How to Clean up your Applications for a New Cycle

This article will walk through how you can organize your applications from cycle to cycle and keep a clean experience for you and your users.

The important step in this process is Step 2: Archiving your Applications. The reason for this is that it ensures that applicants create a new application for the new cycle. When Applications aren't archived applicants can run into a variety of roadblocks including overwriting the previous year's applications or being restricted by application limits.

Additionally, some automated process may not work as effectively if the application isn't new. Lastly, when the application moves to the Review process, the reviewer may see their old responses as opposed to being offered a new review form.

With the use of Reusable Applicant Tasks, you can take Step 3: Allow applicants to re-use their responses. This will allow applicants the options of pulling from previously completed forms from other applications. This will help save them time when creating an application for the new year.

This step allows you to add labels to your applications for the year or cycle they applied to. This will allow you to easily locate these applications in the future.

To label your applications:

  1. Create a Label.
    • Name the label based on the year/cycle, for example, Fall 2018
  2. Navigate back to your list of applications.
  3. Add Filters based on the date the applications were created.
    1. Add Application Details > Date Created -- is before -- [Enter the close date of your cycle].
    2. Add a second filter for Application Details > Date Created -- is after -- [Enter the open date of your cycle].
  4. Apply the Filter.
  5. Select all of the applications that match your filters.
  6. Add the label to the applications.
  7. Optional: Save your filter for the label to easily find these applications at a later date.

Once you've labelled your applications, you will need to Archive the applications. For more information on Archiving your applications, you can refer to How to Archive Applications.

Once you have archived the applications, they will automatically be filtered out using the Status Filter at the top of the page.

To locate your archived applications, you can switch the status filter to Archived Applications and use the Saved Filter created above to filter the applications by year.

If the process will be the same from year to year, you can set your tasks up as Reusable Applicant Tasks. These tasks can be shared across programs, but they can also allow your applicants the ability to auto-populate their tasks with responses they've given in other applications.