Archiving applications

Who should use this feature?

Archiving applications is designed for programs where using seasons is impractical or not applicable. Common use cases include:

• Programs with chapters and overlapping rounds that run year-round
• Application and reviewing that remain open perpetually, with no clear end point
• Programs where the concept of seasons is not relevant (see Using perpetual seasons)

Archiving can also be useful to:

• Tidy up the Applications view without deleting data
• Prevent applicants from editing previously submitted applications
• Manage applications when the same program is being prepared in another region but a new season is not ready

Archiving applications is not the same as deleting them. Archived applications remain accessible to program managers and can still be edited or sent through to reviewing if needed.

How to archive applications

To archive one or more applications:

1. In the Manage workspace, go to Applications 
2. Select one or more applications using the checkboxes
3. Open the Action dropdown
4. Click Archive

Manage archived applications

To view archived applications:

1. In Applications, open the Current dropdown at the top of the page
2. Select Archived

To unarchive applications:

1. Select one or more archived applications
2. Open the Action dropdown
3. Click Unarchive

To delete an archived application:

1. Click the ellipsis (three dots) next to the application
2. Select Delete

Reviewing archived applications

Archived applications can be included in reviewing if required. To allow this:

1. In the Manage workspace, go to Reviewing > Settings > Panels
2. Create a new panel or edit an existing one
3. Select Include archived applications in the 'Applications' section
4. Click Save

Good to know

• Archiving a season automatically archives all applications within that season.
• Archived applications still count toward dashboard tallies for 'In progress' and 'Submitted'.
• Archived applications are excluded from manual reviewing assignments and must be assigned via panels.
• Changes to fields, categories, chapters, or tabs will affect archived applications of the same season.
• Avoid deleting fields used by archived applications; instead, remove read access for applicants.