Application Workflow
In ApplyCycle, editors rename application statuses under Application Management > Application Workflow. Each status can send an email to applicants when their application reaches that status. Editors set the email content on the status's edit form. Awarded applications appear on Past Awards when their cycle lists them.
Each application will have a 'Status' to indicate its progress through your workflow. The default workflow goes like:
The application begins with status of 'In Progress.' In this status, the applicant can edit the application and does not need to fill in all required fields yet.
When an applicant submits an application with all required fields filled in, its status changes to Submitted. If the cycle is still open, the applicant can still edit the application in that status, but doing so sets it back to In Progress. When the application changes to Submitted, ApplyCycle generates its PDF so the applicant, panelists, and staff can download a copy.
If the application is still in 'In Progress' when the cycle ends, the application automatically becomes 'Expired.'
When the cycle ends, staff change application statuses through Manage Grant Cycles > Applications > Bulk Editing for the cycle, or by editing an application. Applications whose status has Reviewers can View checked appear on the cycle's Approved for Review tab and show the Previous application, Next application, and Jump to Application controls. Status doesn't decide which applications a panelist can open or score: staff assign applications to panelists directly or through a panel.
Finally, staff should set each application's status to Award Granted or Denied through Bulk Editing or by editing the application. If you set the cycle to List on Past Awards Page, applications with the Award Granted status will appear in the Past Awards section.
Customizing the Application Workflow
Editors can customize the workflow states that applications pass through. You may want to customize the names of the states or add additional states.
Navigate to Application Management -> Application Workflow. Here you will find a list of existing statuses arranged in the general order through which applications will move through. To add a new status click ‘Add Term’ at the top of the page. Fill out the ‘Name’ field and any other relevant fields then ‘Save’. Navigate back to the 'Application Workflow' overview page. Here you can adjust the order of the items to include your new status.
Note: Application Workflow statuses apply to all application types so change with caution.
You can delete any status, including In Progress, Submitted, Award Granted, and Expired. Automated behavior comes from each status's settings. Before deleting or replacing a status, check whether another status names it in Expiring Status or Submission Status. If so, change that setting to use a replacement status first.
Configuring Application Workflow Emails
Applicants can automatically be sent emails when their application is moved to a new status. You can use this to alert applicants to a change in status.
To activate messages sent to users at different workflow states and customize what they say, go to Application Management -> Application Workflow. Click ‘Edit’ on the status for which you would like to enable a status change email notification. On the form that follows you will need check the 'Send E-mail' box and fill out the ‘E-mail Subject’, ‘E-mail Message’ fields with the email text to be sent to applicants.
You can include dynamic tokens in the email subject and message. Click 'Browse Available Tokens' to see the options. For example, you could include a link to the application with [application:original:url:absolute] or include the award amount with [application:field_award_amount].