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The Knowledgebase

Study Abroad: Application/Record Search Results Page (Classic)

Important Note: This article discusses classic functionality. For information on the modern applicant experience, refer to the Applicant Experience Knowledgebase article.

 

The Application/Record Search Results page lists all applications/records that meet the search criteria provided in the Simple, Advanced, or Locator Search option in Applicants/Records. This page also provides various methods of handling this group of applications/records.

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After running a query, the administrator will be presented with a list of applications/records as seen in the screenshot below.  

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Saving a Query/Search

You can save the query/search for future use. Provide a suitable name for your search in the text box that is located at the bottom of the search results page and click the Save Search button.

The search is saved to the My Queries & Reports panel on your Admin home page. You can open any saved query by clicking the search name. Please note that any time you open a saved query from your Admin home page, you are essentially running the query again so it will display results based on the data currently in your system which may not be the same as it was when you originally saved the query.



Search Results 3.png

 

Managing Application/Records

By default, the results of the search are grouped by name of the applicants/users. You can rearrange the results by selecting one of the options from the drop-down list box Group your results by located on the right.  You can choose to group the results by applicant/user name, program name, program location, application/record status or term.
 

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There are various options for what you can do with this list of applicants/users.  You will see the options available under the drop-down list in the  Options box. You should select one of the options depending upon your interest in the applications/records.

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The options are the following:

Send email - This form enables you to send an e-mail to an applicant/user or a group of applicants/users who have been short-listed by the search.

To view the list of recipients perform the following steps:

1. Use the checkboxes to choose which applicants/users from the query results you want to receive the email. If you’d rather send the email through your email client, like Outlook or Gmail,  instead of through your Terra Dotta site, you can click the “view copyable address list” link to open a new panel with a list of all of the email addresses. This list can be copied and pasted into your email client.
2. In the Email Content section, chose which email address will be used as the sender. The dropdown list here is populated with the Contact 1 and Contact 2 email addresses set in Settings > Account Info , the email address associated with the login you are using, and the Advising email address set in Settings > System Features > Process Options tab > Advising Applications > Recipient Email address .
3. Next, enter the email subject line, and any carbon copy or blind carbon copy email addresses. Finally, in the Body field, you can enter the content of the email.
4. Click Send at the bottom to send the email.  You will then land on a confirmation page listing the email addresses to which the email was sent.
 

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Send SMS (text message)

This form enables you to send SMS (text) messages to an applicant/user or a group of selected applicants/users. To do so, perform the following steps:

1. ​U se the checkboxes to choose which applicants/users from the query you want to receive the message. If the user has not entered a phone number to be used, the message will instead be sent as an email to the email they registered on the site. The phone number or email address will be displayed in the SMS email address column.
2. In the next section, enter the subject and body of the message in the fields provided. There is a check box where you can indicate whether or not you want to send a regular email in addition to the text message.  
3. Click the send button to complete the action.  You will land on a confirmation page that lists the results of the action.

If an applicant/uer responds to the text, the response will be sent to the Contact 1 email address with their SMS text number as the sender.
 
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Text Export - This form enables you to export the search results to a text file.

Excel Export - This form enables you to export the search results to a tab-delimited Excel sheet, which you can save as a MS Excel file.

Create Report - This form enables you to create a report that contains information about the applications/users in your search results. You can choose the primary and secondary output grouping. This determines the order in which the applications/users are listed in the report.  When exporting to Excel, the choices made here are not that important because it’s so easy to re-sort the information once the Excel file has been generated.  You can also select the fields you'd like to include in the report.  You can generate the report in MS Excel format. To do this, select the check box Export as Excel at the bottom of the page. When you select to export the report as an MS Excel file, the option Export Essay Content is enabled. This option enables you to export the responses of the question items that are like an essay in nature. As the content is may be very large, it may take a few moments to complete the export.  You can also view the report on a different window by selecting the check box New Window at the bottom of the page. To save the report, provide a suitable name and click to save. The report is saved automatically to My Queries and Reports panel in your Admin home page when the output is generated.
 

Report 1.png
                                                    

Batch Status Change

This form enables you to change the status of selected applications/records at once. 
Important Note: You can batch status change a maximum of 500 applications at a time.

To change the status, perform the following steps:

1. Select the applicants/users whose application/record status you want to change, by clicking the triangle located on the header.
2. Use the checkboxes to indicate which applications/records should be included in the status change action.
3. Select the status from the drop-down list box Change checked to _____.
4. Click the update button, and confirm the action to change the status of all of the selected applications/records with the exception of any advising applications/records that may have been included in the query results. 
 
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Batch Review Status - This form enables you to change the status of a number of applications/records to 'Ready for Review' at the same time. You can do this for individual applications/records by checking the flag Ready for Review on the 'Reviews' tab. But if there are numerous applications/records, individually updating them can be time consuming.
To save time, you can use the Batch Review Status option by performing the following steps.

1. Select the applications/records for which you want to change the review status from the list of applications/records. You can view the list of applications/records by clicking the triangle located on the header.
2. Click Update to update the review status. A dialog box appears asking you to confirm your action.
3. Click OK to change the review status of selected applications/records to Ready for Review.
 

Batch Info Edits - This form enables you to apply applicant/user parameter values to the selected applicants/users.

To apply applicant/user parameter information, perform the following steps.
1. Select the applicants/users for whom you want to add a parameter value, by clicking the triangle located on the header.
2. Select the parameter that you want to add from the drop-down list box Applicant/User Param.
3. After selecting a parameter, a new section will appear. This section will look different depending on the type of parameter that has been chosen. Chose/enter the desired value from this section.
4. Click Update and confirm the action to change the parameter values for all of the selected applicants/users from the group.  You will land on a confirmation page indicating that the parameter values were successfully changed.
 
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Batch App Tags - This form enables you to add or remove application tags for the selected applications.
To add or remove application tags, perform the following steps.
 

1. Select the tags that you want to add or delete, from the drop-down list boxes "Add Application Tag" and "Remove Application Tag" respectively.
2. Click Update to update the application tags. A dialog box appears asking you to confirm your action. 
3. Click OK to continue with the action or Cancel to ignore the changes made.

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Recs Pending - This form lists all the recommendation requests for applications/records where the recommenders have not submitted their recommendation. To view the content of the recommendations, click the magnifying glass icon. To print the recommendations,click the printer icon. To delete a recommendation, click the red "X" icon.
 

Click 'Show Completed Requests' to see a list of all the recommendations that have been completed for the group of applications/records.

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Batch Material Edit - This form enables you to mark materials as received for multiple students/users.
To mark the material, perform the following steps:

1. Click the dropdown arrow in the header to expand the list of applications/records that were in the query results.  
2. Use the checkboxes next to the names to further refine who should have the desired item marked as complete.  
3. Use the dropdown to choose which material submission or signature document should be marked as complete. This list is populated by the materials created on your site and sorted by program type and application phase. Once a material has been selected, a new section appears. You can mark the material as received, add notes, and choose whether or not to notify the applicants/users via email that that the requirement is now complete. Click the Update button.  You will land on a confirmation page that will indicate which applications/records had the material as complete and which ones did not.  Reasons the material may not have been marked as complete for a particular application/record include the material not being required of a particular applicant/user or an applicant/user already having that item marked as complete.
Note: It is not possible to un-receive material submissions or signature documents for multiple applications/records at once. It is only possible to mark them as complete for a group.

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Batch Attach File - This form enables you to attach a file to multiple applications/records at once. To do so, perform the following steps:


1. Click the colored band to open a list of the applications/records and narrow it further using the checkboxes.
2. In the “Attach file to applications section”, use the Existing File dropdown to attach a document that already exists in the document center on your site. You can add the title of the document and select the document type from the dropdown that is pre-populated with the document types you’ve created on your site. If the file you’d like to attach to the applications/records does not already exist in your document center, you can upload a new file from your computer by using the Choose File button to browse your files.
3. Use the two checkboxes below mark the file as internal-use only so that only administrators see the file and/or to notify applicants/users via email that a file has been attached to their application/record.
4. Click update to complete the action. You will land on a confirmation page that indicates a successful batch attach file action.
 

Batch Workflow - This tool enables you to designate multiple applications/records as the target of a workflow at once. To trigger a workflow with multiple applications/records as the targets, you must first have created a reference workflow with at least one step. Then, from the search results screen, perform the following steps:
 

1. Click the dropdown arrow in the header to further narrow the applications/records to include by using the checkboxes.
2. Click the workflow dropdown to see a list of all of the workflows on your site.
3. Choose the desired workflow and click update.
4. Confirm the action to start the workflow.  Now, step 1 of the workflow has been generated from each application/record in the list and each task has one of the applications/records as the reference.
 
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Full Export  - This tool allows you to export virtually all exportable data about a particular group of applications/records at once.
 

On this screen, you will see a Submitted Data Detected section. The heading there will display the number of applications/records selected in the query that will be exported. Use the radio buttons below to choose what data you wish to export, all application/record data or just the application itinerary/record start-end data, then click the Export Now button to download the report as a Microsoft Excel file. 
Note:  The data import/export feature is a very powerful tool and access to this feature should only be given to site superusers.  When using the full export option, not all data access object restrictions are honored. Only superusers with full access to user data should have access to this tool and be permitted to generate exports in this manner.

Map Results - This tool allows you to use the longitude and latitude data gathered in addresses of your applicants to plot a visual map of the results of an application/record search.  

To do so, click the Map Results dropdown. This dropdown will list any address types that have the lat/long data collection enabled. When selecting one of the available addresses, the user will be taken to the ' Map Results' page where any applications/records in which the applicant/user has latitude and longitude data for the selected address get plotted on a map as pins.


Progress Audits -  You can also select to generate Progress Audit Reports for  Signature documents,  Material submissions,  Questionnaires, Recommendations, Learning Content and Assessments.You can generate the reports at various phases of the application/record. For example, Advising, Pre decision, Post decision, and so on. To do this, perform the following steps:

1. Select the desired phase from the drop-down list box Progress Audit .
 
Search Results 6.png
 
Once you select an option, a new page opens. It displays a list of process elements that you can include in the audit report.

Progress Audit 4.png
 
2. Select the check boxes preceding the item names to include the items in the audit report. Then click Next. The audit report opens.

You can export the report as a MS Excel sheet or a tab-delimited sheet. To do this, select the appropriate option from the drop-down list box at the bottom of the page.
 

Opening an Application/Record

The final thing you can do from the search results screen is, of course, to click into an application/record by clicking the program name. When doing so, you'll land on the Overview page of the application/record by default. However, you can choose a different page to which to open the application/record using the "Tab to open" dropdown menu. Any applications/records you click into after choosing a page here will open to that corresponding tab.
 

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