Archiving applications

 

Who should use this feature?

The archiving applications feature has been introduced to allow elegant management of applications for programs that cannot use seasons or where seasons are not applicable. Some examples:

  • Chapters with overlapping rounds leading to the program being active all year round with no opportunity to start a fresh season
  • Application and reviewing rounds open perpetually without a clean end
  • For some grant programs, seasons may not be relevant at all

The archiving feature provides a way to 'tidy up' the Applications view in the Manage workspace or to prevent applicants from editing previously submitted applications.

Archiving applications is different from deleting applications. Archived applications can still be viewed and edited by program managers. They can even be sent through to reviewing rounds (aka assessment) if required.

Tip: it is not required that to use the archive applications feature; archiving a season effectively archives applications along with everything else for the season.

How to archive applications

  1. From the Manage workspace, go to Applications
  2. Select one or more applications from the list using the checkboxes on the left
  3. Open the Action dropdown
  4. Click Archive
    Archive in Action drop-down.png
Note: archived applications are included in the dashboard tallies for in progress and submitted applications as they are still considered to 'exist' (as opposed to being deleted).

Viewing archived applications

The drop-down at the top of the Applications views in both the Manage and Apply workspaces allows you to toggle between Current, Archived, Deleted, and Grants views.

You can view archived applications by selecting Archived in the drop-down to the right of the season selector at the top of the page.

Archived in drop-down view.png

If you want to unarchive applications, you can select one or more applications and click the Unarchive button housed in the Action dropdown button on the 'Archived' list view.

To delete an archived application, click the ellipsis (three dots) next to the application and select Delete.
Delete option in application ellipsis menu

Reviewing archived applications

If you would like to include archived applications in a reviewing round, there's an option in the panel to include archived applications.

  1. In the Manage workspace, go to Reviewing > Panels
  2. Create a new panel or edit an existing one
  3. Under the Applications heading, select Include archived applications
    Include archived applications option in panel configuration
  4. Save

When creating manual assignments, archived applications are excluded from search results. You will need to use panels to create reviewing assignments for archived applications.

Important: if you make changes to fields, tabs, categories, or chapters, this will impact archived applications. For this reason, we recommend not deleting fields. Instead, remove the Read and Write options in the Access section of the field.
Was this article helpful?
0 out of 0 found this helpful

Articles in this section

See more