application Close Date/TimeEnter the Date/Time the application will close.
Applicants will no longer be able to access tasks within the stage after the deadline. For more information refer to How to Set a Deadline on a Stage.
Grace PeriodThe Grace Period is in HOURS. This setting provides applicants with additional time to complete tasks within this stage.
The grace period is not displayed to applicants and is an internal setting to determine when to close the program.
Allow Editing After SubmitThis setting allows applicants to continue editing applications after they have submitted it.
This will allow Applicants to edit if their application remains in the same stage. If the application is moved to the next stage upon submittal the applicants will no longer be able to make edits.
Set StatusDisplay a status to applicants when their application enters this stage.

NOTE: For the Open and Close Dates, any changes made here will also update the Program Settings. Additionally, Individual Task deadlines will override the stage deadline, therefore if a task has a deadline before the stage deadline, the task deadline will take effect.

To access the Tasks section of the stage:

  1. Go to your Workflow
  2. Click on the Name of the stage to access the stage configurations.
  3. Click on Tasks

An Application Stage requires applicant tasks for applicants to complete.

To add a task:

  1. Click on the Plus + sign
  2. Select the type of task you wish to create

There are 6 different types of applicant tasks available:

This section allows you to create messages that will be displayed to applicants and recommenders upon completion of the stage.

Following the submission of their application, applicants will also be presented with the option to navigate to...

  • the application they have submitted
  • other programs they can apply for
  • their portal homepage

Following the submission of their recommendation, recommender will be presented with the option to navigate to:

  • the recommendation request they just submitted
  • their portal homepage

NOTE: This option will only appear if you have added a Get a Recommendation Task to your application stage.

Within the Stage Visibility section, you can set:

  • Which tasks are visible to Applicants in the current stage
  • Whether tasks in other application stages are visible while the applicant is in this stage
  • Which Applicant tasks are visible to the recommenders

This stage allows you to set which tasks are visible to all applicants that pass through the stage. Each task within the stage will be available to configure the visibility.

TIP! This may be useful to hide a task that is no longer applicable to your workflow but you wish to maintain collected data.

If you have multiple application stages you can also enable whether the applicant should be able to View the tasks in the other stages.

Additionally, you can also determine which applicant tasks will be viewable to your recommenders that are able to view the application. This can be useful, for example, if you want your recommenders to be able to view certain application tasks but not others.

NOTE: This option will only be available if you have a Get a Recommendation task in this stage.

Stage automations allow you to create an automatic action within the stage. Common examples are sending emails, moving applications to the next stage, or hiding tasks from applicants.

When the stage is created it will be automatically populated with a few automations to get you started:

  • When application enter this stage -> Set status
  • When application enter this stage -> Set labels
  • On submit -> Move to stage
  • On submit -> Email applicant

This section contains the Name of the Task, the current status (Active/Inactive), and Actions you can take on the automation.

To Edit the Automation:

  1. Click on the Edit Icon beside the Automation you wish to Edit
  2. Refer to How to Create a Stage Automation for more detailed instructions.

For More Actions:

  1. Hover your cursor over the Automation you wish to edit
  2. Click on the More Options icon beside the Automation
  3. A dropdown will appear with a list of actions you can take

The actions you can take are: