The "Submit Application" task allows a user to submit their application for review.
NOTE: Make sure to have all tasks completed before submitting by setting the tasks as required. Once the submit button is clicked, users will no longer be able to edit tasks. Furthermore, once an application has been submitted it will stay submitted unless unsubmitted either by adjusting the stage settings to unsubmit the application or by having a trigger in place to unsubmit based on a stated activation.
- How to Create a Submit Application Task
- Basic Information
- Stage & Group
- Behaviour
- Options
- When Complete
- Visibility
In order to create this task:
- Click on Edit your Site
- Go to Workflow Designer
- Locate the bottom of the stage you wish to add the task to.
NOTE: If you haven't added any stages to your site, Add a New Stage - Select the dropdown icon located in the "Add a new task" field.
- Select the applicant group you want to add the task for.
- Select "Submit Application"
- Select the "Create Task" option.
- Go to Basic Information and Set a Name for your task
- Go to Stage & Group and set the applicable settings
- Go to Behaviour
i. Decide if your task will be Required
ii. Decide if your task will have a Deadline - Go to Options
i. Set customized messaged to be displayed when the applicant confirms they want to submit, and when they have actually submitted. - Go to When Complete
i. Set which stage the submission should automatically be moved to when submitted - Go to Visibility
i. Decide if this task will be visible to your reviewers or recommenders in the site. - Save the task
The Basic Information tab provides a quick overview of the elementary descriptions (Title and Description) associated with the task.
| Setting | Description |
| Name | The name of the task - how it will appear to Applicants within their submission. |
| Set a Description | This description is shown to applicants who complete this task. Specifying a description is optional. When checked, the Visual Editor is displayed, which allows the content to be formatted accordingly |
The Stage and Group tab allows the administrator to select which stage the task will be in, as well as the group the task should be applicable to.
| Setting | Description |
| Stage |
The specific stage the task should be affiliated with can be selected from this drop down menu. NOTE: This will be set by default based on the stage the task was created in |
| Group |
The Group this task should be assigned to can be selected from this drop down menu. NOTE: This will be set by default based on the group the task was created for |
| Access Level |
Who should have access to this task. NOTE: This setting will be available if you had an Add Members task within your site. |
| Submission Categories |
Select Submission Categories to ensure that only submissions within those categories are able to view and edit this task. NOTE: This setting will be available if you have created submission categories within your site. |
| Assign to All Current and Future Awards |
In an awards site, select to ensure that this task will appear in the Workflow of each award NOTE: This is only available in an Awards platform |
| Awards |
When the above option is disabled, select the specific award(s) that this task should be available for. NOTE: This is only available in an Awards platform |
The Behaviour tab presents critical options that affect the visibility of the task, as well as its importance.
| Setting | Description |
| Required |
This option makes the task required to progress further in the contest. It is not possible to submit the application if a required task has not been completed. You can also refer to our article on What is the Difference between Required Tasks and Pre-Requisites? |
| One-time only |
Use this option if you only require to complete this task once. The task data will be synchronized with all other submissions belonging to the applicant. |
| Viewable upon completion |
This option will determine whether the user can view their task after completing it. |
| Editable after completion |
This option allows the applicant to continue making changes to this task after initially completing it. |
|
Editable after deadline (or before start date) |
This option will allow the applicant to continue to make changes to this task after the deadline has been met. |
|
Viewable before eligible |
This option will determine whether an applicant can see a task before they can complete it (i.e. before or after a start date or deadline). |
|
Set a deadline |
Deadlines dictate when a user must complete this task by NOTE: For more information in regards to this you can refer to How to Set Deadlines within your site |
|
Set a start date |
Start dates dictate when a task can be completed. |
| Prerequisites |
The prerequisites option allows an administrator to dictate that an applicant must complete other tasks before being allowed to complete the current task. These tasks can be selected within the box under 'Prerequisites'. You can also refer to our article on What is the Difference between Required Tasks and Pre-Requisites? |
The Options tab allows the administrator to customize the messages that are presented to the user when completing this task. Below are the default messages presented to the user:
| Setting | Description |
| Confirmation Message |
Set a message to appear to your applicants after they click to Submit the Application in order to confirm that they would like to submit and provide details as to what will occur once submitted. An example may be: "Are you sure you want to submit your application? Once submitted your application cannot be edited." NOTE: This page will not accept any Piping Variables, therefore you will need to use a generic message that works for all of your applicants in the site. |
| Submitted Message |
Set a message to appear after they have confirmed and submitted their application. An example may be: "Thank you for submitting your application! We will be in touch with an update on its status once all other applications have been reviewed." NOTE: This page will not accept any Piping Variables, therefore you will need to use a generic message that works for all of your applicants in the site. |
This tab contains the settings that control what happens to the submission once the submit task has been completed by the user.
| Setting | Description |
| Promote submission to stage |
Allows the submission to be moved automatically to another stage such as a review stage upon selecting to submit the submission. NOTE: If left blank, applicants who have completed every task will have to be manually moved from the existing round into the next one by an administrator or with a trigger. |
| Redirect to URL |
Redirect the user to a new page once submitted. NOTE: By default, when submit has been selected the user will be automatically redirected back to their submission. |
| Send an email |
Create a customized email that will be sent to the user once the submit task has been completed. |
The Visibility tab allows the administrator to specify which groups this task will be visible to.
| Setting | Description |
| Modify Visibility |
This option will allow you to hide this task from users in specific groups. |