This article will walk through how you can organize your submissions from cycle to cycle and keep a clean experience for you and your users.
In this Article...
- Why should I take these steps?
- Step 1: Categorizing your Submissions
- Step 2: Archiving your Submissions
- Step 3: Allow applicants to re-use their responses
The important step in this process is Step 2: Archiving your Submissions. The reason for this is that it ensures that applicants create a new application for the new cycle. When Submissions aren't archived applicants can run into a variety of roadblocks including overwriting the previous year's applications or being restricted by submission 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.
However, on some versions of FluidReview you can take Step 3: Allow applicants to re-use their responses. With this enabled, when an applicant goes to create a new application they will have the option to create the application using the responses in their Archived Application.
This step allows you to add your submissions to a category specific to the year or cycle they applied to. This will allow you to easily locate these submissions in the future.
To categorize your submissions:
- Create a Category
i. Name the category based on the year/cycle, for example, Fall 2018
- Navigate back to your list of submissions.
- Add Filters based on the date the submissions were created
i. Add a Basic Filter > Date application created -- is before -- [Enter the close date of your cycle]
ii. Add a second filter for Basic Basic Filter > Date application created -- is after -- [Enter the open date of your cycle]
- Apply the Filter
- Select all of the submissions that match your filters
- Add the submissions to the Category
- Optional: Create a Quick Filter for the category to easily find these submissions at a later date.
Once you have categorized your submissions, you will need to Archive the submissions. For more information on Archiving your submissions, you can refer to How to Archive Submissions.
Once you have archived the submissions you can refer to Filtering out Archived Submissions to ensure that as new submissions come in you are only seeing your Active submissions.
NOTE: To locate your Archived submissions in the future, go to Manage your site and click on the Applicant group. Within the list of submissions, you can either apply the Quick Filter discussed above or clear all filters.
NOTE: This functionality can only be used on our Core version of FluidReview. If you go to Manage your site and see an Awards section, regrettably this process will not be feasible.
To use Data Re-Use on FluidReview Core:
- Go to Configure your site
- Go to General Settings
- Under the Submissions tab, click
- Save Changes
When the applicant logs in and goes to create a new submission they have the option to Start with information from a Previous Submission. This will display a list of all of their archived applications. When they Get Started with the new application and click to Start a form, all of the responses will be auto-populated and they just need to confirm the responses, make necessary modifications, and complete the tasks again.